Documentation, documentation, documentation!

Transcription

1 Expense Reimbursement Request Checklist This checklist is an overview based on the policies and procedures of the University. Granting agency guidelines supersede those of the University. THE GOLDEN RULE Documentation, documentation, documentation! Any party (within University or external such as an auditor) should be able understand every detail of your submission If something may be unclear, elaborate! o Purpose of trip should be self explanatory o Explain extraordinary expenses Claimant/Payment Information The Expense Report menu must always be McGill ID # of employees and students must be entered; Responsible ID must be a McGill employee or the FFM of FOAPAL being charged for students and third parties; Start and return date should reflect the duration of the trip or for non-travel related claims, the earliest to latest receipt date; Appropriate purpose has been selected from drop down menu (i.e. Travel, Subject Payments); Visitor claims must include the full mailing address of the individual (not McGill Dept address); Trip purpose: described in sufficient detail to assess the University business or research reason; Include full conference name, elaborate on Acronyms. Faculty of Medicine (Dean) must be selected from the drop down list

2 Receipt Requirements Original receipts are required for all expenses being claimed included expense paid to a third party on your behalf (i.e. Airfare, conference registration fee); Receipt(s) should be numbered; Receipts should be neatly stapled and assembled in the order in which they appear on the Expense Report claim; Photocopies or facsimiles of receipts are not acceptable. In lieu of receipts: mileage claims; meal per diems; parking meters; gratuities paid in cash. Proof of Payment Must have one of the following: Receipt showing payment made; Example: Visa xxxx, Master Card xxxx, Amex xxxx; Receipt showing a zero balance; If receipt does not provide proof of payment, it must be supplemented with a credit card chit, or as a last resort a copy of the credit card statement. FOAPAL Distribution Airfare FOAPAL Distribution if known; An item/receipt may be split amongst many FOAPALs if required; Ensure the expense is eligible for reimbursement as per the established guidelines of the fund(s) charged; Verify availability of funds; If FOAPAL distribution is not known, leave the field blank Original ticket receipt is required (e-ticket or travel agency invoice) that must include all of the following information: passenger name, airline and flight #, date of flight, origin and destination as well as amount and proof of payment; Boarding pass not required; Only Economy class is allowed. Seats in a fare class greater than economy requires the prior approval of the claimant s Dean or Vice-Principal/Provost. Lodging Original hotel bill required. If the bill does not show a zero balance or proof of payment, a credit card slip or statement must also be submitted; Ensure express checkout invoices meet these requirements; Meals or internet charges on hotel bill should not be entered and itemized as a separate expense item; If meals are charged, ensure that a per diem is not being claimed for the same purpose on that day.

3 Meals Detailed restaurant bill (showing the items consumed) is required; Per diem may be claimed for individual meals; i.e. breakfast and lunch per diem, receipt for dinner - Guideline G4.4.6 in the Reimbursement of Expenses policy; For University-related entertainment, list the names (if less than 10 people) or provide a name/description of the group/event (if more than 10 people); o Names should be listed in the description field in Expense Report claim; o If the normal approver was one of the attendees, the expense must be approved by that person s superior; Note: Refer to Agency guidelines to ensure proper approval levels are respected Policies of several granting agencies: Prohibit the claim of alcoholic beverages; Set higher per diem rates. Per diem allowance will not apply where meals are included in transportation charges, conference registration fees or hotel bills or for meals where receipts are claimed; Alcohol cannot exceed $35 CAN per person per meal. Mileage Claims Must provide the start and destination points; Cannot claim mileage and gas; Use the current University rate refer to G4.4.6 in the Reimbursement of Expenses policy; Validate the distance of mileage claim by using: o Mapquest o Google Maps o Yahoo maps Taxis Taxi receipts related to trips may be grouped by location; Local transportation by McGill staff must be entered individually with an explanation for each receipt/chit.

4 Conference & Seminar Registration Need conference receipt with proof of payment if not indicated by a zero balance; o This includes conference fees paid directly to third party on your behalf Must indicate on the Expense Report the full name of the conference, elaborating acronyms. Communication Expenses Electronic Receipts Includes charges for cellular, telephone, internet or other electronic communicating devices; Original receipt required. (e.g. Bell, Videotron). Note: Individuals may opt for electronic invoices rather than paper. Proof of payment is required; i.e. Monthly bill indicating zero balance from previous month(s) or bank statement showing payment processed; Best Practice tip Request submission of recurring communication expense claims monthly; Acceptable if the following information is included: Identification of the vendor; Applicable tax registration numbers; The full name and mailing address of the payee; Clearly identified goods or services, quantities, prices and delivery date(s); An invoice or reference number; Amount paid Proof of payment. Foreign Language Receipts Receipts in foreign language must have a translation/explanation of overall receipt(s) in English; Book titles must be translated. Publications Original receipt required; Title of each book must be indicated.

5 Gifts, Gift Cards/Certificates These types of receipts must be coded in the Expense Report as Gift (using the receipt category drop down box); It is obligatory to provide the name of the recipient(s) along with a McGill ID if the individual is an employee; The gift provider and gift recipient should be aware of the taxable implications; o The value of the gift given to the employee will be transmitted to the Payroll office to be included in their T4 Statement of Remuneration. Foreign Currency Receipts should be entered in the original currency; For US dollars, the system defaults rate as of the receipt date that is entered. It is override able; May use exchange rates based on the credit card statement or derived from Bank of Canada website; Credit Card receipts - use the exchange rate that appears on credit card statement; Payments in Can, US, or Euro only. Signatures & Approvals Claimant must sign the Expense Report; o If claimant is a visitor, a Visitor Claimant Signature form can be filled out and attached to the Request for Reimbursement; The Fund Financial Manager of each FOAPAL being charged must sign the Request for Reimbursement; If claimant is the FFM, need one-up signature. Delegation of signing authority is permitted for temporary absences only; A specimen of the signatures and the duration is required o The delegate must be a peer or a superior The current guidelines: o Formally recognizes Associates i.e. Assoc. Dean, Assoc. Director, etc. who may approve on behalf of Dean or Director. To avoid any unnecessary delays, a copy of the written notification of signing authority delegation (where applicable) should be attached to each export report claim. NOTE: In the case where the delegate is not of equivalent status and is named in an "interim" capacity for the position held by the permanent signing authority, an approval by the position's supervisor is required. (i.e. Director delegates to the interim Associate Director, then Dean's signature is required.

6 Overdue Advances Verify if the claimant has any overdue advances (30 days past the return date indicated on the advance request); No additional advances or reimbursements will be made if the claimant has an overdue advance; Advances paid to a third party, must be cleared with an expense report. Generally, the FFM is not impacted by overdue advances of the claimant; o Able to obtain his/her personal advances or reimbursements) unless an unresolved issue requires escalation; o Expense reimbursement received but not yet processed. Reimbursement - Direct Deposit McGill employees and Students paid by Payroll are reimbursed by direct deposit in Canadian funds only; Other individuals will be reimbursed by cheque or wire transfer for foreign currency; The claimant is notified of the refund amount by on the day the expense report request has been processed by the Travel Desk; Direct deposit is made within 2 business days from the processing date. ***All original expense reports submitted by members of the Deanery must be forwarded to Financial Affairs, Faculty of Medicine, 3605 de la Montagne for processing.***