New expense reimbursement system to begin rollout

JHU and JHHS employees will be trained as their areas are added to SAP Concur Expense

Woman in hotel room working with her laptop and mobile phone

Image caption: Using SAP Concur Expense, travelers can manage expenses from their mobile device and submit photos of their receipts while on a trip.


Johns Hopkins University and Health System are working to provide simpler processes for requesting expense reimbursements—and faster payments—through the rollout of the new SAP Concur Expense system over the next year.

As each division, department, or business area is added to SAP Concur Expense, employees will receive instructions and training. A schedule of the phased rollout is available online. The first university entities to transition will be University Administration, Homewood Student Affairs, CTY, and JH Tech Ventures in December. Johns Hopkins Health System entities are making the transition beginning this month.

The new system is replacing SAP Trip, which is being discontinued. A team of employees from across the enterprise has been working to ensure a smooth rollout with multiple training opportunities.

"We believe once employees get familiar with the new system they will find it more convenient and flexible," says Amy Page, the university's director of travel and expense programs. "Travelers are going to enjoy being able to manage expenses from their mobile device, submit photos of their receipts while on a trip, and easily link their travel reservations to the expense system."

There are also important benefits for the university and health system, Page says. SAP Concur has built-in steps that help users comply with institutional policies and legal requirements. It compiles data so that the institutions can understand and control travel costs where possible. And it keeps traveler information in one place to help Johns Hopkins provide emergency support to employees in distant locations.

Brian Smith, the university's chief procurement officer, says that each year, Hopkins employees submit more than 150,000 expense reimbursement requests. "SAP Concur will be a more convenient, flexible, and efficient way of processing expenses for travel and other business activities," he says.

More details are on the Shared Services website.

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