Revised January 21, Creating a claim:

Transcription

1 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 = 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 = 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).

2 7. Expense lines (Overview tab) select from the drop down menu the appropriate item, complete all the fields. Create 02/01/09 12:40 PM New Window Help Customize Page Create Expense Report Expense Report Entry User Defaults Camille Sinanan Report ID: NEXT Enter Report Information *Report Description: Test example08, London, UK Reference: *Business Purpose: *Default Location: Conference All Other Non-Canadian Cities *Comment: Paper presentation at Test Example 2008, London, UK, Dec 4-8, Default Accounting For Report View Cash advance Transactions More Options: GO 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 *Billing Type 12/02/2008 1, Air Travel CAD Employee Paid Regular Accommodation GBP Employee Paid Regular 12/08/ Bus, Train, Taxi, CAD Employee Paid Regular 12/02/ Parking Bus, Train, Taxi, Parking GBP Employee Paid Regular 12/03/ Conference Fee USD Employee Paid Regular 12/03/ Meals - Actuals GBP Employee Paid Regular 12/05/ Meals Per Diem CAD Employee Paid Regular 12/05/ Non Canad Add: New Expense OK Copy Selected Expense(s)... Delete Selected Expense(s) Check For Errors Expense Report Totals Employee Expenses: Non-Reimbursable Expenses: Prepaid Expenses: Employee Credits: Vendor Credits: Cash Advances Applied: 2, CAD Due Employee: 2, CAD 0.00 CAD Due Vendor: 0.00 CAD 0.00 CAD 0.00 CAD 0.00 CAD 0.00 CAD Definition of Totals Update Totals Save For Later Finish and Submit Expense Report Project Summary Printable View Return to Travel and Expense Center EP_S &IsFolder=false Page 1 of 1 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

3 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

4 Itemized Receipt Payment Chit Meal Details Proof of Payment 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.

5 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. Name Itinerary Charges Payment Traveler s who use e-tickets normally receive a fax or 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.

6 For hardcopy tickets the original passenger copy of the ticket is required Itinerary Charges Payment Boarding Pass Note that boarding passes should always be submitted & airfare charges should be economy class (see Expense Policy for further explanation).

7 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. Name List of Charges Payment 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

8 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.) Name Vehicle Information Charges Payment 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).

9 Purchased Items Charges Payment 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 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.

10 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 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.

11 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.