Procedures Manual - How to Claim Travel Expenses

How to Claim Travel Expenses:

Properly completed Travel Expense Report claim forms must be clearly detailed.  Claims for "miscellaneous" or "sundry" will be returned to the traveller for clarification.  Each claim must state the purpose of the travel, and itemize all expenses relating to the trip.  Except for per diems, each expense must be supported by an original, dated receipt.  By signing the Travel Expense Report, the traveller is certifying that the information contained on the form is accurate to the best of his/her knowledge.  The original signature of the claimant is required, as well as the approval and signatures of the next reporting level of authority.  When completed, normally within ten days of return, the Travel Expense Report should be forwarded to the Accounts Payable Department of the Finance Division.

Travel Expense Report      

Receipts:

Original receipts (detailed hotel bills, air passenger coupons, etc.) are required to support a claim.  Travel agency invoices, cancelled cheques, credit card statements, "paid" notices and photocopies are not acceptable.  However, in the case of gasoline costs, a credit card voucher is acceptable. In the case of air, bus, or train travel, the passenger copy of the ticket is required.  For type of receipt, please see specific headings (i.e. accommodation).

As per policy number ADM 1-5, no TRU funds are to be used to purchase alcohol without the approval of the Executive.

Lost Receipt:

If a receipt cannot be obtained, the traveller should submit the following signed memorandum to the Accounts Payable Department:

"Re:  Original Receipts

I certify that _______ (describe missing tickets, hotel bills, etc. in detail)____ have been lost or misplaced.  These expenses were incurred by me on _____ (date)____ and are billable to account number __________.

I have not and will not claim reimbursement for these expenses from any other source.

Signature of traveller:  __________."

Refund to TRU:

In the event that your actual expenses are less than the advance you received, please attach a cheque made payable to TRU to your Travel Expense Report. Please do not send cash via the interdepartmental mail system. Cash should be brought personally to a Finance cashier.

Timing of Cheques - Travel Advances or Expenses:

Cheques for advances or expenses are produced weekly.  All requisitions should be received, properly approved and forwarded to the Finance Division for processing as soon as possible. If submissions are not fully completed and A/P staff have questions, A/P staff will contact the initiator for further information. Advance cheques will be produced approximately one week prior to your departure unless otherwise requested.

As U.S. cheques are processed bi-monthly, please submit U.S. travel advances at least two weeks prior to departure. Emergency travel requiring manual cheque advances should be brought to the Accounting Manager with proper explanation, and we will process them as soon as possible.