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Welcome to the Research Accounting Training Series

Welcome to the Research Accounting Training Series. Travel and Associated Claim forms. Agenda. Travel advance request forms Travel expense reports. Travel advance request form. How to complete a Travel Advance Form

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Welcome to the Research Accounting Training Series

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  1. Welcome to the Research Accounting Training Series Travel and Associated Claim forms Accounting procedures

  2. Agenda • Travel advance request forms • Travel expense reports Accounting procedures

  3. Travel advance request form How to complete a Travel Advance Form • Travellers who can request an advance • An advance can be requested – 21 days • No payments to credit card companies or travel agencies • Advances for prepaid expenses • Payment will be processed – minimum 5 days required • Advances must be cleared - 10 days after trip • If advance is not cleared – T4A Accounting procedures

  4. Travel advance request form Top of travel advance form SECTION A • Full name and address of payee – where cheque is to be sent • Payee different from traveller • Contact in department • Check box - mail cheque to SECTION B • Fund – Org – amount • One line per fund • Currency SECTION A SECTION B Accounting procedures

  5. Travel advance request form Bottom of travel advance form SECTION C • Departure & return date • Destination(s) • Purpose of travel SECTION D • Type of prepaid expense and amount – fill in each field & total amount • Total amount in Section D must match amount in Section B SECTION E • Signing authority – one-over-one and payee’s supervisor SECTION C SECTION D SECTION E Accounting procedures

  6. Hierarchy for Signing Approval TRAVELLER APPROVAL • Dean  VP • Chair  Dean • Researcher  Chair or Dean approval • External visiting researcher  Chair or Dean approval • Student or External Consultant  Researcher approval (Other Fund authority delegate) Accounting procedures

  7. Memo to accompany advance cheque • Reviewed by Research Accounting – then to Accounts Payable • Notice will be sent with advance cheque Accounting procedures

  8. Travel expense report All sections of claim must be completed All original receipts must be attached Top of front page • Name and mailing address of payee • Traveller - staff, faculty, student, other • Note if traveller is different from payee • Contact in department • Mail cheque to SECTION A Accounting procedures

  9. Travel expense report Top of front page • Date of request • Departure & return • Destination(s) • Purpose of travel SECTION B Accounting procedures

  10. Details of receipts back page Indicate Canadian currency & GST Currency converted – provide backup statement Note currency type! 3 letters on receipts Receipts numbered and grouped by expense category Accounting procedures

  11. Importance of indicating GST • Per Diems • Mileage • Parking meters • Taxi • Hidden GST • GST rebate back to fund Accounting procedures

  12. Currency conversion and GST Airport parking # 1 51.50 2.28 Blue Line taxi # 2 90.00 3.46 US taxi – Yellow Cab # 3 8.00 1.25 USD 10.00 151.50 5.74 Accounting procedures

  13. Details of receipts back page • Subtotal expenses and carry to front page • Travel advance details must be noted on front and back page • Date of advance • Detail of advance - TAR # payee • Fund - Org - Amount • Grad student Bursary Accounting procedures

  14. Travel expense report A B C D Front page • Where values & GST are entered • How to determine base and GST exempt A = B divided by .o5 C = D-A-B 114.80 5.74 30.96 151.50 SECTION C Accounting procedures

  15. Travel expense report Front page Fund-Org-Account - activity codes • Account begins with 719xxx • Travel advance info • One currency only • Wire transfer ? • Signing authority SECTION D Accounting procedures

  16. Signature required – inside right page • Fund authority • Who can sign • One-over-one signature • Check box for claimants affiliation Accounting procedures

  17. Travel claim requirements inside pages • Conference-prospectus or agenda required • Claims for per diem, parking meters, mileage • When a receipt is missing Certification of missing document required • Copies of receipts not eligible • Receipts with credit card slip • Hotel or other internet booking • Incidentals not eligible • Boarding passes/E-tickets required • Cancellation and medical insurance Accounting procedures

  18. Travel claim tips • Alcohol not permitted on externally funded research • The most economical means of travel must be used • Passport costs are not eligible • Mileage calculation – gas receipts or mileage • Per diem if other meals provided • Link to Treasury Board http://www.tbs-sct.gc.ca/tbs-sct/index-eng.asp Accounting procedures

  19. Travel claim tips • Expense relates to agency supporting research and complies with policy • If on internal research fund, follows university policy • Travel reports will be sent back? • Processing by Business Office– minimum 5 days Accounting procedures

  20. Travel claim links • Web sites applicable for travel and other claims University policy • http://www.carleton.ca/secretariat/ Convert exchange rates • http://www.bankofcanada.ca/en/rates/exchange.html Treasury Board – mileage and per diems • http://www.tbs-sct.gc.ca/tbs-sct/index-eng.asp • Accounts Payable http://www2.carleton.ca/finance/business-operations/accounts-payable/ Accounting procedures

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