Travel and Expense Reimbursements

If you’ve been approved for an expense reimbursement, please see the University’s Guide to Financial Management in order to obtain detailed instructions on eligible expenses, and required receipts and original documentation/proof of payment. We've also included a basic step by step guide below. Don’t forget to include both the restaurant itemized bill, along with the credit card slip!  The more comprehensive your expense report is, the quicker we will be able to process and reimburse you the funds. Please allow at least 3-4 weeks for processing.

Please download the expense claim form and complete and sign it when submitting your receipts. Best practice is to tape individual receipts to a separate sheet of paper. See below for an example.

sample receipts with itemized restaurant bill along with credit card slip

Step-by-Step Guide to listing and submitting your receipts:

Each of your receipts should be listed in a separate covering document, and the corresponding receipts will have to be organized in the order stated on your note (preferably numbered).

Group your receipts following the categories listed on the Expense Reimbursement Claim Form. Any other items that are not shown on the claim form, group it as "Other" on the claim form. Please separate domestic purchases from the foreign ones within each of the categories for exchange rate conversion.

Using Excel, createa a spreadsheet and list the date, name of the vendor, and the amount for each of your receipts under these categories. For receipts which fall under “Other” categories, provide brief description – i.e. service, books, supplies and etc.

Once you have grouped your receipts following the Step #2, you will be able to produce sub totals for each of the items that are listed in the claim form.

Transfer the sub totals produced in the Step #3 on to the Expense Reimbursement Form, and then indicate the total claim amount at the bottom.

We are required to use the Bank of Canada rate, and convert it to Canadian Dollar for reimbursement purposes.  We normally reimburse in USD or CAD, (and some other currencies are also available) however please indicate the currency you would like to be reimbursed in at the top of your expense claim form, and we will contact you if there is an issue. 

Please note that the best practice is to provide the credit card statement showing the converted (Canadian) amount, which means you will be reimbursed for exactly what you spent.

Please include the conversion rate used in your Excel file note, and make sure to include a print out of this site showing the exchange rates in your claim document. The dates used for conversion must be within the period of your travel.

Must include the detailed restaurant receipts for the amount charged for meals portion, and the credit card receipts to include gratuity portion.

If you have any questions or concerns, please feel free to contact or book an appointment with the Financial Officer.