1. University Wide Policy Library
  2. Finance
  3. Travel and Expense Reimbursement Policy
  4. How to Claim an Expense Reimbursement Procedure

How to Claim an Expense Reimbursement Procedure

Final Approval Body: Senior Leadership Team
Senior Administrative Position with Responsibility for Procedure: AVP Finance and Administration
Date Initially Approved: January 12, 2015
Date of Last Revision, if applicable: December 18, 2025

Purpose of Procedure

The purpose of this procedure is to describe the university process to obtain reimbursement of expenses from public funds.

General Information

The use of the University's Expense Reimbursement System (ERS) is mandatory for Queen’s faculty, staff and students to obtain reimbursement for travel or other expenses incurred while conducting University business, in accordance with the Travel and Expenses Reimbursement Policy. For those who do not have access to the ERS, expenses may be submitted through the Paper Process for Expense Reimbursements. 

Before using the ERS to complete an expense report, claimants must ensure their profiles in MyHR and/or Solus are up-to-date – particularly mailing address and banking information – to facilitate prompt payment. First-time users should refer to the e for instructions on setting up expense and request preferences, mobile registration, expense delegates, and system settings.

To access the ERS from your desktop/laptop go to the , select Sign In, select the MyQueen’sU – SOLUS, MyHR, and more. Once on the on the My Queen’s page click “Log in to MyQueen’sU” in the bottom of the lefthand menu. In the lefthand menu click the “Filter by role…” drop down and select “Show All Apps”.  Scroll down to Finance Applications and select Expense Reimbursement (ERS). Review the notices, if any, and select Proceed To App, and follow the instructions to log in.

The ERS also has a robust mobile app that is convenient and easy to use.  Please visit your app store and download “SAP Concur”. 

Receipts are required for reimbursement of expenses and can be submitted electronically through the ERS. Credit card statements, cancelled cheques, Interac slips, and photocopies are NOT acceptable receipts as they do not show the details of the items paid for.  
Electronic receipt images attached to ERS claims should be sharp, clear, and legible. Electronic receipt images must be an authentic representation of the original receipts or documents. For ERS claims processed, the original receipts and other electronic copies should be disposed of after payment of the claim. For those who do not have access to the ERS, original copies of receipts need to be attached to the claim.

Minor expenses (generally under $10), without original receipts, for expenses that are difficult to receipt may be approved at the discretion of the individual approving the expense report (i.e. public transit fares).

All invoices and/or receipts should contain the following information:

  • Date of transaction
  • Supplier identification
  • Description of the item(s) purchased
  • Price for each item purchased
  • Tax/business number, where applicable (i.e., HST, GST, QST)
  • Grand total
  • Amount paid along with proof of payment (i.e., last 4 digits of credit card)
  • Amount of tax charged.

The identification of the purchaser should also be included for all hotel, airfare, and rail receipts.

Receipts in Foreign Language should be accompanied by an explanation of the expense (i.e., in the comment field for the expense).

How to Claim an Expense Reimbursement

Responsible Office/Individual Process
Step 1. Obtain Pre-approval for Travel expenses 
Claimant

Obtain pre-approval and include supporting documentation as needed and outlined in the Travel and Expense Reimbursement Policy. 

If travelling internationally (especially if an undergraduate student or are travelling to a high-risk area), seek approval under the Off Campus & Safety Abroad.
 
Expense Approver (Manager/Supervisor) 

The approver should ensure that the proposed travel expenses will be incurred for legitimate university business purposes and are reasonable in the context of the university business activity.
Step 2. Cash Advances (if applicable): Refer to the procedure on cash advances. Cash Advances are only for expenses which cannot be paid with a Queen’s University Credit Card.
Step 3. Obtaining Reimbursement: 
Claimant
  • Instructions on how to submit a claim using the ERS can be found at Financial Services - Travel & Expense Reimbursements.   
  • Claimants who do not have access to use ERS, may submit a completed Expense Reimbursement Form following the Paper Process steps found at Financial Services - Travel & Expense Reimbursements. 
  • Claimants should ensure their claim (ERS or Paper) includes:
    • An appropriate description of the purpose of travel or nature of the expense claim.
    • Only actual out-of-pocket expenses for legitimate university business purposes.
    • Only expenses eligible for reimbursement per the Travel and Expense Reimbursement Policy. 
    • Receipts that have been verified for image quality and authenticity in the case of electronic receipts. 
    • Original receipts as required for any claims submitted outside of the ERS.
    • Proper support for all items claimed, including comments or attached documentation regarding items being the most economical option under the circumstances, or other similar support as deemed required.
    • As applicable, includes the affiliation of the claimant to the Principal Investigator.
Expense Approver (Manager/Supervisor)

The approver should ensure that the expenses were:

  • Incurred for legitimate university business purposes. 
  • Reasonable in the context of the university business activity.
  • Coded to the correct chartfield(s) and include all appropriate documentation.
  • In accordance with the Travel and Expenses Reimbursement Policy, with applicable granting agency guidelines, or with the terms of the specific award, whichever imposes the greatest restrictions. 
  • They have authority to approve the claimed amounts, or that delegated approval authority is documented (where applicable).
  • Review receipts and verify image quality in the case of electronic receipts.
     
Financial Services

Financial Services reviews the claim to ensure that:

  • Approval has been obtained.
  • Expenses are in accordance with the existing policy and procedures, applicable granting agency requirements, or the terms of the specific award, whichever imposes the greatest restrictions. 
  • Review supporting receipts for image quality in the case of electronic receipts. 

Financial Services strives to process all expense reimbursements within 15 business days of receipt of the payment request. Claims being paid by Electronic Funds Transfer may take 2-3 business to settle through the banking system.

 

Related Policies, Procedures, and Guidelines: 

Responsible Officer: Director, General Accounting

Contact: finance@queensu.ca 

Date for Next Review : December 2030