Submitting an Expense Report - "new" Expense Items added

News

This message is sent on behalf of Julie Ghayad, Director Finance Infrastructure and Transaction Services, Financial Services

Dear Colleagues,

In order to better classify receipts when submitting expense reimbursements through Minerva, additional expense items have been added.  The following now appear in the Expense item drop down menu:

Expense item

Explanation

Default Account Code (and Title) associated with this item

Baggage Fees

Select this item for a receipt specifically displaying this charge – no other charges appear on the receipt.

If an airfare receipt includes flight and baggage fees, do not separate the charges. Enter the receipt as one item and select the expense item Airfare.

700512
Travel - General

Seat Selection Fee

Select this item for a receipt specifically displaying this charge – no other charges appear on the receipt.

If an airfare receipt includes flight and seat selection fees, do not separate the charges. Enter the receipt as one item and select the expense item Airfare.

700512
Travel - General

Travel - Taxi

Select this item when claiming taxi receipts for a trip which involved an overnight stay or travel outside of the city in which the Claimant works/studies.

700512
Travel - General

Taxi - Local

Select this item when claiming taxi receipts in the city in which the Claimant works/studies  or in an outlying city/suburb which did not involve overnight stay.

700507
Transportation

Travel – Cell/Internet

Select this item when the Claimant purchases a cell phone package for travel.

Select this item for a receipt specifically displaying charges for Internet usage – no other charges appear on the receipt. If a lodging receipt includes room rates and internet charges, do not separate the charges. Enter the receipt as one item and select the expense item Hotel.

If claimed on a research grant or contract, cell/internet charges must be directly related to research and must be compliant with sponsor guidelines.

700512
Travel - General

Should you have any questions about when to select these expense items, send a scanned copy of the receipt in question to the Travel Desk at traveldeskhelp [dot] acct [at] mcgill [dot] ca.

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