All claims should provide the Business or Research Purpose of the Travel in the Report Header.
| Brief explanation of the Business/Research purpose for travel. Provide dates of travel and research purpose for travelling to each destination. Example: Paris (June 2 to 10) Met with collaborator on the plan for research on churches in Europe Rome (June 11 to 25) Conducted research on ancient churches. |
Listed below are the various expense categories available in Concur along with an explanation of the policy and the required documentation needed when submitting the expense.
| EXPENSE TYPE | POLICY | REQUIRED STANDARD DOCUMENTATION | Exceptions, other documentation, and additional approvals (if required) |
|---|---|---|---|
| Airfare - Regular Fare | The most direct and economical mode of travel available, considering all of the circumstances. Generally this means Flex or lower for Air Canada and Westjet fares, and standard economy (i.e. excluding premium economy) fares on other airlines. Employees shall not be reimbursed for additional costs incurred for indirect routes or stopovers taken for personal reasons. Travel agency booking fees, trip cancellation insurance, and standard seat selection fees are eligible for reimbursement. | Invoice and Flight Itinerary which shows: 1. Name of traveller(s) 2. Class of airfare 3. To/from destinations/ stopovers/dates/times 4. Cost of flight | Flights other than Flex/standard economy Where there is a justifiable reason for not booking lowest available fare, this must be documented in the claim for reimbursement. Where the lower cost economy flights are unavailable at the time of booking, the traveller must provide documentation to this effect (i.e. a screen capture from the Concur Travel booking site that shows lower cost options were unavailable. Concur Travel is available through your Concur account). Pre approval from the one over one (Chair, Dean, etc) must also be included in the claim for reimbursement. Indirect routes, extended stays, and stopovers for personal reasons If the traveler books an indirect route, extended stay, or stopover for personal reasons, the incremental cost will not be reimbursed. The traveler must provide a quote for a flight that: 1) is obtained at the time of booking 2) uses the most direct route to the required destination(s) 3) uses the most economical flight option (flex or standard economy fares) 4) arrives and departs that correspond to the scheduled travel purpose (e.g. arrival up to 1 day prior to a conference start date and departure up to 1 day following the conference end date). The traveler may claim the lower of the actual flight cost and the quoted flight cost. |
| Airfare - Business Class | The most direct and economical mode of travel available, considering all of the circumstances. Generally this means Flex or lower for Air Canada and Westjet fares, and standard economy (i.e. excluding premium economy) fares on other airlines. Business class transportation will be reimbursed in exceptional circumstances (such as for medical reasons). Please see exceptions, other documentation, and additional approvals. Employees shall not be reimbursed for additional costs incurred for indirect routes or stopovers taken for personal reasons. Travel agency booking fees, trip cancellation insurance, and standard seat selection fees are eligible for reimbursement. | Invoice and Flight Itinerary which shows: 1. Name of traveller(s) 2. Class of airfare 3. To/from destinations/ stopovers/dates/times 4. Cost of flight | Business class transportation Business class transportation requires a detailed explanation and the pre-approval of a Vice President or the President, in order to be reimbursed. Should a medical accommodation be required, University policy requires a Vice President or the President to pre-approve the business class travel and the claimant must have on file with the University’s Wellness Office a doctor’s note confirming that a medical accommodation is necessary. The expense claim may note that business class travel is being used for a medical accommodation. However, the claimant is not required to file the medical documentation with the expense report but the expense report must have the pre-approval by the President or Vice President. |
General Ledger Account Name/Account # used for Airfare
| Airfare (faculty) - 401200 Airfare (support staff) - 402200 Airfare (visitor) - 402700 Airfare (student) - 403200 |
| EXPENSE TYPE | POLICY | REQUIRED STANDARD DOCUMENTATION | Exceptions, other documentation, and additional approvals (if required) |
|---|---|---|---|
| Hotel & Accommodation | Employees shall be reimbursed for reasonable accommodation expenses, considering all of the circumstances. Reimbursement is limited to a standard room. Use of suites or luxury accommodation will not be reimbursed. Reimbursement for an employee’s overnight accommodation within the Greater Toronto Area (GTA -Toronto and the regions of Durham, Halton, Peel, and York) is generally not eligible. Please see exceptions, other documentation, and additional approvals. In cases where an employee is required to spend in excess of one continuous month of travel at one location, the employee shall obtain appropriate approvals in order to make reasonable living arrangements. Wherever possible, board and lodging should be obtained on a weekly or monthly basis and accommodation arranged prior to the start of travel. Please see exceptions, other documentation, and additional approvals." | Detailed hotel receipt/invoice/folio which shows: a. name of guest(s) b. room type / room rate, taxes, and hotel fees c. meals, in-room snacks/beverages, room service, (should be removed from hotel claim; meals are reimbursed by per diem) d. long distance / wifi (eligible if used for research/business purposes) Food and beverage should be removed from hotel expense claim (claim daily meal per diem only). Personal charges such as personal long distance should also be removed from the hotel expense claims." | Overnight accommodation within the GTA There are limited circumstances where these expenses may be considered eligible for reimbursement. They include: i. Emergency situations, particularly those that require employees to remain close to campus for periods long in excess of normal working hours. ii. The individual is a key planner of an event, conference, workshop etc., responsible for logistics and needs to be at the location at all times to resolve any issues and be available to attendees. Overnight accommodation within the GTA must be supported by a detailed explanation. Long term accommodations Long term accommodations will be reimbursed if supported by the following: i. Evidence that the cost of the long term accommodations represents a savings to the University over a standard hotel room; ii. When supported by an invoice or signed lease agreement and proof of payment of rental amounts (for example, a cancelled cheque, copy of bank draft, wire transfer documentation, or credit card voucher) Alternate accommodations Alternate accommodations (e.g. AirBnB, non-standard rooms) will be reimbursed if up to the cost of a standard room within a reasonable proximity to the location of University business or research. The traveler must provide a quote for a standard room at the time of booking travel. In rare circumstances, where alternate accommodations are justified with a valid business reason (e.g. cost savings, personal safety), the traveler may obtain a policy deviation from the Dean, AVP, or higher. |
| Gratuitous Overnight Accommodation | Where accommodation is provided privately (e.g. in the private residence of a friend or relative), a gift of appreciation to the host or hostess may be appropriate. The University will reimburse a gratuitous amount per night in accordance with per diem rates in effect (see Expense Reimbursement Guidelines PDF). The maximum value of such a gift should be based on the rate (currently $15 CAD) multiplied by the number of days of accommodation provided. | No receipts required. |
| EXPENSE TYPE | POLICY | REQUIRED STANDARD DOCUMENTATION |
|---|---|---|
| Fuel (for rental vehicle) | Fuel for personal vehicles is not eligible for reimbursement. Personal automobile use for business travel will be reimbursed only by way of an all-inclusive mileage allowance at a rate to be established by the University (see Expense Reimbursement Guidelines PDF). Fuel for rental vehicle is eligible for reimbursement. | Original itemized invoice (credit card receipts are not acceptable). Invoices should be submitted with claim for vehicle rental. If vehicle rental is not claimed on the same expense report, please include a copy of the vehicle rental agreement. |
| Mileage | Personal automobile use for business travel will be reimbursed only by way of an all-inclusive mileage allowance at a rate to be established by the University (see Expense Reimbursement Guidelines PDF). This allowance is designed to reimburse the claimant for all costs, including fuel, insurance, repairs, maintenance, and local toll charges. See Expense Reimbursement Guidelines PDF. The University will generally not reimburse for travel to and from an employee’s residence to normal place of business. This includes travel to the employee's reporting location under a work-from-home arrangement. Transportation between locations of the University, which is not part of the normal duties of employment, may be claimed for reimbursement. | Claims for mileage shall be itemized by trip and include the following for each trip: the business purpose of the trip, date, starting point, ending point, and number of kilometres. Where multiple trips are taken on the same claim for similar research or business purpose, a general statement for the expense claim is sufficient (e.g. travel to research participant interviews). |
| Parking | Off-campus parking expenses are allowable expenses where the location is not the employee’s normal workplace. On-campus parking, or parking at a location where the University has an established operation (including Keele, Glendon, SEEC, OPD), is generally ineligible where the location is the employee’s normal workplace (or reporting location under a work-from-home arrangement). | Original receipt (credit card receipts are not acceptable). |
| Tolls, Other Vehicle (No GST/HST) | Tolls (trip charge, per km toll charge, and camera charge) will be reimbursed when the use of a toll route results in significant savings in travel time or distance travelled and is approved by the cost centre manager. Monthly/annual transponder lease fees, monthly statement fees, other fees not included in above paragraph (e.g. unrecognizable plate charges, returned payment fees, fees related to dispute resolution, etc.) are not eligible for reimbursement. Tolls for travel between an employee’s residence and the University campus/location where the employee normally works will not be reimbursed. For research funds, tolls will be reimbursed to the extent they are allowed by the granting agency. | Detailed toll statement (including individual trip details) |
| Vehicle Rental | When renting a vehicle, the standard is a mid-size car. Vehicles other than the standard vehicle shall be supported by a detailed justification. Rental vehicles should be secured and paid with York University travel card, which includes insurance for car rental collision, theft and damage. Employees who choose to secure a rental vehicle with a credit card other than the University travel card will assume any insurance costs (unless prior written approval is obtained by Risk Management Services). Employees who choose to not use the University travel card must satisfy themselves that they have sufficient insurance coverage. The University will not reimburse employees for the cost of car rental theft and damage insurance premiums for vehicles that would be normally covered by the University’s travel card. When renting a vehicle, employees must comply with the Standard Operating Procedure for Renting Vehicles on York University Business (PDF). For additional information, contact Risk Management Services at riskmgmt@yorku.ca | Detailed invoice / rental agreement. |
| EXPENSE TYPLE | POLICY | REQUIRED STANDARD DOCUMENTATION |
|---|---|---|
| Transportation - Municipal Transit (tickets, tokens, etc.) | Limited to travel for University business/research. | Original receipts may be included if available. Other forms of acceptable documentation include: - log of transit rides - screenshot of cash fare from transit authority website - copy of transfer - statement from transit account (e.g. Presto card) - missing receipt attestation (PDF) |
| Transportation - Rail/Bus/Other | Limited to travel for University business/research. | Invoice and Itinerary, if applicable, which shows: a. name of traveller (if included on ticket) b. Class of travel (if applicable) c. To/from destinations d. Cost of trip |
| Transportation - Taxi | The University will generally not reimburse for travel to and from an employee’s residence to normal place of business. This includes travel to the employee's reporting location under a work-from-home arrangement. | Original receipt (credit card receipts are not acceptable). Receipts should be legible. |
| Transportation - Visas, Vaccinations & other travel costs (no GST/HST) | Limited to travel for University business/research. Passport costs are generally ineligible for reimbursement. | Original detailed invoice (credit card receipts are not acceptable). |
| EXPENSE TYPE | POLICY | REQUIRED STANDARD DOCUMENTATION |
|---|---|---|
| Cellular Phone - Hardware/Accessories | The purchase of a cellular device is eligible provided the device is for business use and has been approved by a department head or higher. Purchases should be arranged through UIT Telecom Services to take advantage of University negotiated rates. Equipment purchased is to be used for University purposes, is owned by the University, and should be returned to the University upon end of use or employment. | Original invoice |
| Cellular Phone - Monthly, Data, etc. | Cellular/data service shall be arranged through UIT Telecom Services where possible. Cellular/data service fees are eligible if incurred for business use. The fair value of personal usage shall be excluded when making a claim, using a reasonable pro-ration between business and personal use. No pro-ration for personal use is necessary when all three conditions are met: * the plan's cost is reasonable; * the plan is a basic plan with a fixed cost; and * the employee’s personal use of the service does not result in additional charges over the basic plan cost. | Original invoice / monthly statement |
| Internet - Monthly (Business Portion) | The prorated monthly fixed charges pertaining to home internet (prorated for business use to a maximum of 50%) will only be reimbursed in the following two situations: i. Where the employee’s job requires him/her to monitor information systems overnight and such responsibilities would require significant internet access; ii. Where home internet access is used primarily by a faculty member to carry out professional responsibilities in the areas of research, teaching and service at York (“professional responsibilities”) and is reimbursed from Professional Expense Reimbursement accounts. | Original invoice / monthly statement |
| Long Distance, WIFI and other communications | Limited to incremental costs incurred for business purposes on personal accounts or on hotel folios. | Original invoice / monthly statement Itemized hotel statement/folio" |
| EXPENSE TYPE | POLICY | REQUIRED STANDARD DOCUMENTATION |
|---|---|---|
| Computer - Equipment | Limited to equipment purchased for University purposes, owned by the University, and to be returned to the University upon end of use or employment. Reimbursement of employee owned equipment is a taxable benefit. | Original detailed invoice (credit card receipts are not acceptable) |
| Computer - Repair and Maintenance | Limited to University owned employment. | Original detailed invoice (credit card receipts are not acceptable)" |
| Computer - Software | Limited to University owned software. Generally installed on University owned equipment. | Original detailed invoice (credit card receipts are not acceptable) |
| Computer - Software License Fees | Limited to University owned software. Generally installed on University owned equipment. | Original detailed invoice (credit card receipts are not acceptable) |
| Computer Supplies | Limited to consumable supplies used for University business/research. | Original detailed invoice (credit card receipts are not acceptable) |
| EXPENSE TYPE | POLICY | REQUIRED STANDARD DOCUMENTATION |
|---|---|---|
| Equipment - Audio Visual | Limited to equipment purchased for University purposes, owned by the University, and, generally, for use on University premise (i.e. labs, classrooms, offices, etc.). Reimbursement of employee owned equipment is a taxable benefit. | Original detailed invoice (credit card receipts are not acceptable) |
| Equipment - Laboratory/Teaching | Limited to equipment purchased for University purposes, owned by the University, and, generally, for use on University premise (i.e. labs, classrooms, offices, etc.). Reimbursement of employee owned equipment is a taxable benefit. | Original detailed invoice (credit card receipts are not acceptable) |
| Equipment - Office Equipment | Limited to equipment purchased for University purposes, owned by the University, and, generally, for use on University premise (i.e. labs, classrooms, offices, etc.). Reimbursement of employee owned equipment is a taxable benefit. | Original detailed invoice (credit card receipts are not acceptable) |
| Equipment - Other | Limited to equipment purchased for University purposes, owned by the University, and, generally, for use on University premise (i.e. labs, classrooms, offices, etc.). Reimbursement of employee owned equipment is a taxable benefit. | Original detailed invoice (credit card receipts are not acceptable) |
| Equipment - Printing/Duplicating | Limited to equipment purchased for University purposes, owned by the University, and, generally, for use on University premise (i.e. labs, classrooms, offices, etc.). Reimbursement of employee owned equipment is a taxable benefit. | Original detailed invoice (credit card receipts are not acceptable) |
| Furnishings (Limited Eligibility) | Limited to furniture purchased for University purposes, owned by the University, and, generally, for use on University premise (i.e. labs, classrooms, offices, etc.). Reimbursement of employee owned furniture is a taxable benefit. | Original detailed invoice (credit card receipts are not acceptable) |
| EXPENSE TYPE | POLICY | REQUIRED STANDARD DOCUMENTATION | Exceptions, other documentation, and additional approvals (if required) |
|---|---|---|---|
| Hospitality - Events & Functions (off campus location) | |||
| Hospitality - Events & Functions (on campus location) | |||
| Food & Beverage - Other | |||
| Gifts | |||
| Hospitality - (Off Campus Location) | |||
| Hospitality - (On Campus Location) |
| EXPENSE TYPE | POLICY | REQUIRED STANDARD DOCUMENTATION | Exceptions, other documentation, and additional approvals (if required) |
|---|---|---|---|
| Incidentals | |||
| Meals/Per Diem Allowance | |||
| Supper Monies/Overtime Meals |
| EXPENSE TYPE | POLICY | REQUIRED STANDARD DOCUMENTATION |
|---|---|---|
| Conference Fees | ||
| Employee Development (external course) | ||
| Membership Fees - Canada | ||
| Membership Fees - Other countries | ||
| Membership Fees - U.S.A. | ||
| Other PER Expenses - CUPE 3903-2 | ||
| Other PER Expenses - Faculty | ||
| Other PER Expenses - Senior Scholar |
| EXPENSE TYPLE | POLICY | REQUIRED STANDARD DOCUMENTATION |
|---|---|---|
| Athletic Supplies | Limited to consumable supplies used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Audio-Visual Supplies | Limited to consumable supplies used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Books, Periodicals, Newspapers (GST Only) | Limited to that which is used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Exam-Thesis Costs | Limited to consumable supplies used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Magazines, Electronic Books, Other (HST Only) | Limited to consumable supplies used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Office Supplies - General | Limited to consumable supplies used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| On-Campus Events Supplies | Limited to consumable supplies used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Postage | Limited to that which is used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Printing & Photocopying | Limited to that which is used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Recruitment Supplies (non-hospitality expenses) | Limited to consumable supplies used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Teaching & Research Supplies - General | Limited to consumable supplies used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Theatre Production Supplies | Limited to consumable supplies used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Uniforms | Limited to that which is used for University business/research. | Original detailed invoice (credit card receipts are not acceptable). |
| Work-in-Progress (For Facilities Services use only) | Limited to that which is used for University business/research. This expense category in Concur is limited to certain cost centres. | Original detailed invoice (credit card receipts are not acceptable). |
| EXPENSE TYPE | POLICY | REQUIRED STANDARD DOCUMENTATION |
|---|---|---|
| Guest Lectures/Honoraria (limited eligibility) | ||
| Professional/Technical Services (limited elibibility) | ||
| Relocation Expenses | ||
| Research Participant Fees (Max. $100 / Participant) | ||
| Shipping/Receiving - General |