Claimants FULL Name and Address UVic ID# and Affiliation (Employee, Student, Other) Department Requesting Payment Contact Info (in case we need

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2 Information Common to All Expense Forms Claimants FULL Name and Address UVic ID# and Affiliation (Employee, Student, Other) Department Requesting Payment Contact Info (in case we need clarification) Special ilhandling (Send to Dept, Hold for Pickup, ik etc) Reason for Payment (Be descript no acronyms please!) Dates (where required) FAST FOAPAL and Amount Allocated Claimants Signature (If visitor has left, obtain attestation) Account Holders Signature or One Up if Claimant Printed Name and Position Title (Can t read squiggles!) Other Information as required (eg: SIN#, Bank Info, etc)

3 A) PAYMENT REQUISITION AND EXPENSE FORM 1) For claiming business expenses incurred on behalf of UVic (eg: office supply bought at Staples) 2) For requesting payments where an invoice is not normally available (eg: subject fees, Inter Institutional i transfer, scholarships) hi Supplementary Forms: Hospitality Event Participant Form to list participants and details Home Internet Reimbursement Form for approved use of home internet for business Electronic Funds Transfer Form for providing foreign payment banking information

4 Convenience note: Don t forget to include the page 2 total in your allocation!

5 Multiple and/or Foreign receipts go on this page Balance will be noted on page pg 1

6 Supplier Invoices Invoices billed to UVic can be paid by: Submitting the invoice directly to Accounting/Purchasing (if PO) and adding: Any supporting documents OK to Pay, Approved for Payment or similar instruction FAST account to be charged including account code Account Holder Signature or Approvers Signature (if PO) Printed name & title of signer (Can you read the sig? ) YOU DO NOT HAVE TO YOU DO NOT HAVE TO FILL OUT A PAYMENT REQUISITION!

7 B) PREPAID TRAVEL / TRAVEL ADVANCE REQUEST 1) For claiming future expenses that have been prepaid by traveller (eg: Airfare, Hotel, Conference Registration) 2) To request a cash advance for travel when necessary ) q y (ie: Where circumstances would otherwise prohibit the travel)

8 Online quotes from the same airline work best! i li k b t!

9 Amount Paid vs Business Amount Amount Paid (Includes personal) Business Amt (Quote or Full) THIS IS THE AMOUNT THAT WILL BE REIMBURSED

10 C) TRAVEL EXPENSE REPORT 1) Ri Reimbursement of costs incurred dduring approved business travel (eg: airfare, hotel, taxi, ferry, meals) NOTE: Expenses that arenot related to travel must be submitted on a separate form.

11 Allocations complete when zero $ left

12 Remember: Detailed receipts are required from hotels, restaurants, etc. Credit Card slips alone DO NOT satisfy the policy requirements

13 D oh!

14 Original Receipts Invoice/bill from supplier showing purchase details, taxes and evidence ofpayment (eg: PAID, $0.00 Balance, Card Charged) Proof of Payment Add when original receipt does not show payment (eg: credit card statement, bank cleared cheque) Expenses where no receipt is available Mileage (explanation or log needed); dd)transit Fare Meal per diems Parking Meters (coin operated) Cash gratuities

15 Restaurant Meal Detailed Bill (not C/Card slip) Airline Itinerary/Receipt Boarding Passes (Don t use PDA passes) Car Rental Return Agreement/Receipt Hotel Folio (Don t use Express Checkout) Conference Registration & Schedule Ferry Slips Expenses where a credit card slip alone is ok Taxi, Gas Purchases

16 Foreign Language Receipts Indicate what it is Foreign Funds Paid Support exchange rate used (ie: from credit card, Bank of Canada, etc) t) Add Notes and Comments wherever there is a need to explain unusual circumstances Can t say it enough times Document, document, document...

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18 Top 3 List = A New Start Top 3 Do s Top 3 Don ts 1) Complete as many fields as you have info for 1) Do not use credit card slips in place of receipts 2) Get the right signatures on the claim 2) Do not pay for and claim other peoples expenses 3) Attach all supporting documents & forms 3) Do not split travel claims up for coding & signatures

19 CONCLUSION Treasury Services will: Provide web content and training sessions to better support you in your work tasks What we need from you: Advocacy in relaying the requirements to claimants