Top 10 points for speedy reimbursement of your expenses and to ensure your claim is not returned
1) Reimbursement Claims will not be processed without the original, itemized receipts.
· When restaurant meals include more guests than the claimant alone, names of the additional individuals and the reason for the additional guests attending must be written on the receipt.
· When a large volume of receipts are being claimed, a summary page should be attached.
2) Gift Cards and Gift Certificates are not an allowable expense to staff members as per Gift Giving & Staff Functions policy EMP-060-009.
· The Canada Revenue Agency (CRA) considers gift cards and certificates as cash or near-cash and would constitute a taxable benefit to the employee.
· Claims for gift cards or gift certificates for employees will not be reimbursed.
3) Your APEA fund is considered University funds, personal expenditures are not allowed (raffle tickets, donations, etc) per policy EMP-060-005.
· Generally, any expenditure that is considered as personal and would trigger a taxable benefit will not be reimbursed
4) When claiming per diems please ensure the per diem spreadsheet is attached to your reimbursement claim. The claim form can be found at: http://www.uregina.ca/fs/assets/docs/xls/reimbursement_claim_form.xlsx.
· The per diem spreadsheet forms part of the reimbursement claim form and can be found by clicking the second tab of the Excel version of the claim form.
5) Trip Cancellation Insurance is not an allowable expenditure out of University funds per policy EMP-050-005.
· Since the University self-insures against cancelled airfares, trip cancellation insurance should be declined when offered by a travel agent. Any claims for trip cancellation insurance will not be reimbursed.
6) Coach or Economy class airfare is to be used for University travel unless special discount fares are offered that are below Coach or Economy fare per policy EMP-050-005.
· Any other class of airfare must be approved in advance of travelling by the President (in the event the airfare is for a Vice President) or by a Vice-President for any other individuals. If any airfare other than coach or economy is being claimed and is missing proper approval, the expenditure will not be reimbursed.
7) Reimbursement Claims need to be submitted regularly throughout the year to ensure expenses fall in the correct Fiscal Year.
· Per policy EMP-050-005, Reimbursement Claims for travel are to be submitted to Financial Services within ten working days of the return date of the travel.
· Claims for expenditures incurred up to April 30 must be submitted to Financial Services by the third business day after April 30. There is no obligation for the University to reimburse claims received after the third business day in May for expenses incurred prior to April 30.
8) Honorariums for all staff members and non staff members (over $500.00 within the calendar year) need to be processed by Human Resources.
· Honorariums can only be paid through Financial Services if the accumulated honorarium amount for non-employed individuals is less than $500 per calendar year. Anything $500 or more and any honorarium amount paid to an employee must be processed through payroll in Human Resources. Please complete a memo or reimbursement claim form for the individual indicating the purpose of the honorarium. If the individual is a new claimant the birth date, SIN, and address must be included.
9) Invoices greater than $3,500 and those that would normally go through Supply Management Services purchasing process (ie. tendering, quotes, requisition, purchase order, etc.) are not an allowable expense on your reimbursement claim.
10 ) The most up to date Reimbursement Claim Form needs to be completed for all expenses.
· Please ensure approver signature is accompanied with the approvers printed name and ensure the claimant has stated their email address on the claim.
· Any claims missing proper approval names and signatures will be returned to the claimant