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Travel Claims & Expense Reimbursements

Learn what expenses to claim, submitting guidelines, common issues to avoid, and helpful resources. Ensure quick reimbursement.

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Travel Claims & Expense Reimbursements

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  1. Travel Claims & Expense Reimbursements Presented by: Carise Thompson Geography and Environmental Management

  2. What expenses can you claim? • Conference expenses • Travel • Accommodation • Registration • Meals • Field season expenses • Research – RAs, token of thanks • Travel- flights, public transit • Living- accommodation, meals, cell phone charges • Note: Your supervisor must approve!

  3. Responsibilities

  4. Timing Submit claim within 1 month of return Processing Receive a cheque in the mail about 1 week later Save receipts & boarding passes during travel

  5. How to begin… Filling the Claim Form (1) • Download a claim form U Waterloo Finance website 2. Count your receipts. If you have more than 8 you will have to attach an expense spreadsheet. 3. Complete the top portion of the form with your mailing address. 4. Complete the destination/ reason for request: Include the name(s) of the individuals, affiliation to the grant, location(s) visited. Purpose must describe how the expense is directly related to the research being funded.

  6. Filling the Claim Form (2) • Ignore the travel advance request box. • List the date indicated on the receipt. • Write a description for the specific expense including vendor name, location, and who the expense was purchased for and their affiliations. • List the expense amount in either the ‘travel’ or ‘other’ columns. • If the expense was purchased in another currency, obtain the OANDA exchange rate and list in the ‘exch rate’ column. • Total columns will auto-populate. • Print & sign at the bottom where it says signature of the claimant.

  7. Assembling the package • Gather and number all original receipts according to the order listed on the expense claim form. • Print supporting documentation to “tell the story” to the person in finance. • Ex. Meeting agenda, abstract acceptance, conference programme. • Gather all original boarding passes (from all legs of the trip). • If claiming per diem, must include per diem calculator. • Affix everything together and submit.

  8. How to save time (and get reimbursed faster) PRESENTATION TITLE

  9. Issues that have been identified • Date on receipt and date on claim do not match • Purpose of trip does not link the person (claimant) with the research grant • Purpose of the trip does not explain how the trip was relevant to the research grant • Supplementary information missing • Itemized receipt missing showing what was purchased • Scans of receipts and boarding passes submitted rather than originals • Missing information regarding who the expense pertains to

  10. Resources • https://uwaterloo.ca/environment-resources-and-sustainability/graduate/resources/student-travel-claims • https://uwaterloo.ca/finance-resources/expenses/guidelines-expenses PRESENTATION TITLE

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