Travel and travel expenses reimbursement
Are you Travelling for McGill?
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McGill’s Travel Management Program can help you book travel arrangements, accommodations, and car rentals. The University has negotiated discounts with various airlines.
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McGill Financial Services has a complete travel section dedicated to procedures, how-to’s, and forms.
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University travel and expenses must follow the Policy on reimbursement of travel and other expenses policy.
Are you hosting a visitor?
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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.
Employees (academics, researchers and administrative staff) can access the How To’s for the following:
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Submit an Expense Report -This is where you can find out how to process an expense report for yourself or on someone’s behalf.
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Submit a Request for an Advance – Here you can request an advance payment for expenses pertaining to a future travel or event
Payment services forms
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Airfare FOAPAL Authorization Form (in the travel section)
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Delegate Temporary Signing Authority (in the signing authority delegation)
Understanding the University’s Financial Policies/Regulations will help you navigate through the responsibilities of administering McGill funds, whether a Research grant or not, the policies can be found here.
Delegation of Signing Authority Regulation – if you will be away for an extended period you can delegate signing authority to avoid delays in processing transactions.
Employee vs Self Employed Policy – When setting up a new vendor on the McGill Marketplace – in particular when paying an individual for goods or services.
Fund Financial Manager Policy - The purpose of this policy is to define the responsibilities of the Fund Financial Manager and to provide the framework and requirements in naming the Fund Financial Manager.
Over-Expenditure Policy in Research Funds This policy will help clarify that spending in excess of amounts available is undesirable in that it represents a significant risk to the University of loss of funds. What happens when a fund becomes over-expended and what options are available to resolve the problem.
Procurement Policy and others which affect the purchasing of goods and/or services for the University can be found at the: (Procurement Services site - University Policies).
Are you looking for help with Fund Management?
You can contact your local team. Here is how to find them:
Purchasing through McGill-sanctioned MMP suppliers
Staff members should use MMP (McGill Market Place) suppliers as the initial point of reference to fulfill their needs. To access the list of suppliers log in to Minerva. For more information on how to make a purchase on MMP, please refer to the MMP Handbook.
