GUIDELINES
Expense Report Requests
There are two types of expense report request that can be made:
- a) Travel related expenses;
- b) Non-travel purchases.
Travel related expenses
For overnight trips, all expenses (regardless of amount) must be reported on one comprehensive Expense Report for that single trip. This report must include all costs paid directly by the University, the claimant, or any other party, and must include those initially paid through advances.
Travel supported by research grants or contracts must comply with University regulations and policies, unless specifically indicated otherwise by the granting agency. Certain granting agencies have established guidelines concerning expenses eligible for reimbursement. In the event of inconsistencies between such guidelines and University policies, the granting agency guidelines will apply.
Non-travel purchases -
Miscellaneous purchases of non travel related goods or services.
G1. Staff members who need to travel will need to use expense reports in order to be reimbursed and/or clear any travel advances or third party payments paid on your behalf. The PCard cannot be used for travel related expenses. Refer the Advance Request Checklist [.pdf].
G2. All expenses relating to a trip must be included on a single Expense Report, and comprise the following:
- Purpose of the trip (persons or organizations visited); must be described in sufficient detail to allow the approver, Fund Administrator, the Travel Desk and auditors to assess the University business purpose or the research purpose;
- Dates and destinations;
- Details of expenditure receipts. Please refer to the Expense Report Checklist [.pdf];
- Attachment of all original receipts and proof of payment (Note: In the rare circumstances where original receipts are missing, the claim for the item in question must be accompanied by a case-specific memo signed by the approver of the expense claim. For missing meal receipts, the per diem amount will be applied in all cases). Please note that the University does not reimburse claimants for expenses that are over 60 days old;
- If a receipt is missing, but the payment was originally charged to a personal bank card/credit card; a copy of the bank statement and a MEMO of acknowledgment for the missing receipt is required. Please note: if you possess a joint bank account your name and the charge must be clearly indicated on the bank statement in order to prevent your reimbursement from being rejected;
- Attach any accountable advance related to the trip;
- Use the Visitor Claimant Signature Form to obtain the signature of University visitors who have departed prior to their request for reimbursement being processed in Minerva - Advances and Expense Reports Menu. Along with the original receipts, this form must be signed and attached to the official printed Expense Report request. Use of this form is not permitted for McGill employees.
G3. Travel expenses must be submitted within 30 days following the return date from each trip. Expenses not related to overnight trips, for supplies or other expenses, must be submitted no later than 60 days after the date of the earliest expense receipt claimed;
G4. No additional advances or reimbursements of any kind will be made if the settlement of a prior advance is overdue;
G5. In line with Canada Revenue Agency income tax refunds, reimbursements (net of accountable advances) amounting to less than $2 will not be paid nor will the University expect the claimant to reimburse for amounts less than $2. Please refer to the Expense Report Checklist [.pdf];
G6. The Financial Affairs Office will send the expense report claims to Financial Services once all necessary approvals have been obtained;
Non-travel Purchases -
Miscellaneous purchases of non travel related goods or services. This includes small dollar purchases previously processed through Petty Cash.
PROCEDURES
Instructions for Expense Reports
- Obtain departmental Administrative Officer approval prior to requesting expense reimbursement;
- Login to Minerva;
- User Login: McGill ID and Password (PIN);
- Select the Finance Tab;
- Select Advances and Expense Reports menu ;
- Select the Expense Report menu;
- Select Start an Expense Report to be finished by Someone Else menu
- Enter the Destination City, State and Country;
- Enter the Start and End dates of the expense;
- Select the Purpose ;
- Type in a detailed description of the purpose of the expense report request;
- Enter the Fund Code)if not known, leave blank);
- Select Faculty of Medicine and not Department of Medicine in the To be completed by reviewer drop down list;
- Click on Continue;
- Enter each receipt individually:
- Enter the receipt date;
- Select an Expense category for each receipt. This includes third party payments /advances paid on your behalf directly to the vendor;
- Enter a detailed description for each receipt;
- Enter the amount (including taxes) for each receipt;
- Complete and submit by selecting Forward to Reviewer;
- All advances relating to a trip must be accounted for before sending to the “Reviewer”;
- Print and forward the hard copy and all original receipts to the Financial Affairs Office, 3605 de la Montagne.
Note: The requestor of an expense report is responsible to ensure that all related advances are accounted for, that expenses are eligible, reasonable and appropriate on the fund being charged.