Fill - Free fillable - Expense Reimbursement Checklist Jan2020 (University of Toronto, Scarborough) PDF form

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Initial

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84 020 ER

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Fax

84 055 E0

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Print Name Title

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Signature of Authorized Approver

Title

(*) Refer to expense reimbursement checklist @

and the Guide to Financial Management @

For AA Settlements: Financial Services (original copy)

Originating department (photocopy)

Claimant Declaration: I certify that I have incurred the expenses

claimed, they are in compliance with University policies & procedures,

all sponsor terms and conditions (if applicable), & have not been

claimed through other sources.

TOTAL EXPENSES

REIMBURSEMENT REQUIRED

OR REPAYMENT

ON (13%HST)

USA / International

Expense Reimbursement Checklist - Template - Financial Services

Travel and Other Reimbursable Expenses - Policies and Guidelines - Financial Services

Print Name

Authorized Approver Declaration: I certify the expenses claimed

were reasonable & required for University business & (if applicable)

are relevant to the research being funded.

LESS: ACCOUNTABLE ADVANCE

OTHER:

All other provinces / territories

ON (13%HST)

All other provinces / territories

CAR RENTAL: Attach

detailed receipt &

contract (*)

Date Prepared

USA / International

PEI, NS, NF, NB (15%HST)

Signature of Claimant

All other provinces / territories

PEI, NS, NF, NB (15%HST)

TAXI:

MEALS: Attach detailed

itemized receipts (*)

USA / International

Travel outside Canada

Travel within or outside Canada

RAIL/BUS:

PUBLIC TRANSIT

Department

Travel within Canada

Telephone

KMS X 57 cents/km

Department Contact

Per Diem: USA / International

ALLOWANCE:

ACCOMMODATION:

Purpose and Relevance to University Business All other provinces / territories

Per Diem: Canada

AIRFARE: Attach proof

of payment & proof of

air travel (*)

ON (13%HST)

Last Name

Travel to USA from Ontario

Travel within Canada

USA / International

Address All other Airfare

Personnel Number Period of Travel

EXPENSE CATEGORIES AMOUNT

G/L ACCOUNT

NUMBER TAX CODE

TO BE COMPLETED BY CLAIMANT

Indicate reimbursement currency:

For expense reimbursements in a currency

other than CAD, DO NOT

convert expenses

to CAD value.

NOTE: Original receipts are required.

Claim Type: Select claim type. Enter

code, below, to complete G/L account. If

G/L account is not listed, enter

appropriate G/L account on "OTHER"

line.

Accounting Information - TO BE COMPLETED BY BUSINESS OFFICER

UofT

Business Area:

EMPLOYEE CONFERENCE

Company Code:

STUDENT FIELD TRIP

STUDENT CONFERENCE

COST

CENTER

INTERNAL

ORDER

FUNDS

CENTER

EXPENSE REPORT / ACCOUNTABLE ADVANCE SETTLEMENT

Financial Services Dept. (revised February 1, 2020)

NOTES:

FUND

COMMITMENT

ITEM

VISITOR

EMPLOYEE FIELD TRIP

Document Number:

ASSIGNMENT

PEI, NS, NF, NB (15%HST)

Tri-Agency Financial Administration Guide (TAFAG)

Supporting Information

Affiliation of the traveler to the grant

(if the traveler is not the grantee):

Purpose of trip (how it relates to the

research project):

Dates and destinations (person or

location visited):

Attachments (please check and attach):



Conference prospectus or program (indicating dates of conferences and workshops and/or agenda)



Detailed/itemized receipts including those for online purchases, restaurants, hotels, and car rentals (credit card

slips, or confirmation of reservation are not valid receipts)

ExpenseReimbursementChecklist(Template)

Whenbookingcarrentals,hotels,viarailorUnionPearsonExpress,considermemberdiscountsprovidethroughCAUBOandVenngoforUofTemployees.

LastPublished:January28,2020  GTFMPolicyWebsite–Travel&OtherReimbursableExpenses

OverridingGuidelines/Principles:

 Itisboththeclaimant’sandapprover’sresponsibilitytoensurethattheexpenseshavebeenincurredforlegitimateuniversity

businesspurposes,aswellasreasonableandappropriateforthebusinessactivityundertaken.

 Theindividualwhopersonallyincurredtheout‐of‐pocketexpensewillbereimbursed.

 Theclaim

meetsthetermsandconditionsimposedbythefundingsourcefromwhichtheyarepaid;UofTpolicy,

divisional/departmentalpolicyorgrantingagencyguidelines,whicheverimposesthegreaterrestrictions.

 Supportedbyoriginal,itemizedreceiptsfromsuppliers(Exception:kilometrageorallowanceperdiemclaims).Ensurereceiptsin

foreignlanguages

aretranslated,withanynecessaryclarifications.

 AdditionalSupport:Ifproofofpaymentisnotindicatedontheoriginalreceipt,acopyofcreditcardstatementmayberequired(e.g.,

Airfare,ConferenceRegistrationfees).Note,itemsnotrelevanttotheclaimcanbeblackedoutforprivacy.

ORIGINALRECEIPTREQUIREMENTS/SUPPORTINGDOCUMENTS

A I R F A R E A C C O M M O D A T I O N S



ProofofPayment:

 Itinerary/receiptorticketconfirmationfromtheairline.

(originalreceiptmustindicatemethodofpaymentand

amountpaidbythetraveller)



ProofofStay:

 Detailedstatementofguestchargesfromthehostestablishment.



 Ifbookedthroughathirdpartybookingsite(e.g.,Expedia),thenthe

orderconfirmationfromthethirdpartybookingsiteshowing:

o creditcardpayment

o traveldates



ProofofAirTravel(atleastONEofthefollowing):

 Boarding passes(paperorprint‐outofe‐boardingpass)

 Hotelbillatthetraveldestination

 Taxi/transitreceiptsto/fromthedestinationairport/train

station

 Mealreceiptsfromthetraveldestination

 CertificateofConferenceattendance





AirBnBRental–ReceiptRequirements

1) Proofofpayment(mustindicatethefollowing):

 CheckInand Outdates

 Detailsandlocationofhostestablishment

 Totalchargesincludingtaxes(i.e,Creditcardused)





2) Proofofstay:email/messageconfirmationfromtheAirBnBhost

establishmentsubstantiatingthattheclaimantdidstayattheir

establishmentduringtheindicatedperiod.



BusinessTravelcombinedwithPersonalTravel

Anairfarequoteforthe“businessportiononly”,takenatthesame

timeastheactualairlinebooking,shouldbeprovidedtothe

approver.

T R A N S P O R T A T I O N



ProofofCarRental:

 Copyofrentalagreement/contract

 Accountstatementandinvoice

 Receiptsforgaspurchases

FlightCancellationInsurance

Relevantoriginalreceipt



ProofofPersonalCarUse:

 Mileage PerDiemRate:57centsperKM

 Googlemaps (orequivalent)



ProofofTaxi/Uber:

 Relevantoriginalreceipt

M E A L S C O N F E R E N C E R E G I S T R A T I O N





MealReimbursementOptions–ReceiptRequirements

OPTION1:Mealperdiem(Noreceiptrequirement)

PerDiemRates:

 InCanada USorIntn’l

Breakfast $15 $20CAD

Lunch $20 $25CAD

Dinner $45 $55CAD

TotalDailyAllowance $80 $100CAD

NOTE:Fortravelinexcessof30

consecutivedaysinonelocation,the

mealallowancewillbereducedby75%

oftheapplicableperdiemrate.





.





Conferenceregistrationfees

 Conferenceregistrationform

 Originalproofofpayment(i.e.creditcardvoucherorstatementof

account,customercopyofamoneyorderorbankdraft)

Foronline–printoutofconfirmationofregistrationafterpayment

H O S P I T A L I T Y 



ProofofHospitality:

 Relevantoriginalreceipt

(e.g.,Originalrestaurantreceiptsofactualexpenses)

 Cleardocumentation as tothebusinesspurposeofthehospitality,

notingthenamesoftheindividuals,orgroupinvolved.

 ExpensesmustbepaidbythemostseniorUniversitypersonin

attendancewhenotherUofTemployeesarepresent

AND

 Forregularin‐housemeetingsbetweenUniversity

employees,noalcoholispermitted.

Partnertravelmeal

expensesondomesticor

internationaltripsarenot

reimbursableunlessaspecific

business

oseisserved.

OR

Combinationsofper

diemsandreceiptsare

allowedforthesameday.



OPTION2:Originalrestaurantreceiptsof 

actualexpenses(detailedrestaurantbill)

Note:Creditcardreceiptmaybeusedto

substantiatetherestaurantgratuity.

ExpenseReimbursementChecklist(Template)

Whenbookingcarrentals,hotels,viarailorUnionPearsonExpress,considermemberdiscountsprovidethroughCAUBOandVenngoforUofTemployees.

POLICY

A I R F A R E

Thestandardclassofserviceistheleastexpensiveeconomyclassfare.

Allotherbusinessclassandpremiumeconomytravelmaybepermitted(e.g.,flightsinexcessof6hours,orformedicalreasons),ifpre‐

authorizedbytheprincipal,dean,directororseniorexecutivetowhomthetravellerreports.

Theclaimantisresponsibleforprovidingthenecessaryproofofairtravel.

Whenpersonaltraveliscombinedwithbusinesstravel,theemployeewillbereimbursedforonlythebusinessportionofthetripatthelowest

availablefare.

Itisstronglyrecommendedthatitisbroughttotheattentionoftheapproverpriortobookingthetravel.

Flightcancellationinsurancepurchasedforlowcostdiscountedairticketsisanallowableexpense.

A C C O M M O D A T I O N S

Thestandardisasingleroomwithaprivatebathinabusinessclasshotel.

PartnerTravelAccomodations

Ifapartneraccompaniesthetraveller,theamounttobeclaimedbythetravellershouldonlybethemosteconomicalroomrateforasingle

occupant—anyexcessroomchargestoaccommodatethepartnerarenotallowable.

M E A L S

Aperdiemallowancemaybeclaimedinlieuofactualmealcosts.

Themealperdiemallowanceisnotavailablewheremealsareincludedaspartofanotherreimbursableitem(e.g.,transportationcharge,

conferencefees).Thestandardformealsisarestaurantinabusinessclasshotelorotherofequivalentquality.

T R A N S P O R T A T I O N

Thestandardforvehiclerentalisamidsizecar.Vehiclerentalisareasonablemethodoftransportationforroundtripsupto500km.

WhentheCorporateTravelandHospitalityCardisnotused,thepurchaseofCDWisanallowableexpensefordomesticrentals.Forrentals

outsideNorthAmerica,bothCDWandLiabilityinsuranceshouldbepurchased.

Apersonallyownedvehiclemaybeusedfortripsupto500kmroundtrip.Claimwillbelimitedtotheequivalentleastexpensivemodeof

transportationtoandfromthatdestination.

Transportationbetweencampuses,whichisnotpartoftheemploymentcontractorarrangement,maybeclaimedforreimbursement.An

exceptionappliesiftheclaimantregularlydrivestowork,andnowhastodrivetoanothercampusthatisonroutetotheirhomecampusthen

theywouldnotreimbursedfortheirmileage.Noreimbursementcanbemadefortraveltoandfromanemployee’sresidenceandnormalplace

ofbusiness.

TaxiexpensesincurredasaresultofUofTbusinessispermissibleandreimbursable.

H O S P I T A L I T Y

Businessentertainmentofnon‐Universityemployeesshouldbelimitedtothecostofmealsandbeveragesprovidedinahoteldiningroomor

restaurantofanequivalentquality.

Entertainmentofadifferentvariety(e.g.,athleticevents,theatreproductions)requirepriorapprovalofthedepartmenthead.

Ifalcoholisprovided,moderateconsumptionandpricepointisthestandard.

Forregularin‐housemeetingsbetweenUniversityemployees,noalcoholispermitted.

AnyUofTemployeehostingabusinesslunch,dinnerorotherentertainmenteventshouldlimitthenumberofUniversityemployeesandother

participantsattendingtoonlythosewhocanbeexpectedtocontributedirectlytotheaccomplishmentofthebusinesspurpose.

NormallythecostofentertainingfellowUniversityemployeesisnotreimbursableexceptinunusual/specialcircumstances(e.g.,timelimitation

(extendedworkday),holiday/retirementparties).





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- Expense Reimbursement Checklist Jan2020 (University of Toronto, Scarborough)

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