McGill has now migrated to Workday Expenses, a simpler way to manage travel and other business expenses. It’s now easier to capture receipts, submit expense reports and spend authorizations, and track them through approval and reimbursement — all in one place.
All individuals with an employment status at McGill can access Workday Expenses directly from their Workday home page.
As of February 12, 2026, students can submit their expense reimbursement request(s) online through the Finance Service Desk under Student (Grad & Undergrad) Expense Reimbursement & Advances. The updated process has fewer steps, faster review and easier tracking. For more information, please consult the Step-by-step guide.
Workday Expenses training and support
- Training videos, job aids, and other self-learning resources are available on the Financial Services Knowledge Base.
- Workday Expenses Labs provide live support sessions. Registration is available via Minerva (Employee > Training Menu > Financial Services > Workday Expenses).
Frequently asked questions
What do I need to know if I am hosting an event or receiving a guest?
Please use the Visitor Expense Attestation Form, to obtain the signature of McGill University visitors who have departed prior to their electronic expense report being processed.
Visitor Expense Attestation Form | Formulaire d'attestation des dépenses d'un visiteur
This form may not be used to obtain a claimant/approval of a McGill employee or McGill student. Along with the receipts, this form must be signed and uploaded to the expense report in Workday Expenses.
Other useful links:
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The McGill Hotel Program has a wide selection of hotels offering preferred rates for the McGill community including faculty, students, staff and visitors.
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How to book airline tickets for visitors sets out how to pay for the airfare of a visiting speaker and other academic guest.
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McGill Room Bookings and Conference Services can help you reserve a meeting space on campus (classrooms, boardrooms, lecture halls, auditoriums, or theatre-style venues), and can facilitate provision of alcohol licence, multimedia set-ups and catering.
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The Guidelines for local hospitality and entertainment sets out allowances for various types of activities, whether a team building activity, a business meeting, or a donor relations cocktail.
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The Guest lecturer and speaker remuneration policy describes payments procedures for guest lectures and speaking engagements, whether for a fee or as a token of appreciation.
Can I combine personal travel with university business travel?
If you are planning a personal trip along with your university business travel, please remember to provide a quote for the airfare specifically related to your university business itinerary. This quote should only cover necessary travel without extra stopovers or trip extensions. You can get this quote from the airline's website where you purchased the tickets, but it must be generated on the same day as the purchase. Alternatively, you can request a quote from the travel desk: mcgill [at] dt.com
How will I receive the refund?
You will be refunded on the bank account linked to Workday.