FAQ - Expense Management

What is the Expense Management project?

Rutgers University is transitioning from a lengthy, paper-based expense management process to a more streamlined and automated online system for expense management. The University’s goal with this project is to replace the current expense management systems with an Oracle Cloud Expense solution.

Why is this change occurring?

The objectives for the implementation are to:

  • Replace older platforms with an Oracle Cloud solution
  • Reduce manual, paper-based processing
  • Leverage the new functionality available with Oracle's offering
  • Build upon existing staff knowledge and capabilities related to Oracle’s technology to maintain the applications on an on-going basis
  • Integrate expenses with other functional business areas, such as finance, projects and grant management, and procure-to-pay.

When will Rutgers employees begin to use the online expense management tool?

Beginning October 2016, the online expense management tool will be available for staff and faculty. Expense reimbursements for students and approved third-parties will continue to be processed via check request in the SciQuest system.

Will staff continue to submit paper receipts for expense reimbursement?

When using the mobile application, a photo or scan of a paper receipt may be uploaded through the mobile application as part of an expense report package.

When using the desktop application, scanned copies of receipts will be required as documentation of expenses incurred.

How will students and approved third-party contacts be reimbursed?

Expense reports for students and approved third-party contacts will be processed via check request in the SciQuest system.