Quick Links

Reimbursement of Expenses

mcgill logo

Publication Date: 2016-08-01 Revision: V 2.8

PDF icon Reimbursement of Expenses Policy [.pdf]


August 1, 2016 - Version 2.8: A detailed restaurant receipt is now mandatory when claiming reimbursement on research grants and contracts. If a detailed receipt is not available, it is no longer acceptable to indicate on the receipt why a detailed receipt was not obtained and to certify that the meal being claimed complies with agency policies. The note in expense type (7) Hotel and the receipt requirements for expense type (8) Meals were updated accordingly (section G4.4.6). Per diem amounts may be claimed when there is no detailed receipt available.

June 14, 2016 – Version 2.7: Clarified that the term students includes postdoctoral fellows (postdocs). The following sections were updated to read students (including postdoctoral fellows): G2.1; G2.2; G3.1.1 a, b, and c; G4.2; G4.3.2.

April 25, 2016 – Version 2.6: Updated the note in Section G4.4.6 Summary by Expense Type - Expense Type (2) Car Rental - added If renting a car in North-America to the second paragraph.

April 04, 2016: Announcement from Julie Ghayad, Director Finance Infrastructure and Transaction Services, Financial Services, about Submitting an Expense Report - "new" Expense Items added – channel news. (Note: This announcement impacts data entry in Minerva. No changes have been made to the policy itself.)

March 16, 2016 – Version 2.5: Replaced the phrase “faculty or staff” and the word “staff” with “academic staff, administrative and support staff”.

February 04, 2016 - Version 2.4: Announcement from Cristiane Tinmouth, Interim Assistant Vice-Principal Financial Services and Controller, about Reimbursement of Expenses Policy Update – P2.1 and G3.1 Eligibility for requesting and receiving Travel Advances – channel news.

June 22, 2015 - Version 2.3: Updated the note in Section G4.4.6 Summary by Expense Type - Expense Type (1) Personal Automobile - added a reference to the Use of Personal Vehicle page on the Travel Services website.

April 27, 2015 announcement from Cristiane Tinmouth, Controller, Financial Services about Reimbursement of Expenses Policy Update - G4.4.6 Expense Type (2) Car Rental - channels news.

March 19, 2015 announcement from Cristiane Tinmouth, Interim Assistant Vice-Principal Financial Services and Controller, about Reimbursement of Expenses - UPDATE - Airfare Receipt Requirements- channels news.

October 30, 2014 announcement from Cristiane Tinmouth, Interim Assistant Vice-Principal Financial Services and Controller, about Reimbursement of Expenses - PROCEDURE UPDATE regarding missing receipts- channels news.

September 3, 2013 Memorandum from Rose Goldstein, Vice-Principal Research and International Relations, and Michael Di Grappa, Vice-Principal, Administration and Finance about Reimbursement of Expenses – PROCEDURE UPDATE regarding missing receipts - channels news | PDF version.

May 9, 2013 announcement from Cristiane Tinmouth, Controller, Financial Services about Delegation of Temporary Signing Authority Procedures For All Fund Financial Managers - channels news.

May 6, 2013 Memorandum from Rose Goldstein and Michael Di Grappa about Research Administration and Accountability – Tri-Agency Recommendations - NEW DELEGATION MENU - channels news | PDF version.

May 31, 2012 Memorandum from Cristiane Tinmouth, Controller, Financial Services about Mileage rate increase - PDF version.