From 3 November 2026, you will submit your expense claims through FOX Expenses, using SAP Concur. This means we will say goodbye to RACSWEB as the system for submitting and processing staff expenses. FOX Expenses makes it easier to submit, track and approve your expense claims. In this article, you can find out what is changing, why we are making this switch and what you need to know to get started smoothly.

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What is changing?

As mentioned above, from 3 November FOX Expenses will make managing your expense claims easier.

• Submit expenses from your computer or smartphone. Simply take a photo of your receipt or supporting document. FOX Expenses automatically recognises the key information, so you have less to enter manually.
• Claim allowances, such as mileage or daily allowances.
• Allocate your expense claim to the correct budget.
• Automatically send your expense claim to the correct approver, in line with the four-eyes principle.
• Track the status of your expense claim. You can see at any time where your claim is in the process and who still needs to approve it.
• Process credit card transactions by adding the required supporting documents.
• Manage expenses on the go using the mobile app.

Why are we updating the process?

The move from RACSWEB to FOX Expenses is part of a broader transformation programme through which VUB is gradually modernising its financial processes and support.

The overarching FOX programme is the backbone of this transformation. With FOX, we are moving towards a more modern and integrated way of working, supported by digital technology and artificial intelligence. This will make our financial processes more efficient, support the university’s continued growth and make financial information available more quickly and easily.

For expense claims, this means:

• Faster – Less manual work and shorter waiting times for reimbursement.
• In line with VUB rules – Your expense claims are processed in accordance with VUB’s expense policy.
• Clearer – You can follow the approval process and see at any time where your expense claim stands and who still needs to approve it. Budget holders also have a clear overview.
• Available anywhere – You can also submit expenses through the mobile app. For example, you can take a photo of your receipt immediately after making a purchase instead of having to keep it until later.

Would you like to delegate the submission or approval of an expense claim? A separate application is available for this. More information about delegations and how to set them up will be included in the instructions available when FOX Expenses launches.

Which system powers FOX Expenses?

FOX Expenses uses SAP Concur Expense. You will therefore still see the SAP Concur or Concur name and logo in the application, mobile app and automated emails. This is perfectly normal: SAP Concur is the application VUB uses within FOX to process expense claims.

How will the transition work?

To ensure a smooth transition from RACSWEB to FOX Expenses, there will be a short period during which you will temporarily be unable to submit new expense claims.

• Up to and including 30 October – You can still submit your expenses through RACSWEB.
• From 31 October up to and including 2 November – During this period, you will temporarily be unable to submit new expense claims through either RACSWEB or FOX Expenses.
• From 3 November onwards – Submit your expense claims through FOX Expenses.

What will still be handled through RACSWEB?

RACSWEB will not disappear completely. After 3 November, reimbursements to third parties and the creation of purchase orders will continue to be handled through RACSWEB.

Help with the transition

We are providing several forms of support to help you get started with FOX Expenses.

Shortly before launch, you will find instructional videos on SharePoint covering the different topics. These will show you step by step how to submit and track your expenses through FOX Expenses. A user guide will also be available.

Still have questions after watching the instructional videos and reading the user guide? Email foxconcur@vub.be. The Finance Department will deal with your question as quickly as possible.