Revised January 21, 2010 Creating a claim: 1. sign on to your UC portal 2. under Enterprise systems, click Supply Chain Management then “Finance, Supply Chain Management and Research” 3. click employee self‐service 4. click travel and expense center 5. under “expense report” click create – a blank report should appear with your name. 6. here you may choose to “start your report with” and select one of the options, such as “an existing report” and click go. Note that all the data from the claim you select with be in your “new” claim. Completing the expense report – (* areas must be completed) 1. Report description – enter information in this box that will tell you at a glance what the claim is for. For example, if you are making a travel claim it should contain the full name of the conference and the location of the conference. 2. Business Purpose – click the drop down menu and select the appropriate option (e.g conference). 3. Default location – this refers to the location of the expenses (e.g for a conference in Rome, Italy select “all other non‐Canadian cities”). 4. Default Accounting for report – click this hyperlink and you enter: • Fund = 60 • Dept = 12150 5. Click “Projects” and enter: (You can type in the data instead of searching). • Project Business Unit – RESRC • Project = RT?????? (enter the account (NSERC # for example) to be charged) • Activity = 00000 • All other fields remain empty • Click OK 2 times to get back to the expense “overview” page. 6. Comment – here you enter the why, what, when and how of the claim. In the case of a conference travel, you must enter the full name of the conference, the dates of travel, location of the conference and purpose of travel (paper presentation, etc).
Transcript
Revised January 21, 2010
Creating a claim:
1. sign on to your UC portal 2. under Enterprise systems, click Supply Chain Management then “Finance, Supply
Chain Management and Research” 3. click employee self‐service 4. click travel and expense center 5. under “expense report” click create – a blank report should appear with your name. 6. here you may choose to “start your report with” and select one of the options, such
as “an existing report” and click go. Note that all the data from the claim you select with be in your “new” claim.
Completing the expense report – (* areas must be completed)
1. Report description – enter information in this box that will tell you at a glance what the claim is for. For example, if you are making a travel claim it should contain the full name of the conference and the location of the conference.
2. Business Purpose – click the drop down menu and select the appropriate option (e.g conference).
3. Default location – this refers to the location of the expenses (e.g for a conference in Rome, Italy select “all other non‐Canadian cities”).
4. Default Accounting for report – click this hyperlink and you enter: • Fund = 60 • Dept = 12150
5. Click “Projects” and enter: (You can type in the data instead of searching). • Project Business Unit – RESRC • Project = RT?????? (enter the account (NSERC # for example) to be charged) • Activity = 00000 • All other fields remain empty • Click OK 2 times to get back to the expense “overview” page.
6. Comment – here you enter the why, what, when and how of the claim. In the case of a conference travel, you must enter the full name of the conference, the dates of travel, location of the conference and purpose of travel (paper presentation, etc).
7. Expense lines (Overview tab)– select from the drop down menu the appropriate item, complete all the fields.
8. Expense lines (detail tab) – ensure that you enter a description for each expense. 9. Once all items are entered and all flags cleared, submit your claim and bring your
original receipts to me.
Notes:
1. Airtravel – expense date is the date of ticket purchase. Ticket number is a required field.
2. Meals ‐ itemized receipts must be included.
Acceptable receipts – see next pages
Acceptable Proof of Payment
02/01/09 12:40 PMCreate
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Create Expense Report
Expense Report EntryUser DefaultsCamille Sinanan Report ID: NEXT
Enter Report Information
*Report Description: Reference:
Conference*Business Purpose: *Comment:
*Default Location:
Default Accounting For ReportGOMore Options:View Cash advance Transactions
Enter Expense Lines Customize | Find | View All | First 1-7 of 7 Last
*Overview *Detail *Location *Merchant *Air/Hotel Mileage *Per Diem VAT
Select *Expense Type *Expense Date *Currency *Amount Spent *Payment Type*BillingType
Meals Per Diem - Non Canadian CAD Employee Paid ExpenseRegular
OK Copy Selected Expense(s)... Delete Selected Expense(s)New ExpenseAdd:
Check For Errors
Expense Report Totals
Employee Expenses: Due Employee:2,634.13 CAD 2,634.13 CAD
Non-Reimbursable Expenses: Due Vendor:0.00 CAD 0.00 CAD
Prepaid Expenses: 0.00 CADUpdate TotalsDefinition of Totals
Employee Credits: 0.00 CAD
Vendor Credits: 0.00 CAD
Cash Advances Applied: 0.00 CAD
Expense Report Project SummarySave For Later Finish and Submit
Printable View
Return to Travel and Expense Center
Test example08, London, UK
Paper presentation at Test Example 2008, London, UK, Dec 4-8, 2008.
All Other Non-Canadian Cities
12/02/2008 1,000.00
12/08/2008 600.00
12/02/2008 30.00
12/03/2008 20.00
12/03/2008 300.00
12/05/2008 10.00
12/05/2008 49.00
When an employee is submitting an expense for reimbursement they are expected to obtain an original receipt from a vendor.
A receipt is a written acknowledgement that one party has received money for goods or services rendered from another. The receipt will indicate the name of the recipient, a breakdown of the items purchased, the charges levied and that payment has been rendered in full.
The following examples are considered acceptable in terms of proof of payment for expenses where the obtained receipt does not meet the above payment criteria.
Credit Card & Debit Cards
For credit cards we require either:
• Payment slip or chit. • Monthly credit card or bank statement showing expense purchased. • Actual name and card number printed on receipt or invoice which states that it is
paid in full.
Cheque
For cheque payments we require a copy of both the front & back ends of the cheque. The front end shows the actual payment while the back end shows a teller stamp verifying it has been cashed.
Cash
Cash payments should be limited to when there are no other options. When a staff member makes a purchase using cash, they should have a written proof from the person or company they have paid that they have indeed received the funds
Meal Receipts
Itemized Receipt Payment Chit
Both the itemized receipt and the payment chit are required for auditing purposes when reimbursing meals related to travel, meeting expenses or entertainment for business purposes. The itemized meal receipt is necessary to show what was purchased including taxes, while the payment chit proves that the person did pay for the meal. A restaurant does not normally print the customer’s name on the receipt, so it is required that the claimant write their name on the back of the receipt as well as the names of the individuals who attend the meal.
Meal Details
Proof of Payment
Note that the University’s Expense Reimbursement Policy states that itemized meal receipts must be submitted where meals are in excess of the daily per diem amounts. Meals per diem is acceptable for travel related meals where the costs are within the per diem allowances. For meeting expenses & entertainment related meals, the receipts are required.
Air Travel Receipts
The required documentation for business purpose air travel includes the travel itinerary, breakdown of charges, payment details & original boarding passes.
Traveler’s who use e-tickets normally receive a fax or email that contains a “Passenger Itinerary/Receipt” as confirmation of their reservations that outline the itinerary, cost & applicable taxes and fees from either the airline or travel agency. This “Passenger Itinerary/Receipt” should be submitted for reimbursement.
Itinerary
Charges
Name
Payment
For hardcopy tickets the original passenger copy of the ticket is required
Note that boarding passes should always be submitted & airfare charges should be economy class (see Expense Policy for further explanation).
Charges Payment
Itinerary
Boarding Pass
Accommodation Receipts
Accommodation expenses are to be listed separately and in detail by day. The original detailed receipt must be submitted. Credit card slips cannot be used alone for reimbursement, as they do not provide a detailed listing of charges. Accommodation receipts must indicate that payment has been made and/or that no outstanding balance remains.
Non-room related charges should be separated from the hotel receipt and entered as separate expenses dependent on expense type where possible. Meals greater than per diem rates should be accompanied with itemized receipts (see meals). Entertainment charges such as pay per view movies are non-reimbursable and have to be subtracted
from the total hotel amount.
Auto Rental Receipts
Name
List of Charges
Payment
The auto rental agreement or receipt should clearly show the information about the vehicle being rented, the breakdown of charges and that the expense has been paid. When the agreement does not show the payment, proof of payment must accompany it (credit card statement, bank statement, cheque etc.)
Books, Material & Supply Receipts
Original itemized receipts are required for all books & supplies. The receipts should detail the items purchased, charges applied and payments received. For invoices related to materials, proof of payment must be provided in the form of credit card slip or statement, banking statement or copy of cheque (including back end with teller stamp).
Vehicle Information
Charges
Payment
Name
Conference Fee Receipts & Schedule
Where available the receipt for a conference registration should be submitted including proof of payment. When the original receipt was not given it is acceptable to include an email confirmation of registration along with proof of payment (e.g. Credit card statement, copy of cheque or bank statement.). A conference schedule should always be included when reimbursing for conference travel.
Purchased Items
Charges
Payment
Taxi, Bus, Train & Parking Receipts
Taxi, bus, train and parking receipts should be submitted when available. These receipts should clearly show the amount and currency. When a receipt is not available (e.g. remote areas & foreign countries) then written explanation as to why the receipt is not submitted should accompany the report.
Telephone, Cellular, Fax and Internet
Telephone and home connection receipts for a regular monthly service are to be backed up with a detailed monthly billing statement which should show the services provided and the breakdown of charges. Long distance, out of country calling and calling card receipts should be submitted where available or written explanation included where not available.
Flowers, Cards & Gifts
Original receipts are to be submitted for all gifts with a detailed explanation of the occasion for the expense. Note that gift cards normally are not charged GST.
Software Original receipts and proof of payment are required for software purchases. If the purchase was online and the person is submitting an email confirmation of receipt, they must also include proof of payment.
Staff Training Proof of payment of the training must be submitted as well as proof of completion of the training. Examples of proof of completion may be 1-day certificates or full semester transcripts.
Subject Fees
Subject fees generally refer to money paid during a study for research. A description of the study being performed must be included with the expense report. For these studies staff will create a letter or agreement which states the nature of the participation and the amount paid to the participant and have the person sign it. Cash is often the means of payment, hence why it is important for the participant to sign that have received money from the staff member.
Subsistence/Living Allowance
Normally a receipt is not required for subsistence/living allowance expenses. The nature of this expense is to allow for a reasonable amount to be given a staff member who is on a long term research project or study and is living away from home during the study. A description of the nature of the expense is required.
