Reimbursement of Expenses (Policy)

Reimbursement of Expenses (Policy)

Topic: Financial and Operations
Approval Authority: Board of Governors
Approval Date: May 6, 1996
Effective Date: May 6, 1996
Last Revised: April 30, 2024

1.    Purpose

1.1 The purpose of this policy is to establish principles for which reimbursement of expenses incurred by University community members may occur.

1.2 This policy is designed to rely on the judgement and discretion of the community members, while at the same time allowing the University to meet its stewardship obligations as a public institution.

2.    Scope and Application

This policy applies to all University community members including employees, agents, contractors, visiting scholars, students and volunteers, and any others acting on behalf of, or in partnership with, the University or doing business with the University to carry out their responsibilities, seeking reimbursement of expenses whether charged against University operating funds, research grants and contracts or any other funds administered by the University.

3.    Definitions

Eligible Expense: a claim that meets the guidelines of this policy and may be eligible for reimbursement by the University.

Reasonable Cost: is determined based on sound judgement and moderation, reflecting consideration of accountability, business purpose, efficiency, and value for money.

4.    Policy

4.1 York University as a public institution has a duty to act as a steward and custodian of University Assets and is responsible to ensure that funds are used in a financially prudent manner.

4.2 York University shall reimburse its community members for reasonable expenses incurred by them on behalf of the University or in the course of University business in accordance with the procedures prescribed pursuant to this Policy.

4.3 Expenses and cash advances will be allowed to be reimbursed when incurred in accordance with the prescribed procedures, applicable contracts, and other related guidelines.

4.4 All expense claims (including cash advances) are subject to audit, in accordance with the procedures and guidelines issued pursuant to this policy.

5.    Roles and Responsibilities

5.1 University Community Members are responsible for adhering to this policy and all applicable procedures.

5.2 Vice-President Finance and Administration shall be responsible for the implementation of this Policy and may establish procedures and guidelines pursuant hereto from time-to-time regarding any matters set out in this Policy.

5.3 With respect to research grants, contracts and allowances awarded to faculty members, this responsibility to establish procedure and guidelines will be shared between the Vice-President Finance and Administration with the Vice-President Research & Innovation.

6. Review

The Vice-President Finance and Administration will review this policy every 5 years at a minimum. During the review period this policy will remain in full force and effect.

Legislative History: Approved by UEC: 1996/02/12; Approved by BPC: 1996/03/05; Approved by Board of Governors Finance & Property Committee: 1996/02/12; Approved by Board of Governors: 1996/05/06; Date Effective: 1996/05/06; Amended by the Board of Governors:  2007/03/05; editorial revision approved by the Board 2008/03/03. Revised and approved by the Board of Governors 2024/04/30
Date of Next Review: May 2029
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