(We recommend completing these forms on-line to take advantage of drop-down selections, calculations, totaling, defaults and field formats.)
This document provides assistance in completing the Travel Expense Claim form and information about some of the travel expense guidelines. Please see the Travel Expense Guidelines for a more complete explanation of eligible travel expenses.
Only one Out-of-Province or Tri-Council funded trip per claim is to be submitted regardless of the number of accounts used to fund the trip. Travel claims must be submitted as soon as possible, but no later than 2 months, after returning from a trip. If you are submitting a claim after the 2 months, please provide a written explanation for the late submission.
If there are not enough lines on the Travel Expense Claim form to record the expenses incurred during your trip, please use the Travel Expense Detail form. The explanations provided below for the various fields on the Travel Expense Claim form also apply to the same fields on the Travel Expense Detail form. The Travel Expense Detail Total can be transferred to the Travel Expense Claim form. Please attach your receipts in the same order as they are listed on the form(s) used.
Incomplete forms will be returned to the claimant for completion. This includes attaching all supporting documentation required to complete the travel claim package (e.g. original receipts, event schedule/conference outline (see Appendix C of the Travel Expense Guidelines for examples), Authority To Travel form for Out-of-Province travel and In-Province Tri-Council funded travel, etc.)
If you have any questions regarding the completion of your travel claim, please email them to firstname.lastname@example.org.
An example of a completed Travel Expense Claim form, a Travel Expense Detail form and a Vehicle Kilometer Log can be found at the end of this document.
|Name||Enter the legal name of the person claiming reimbursement for the travel expenses. This is the name that the employee has been set up with in the U-Who and the Human Resource/Payroll About-US systems. This will be the same as the name on the Authority To Travel form.|
|NSID||The NSID is the traveler's Network Services ID. This is the User Name people use when they sign in to PAWS. The format is "abc123".|
|UniFi Vendor Number
(Not a required field)
|The UniFi Vendor number is the same
number as the Banner ID (BID) number (8 digits) assigned to all
employees and students. The Vendor Number is used to process
reimbursements to employees and students.
If you do not know the vendor number (BID), it can be obtained from the detailed remittance portion of a UniFi cheque received in the past, or by accessing the form "FTIIDEN" in UniFi and doing a search using the "All" option. Call UniFi Support @ 8783 if you require assistance.
|Research Affiliation||For Tri-Council Travel, when the
traveler is someone other than the Grantee, the affiliation of the
individual with the Grantee's research group must be specified.
Select the research affiliation from the drop-down list. If the research affiliation is not listed, select Other, complete the remainder of the form on-line, and then record the research affiliation on the form after you print it.
|Department / College||Home department or college of the claimant.|
|Room / Building||Room number and building name for the claimant.|
(Street, City, Prov/St, Postal/Zip)
|Employees, please enter your
campus mailing address.
For non-employees, either an on-campus or off-campus address is acceptable.
|Destination||Record the destination, e.g. city,
province/state, country, for this trip.
Note: The purpose and description of the trip are recorded on the Authority To Travel form that must be attached to the Travel Expense Claim form.
|Departure Date||The date the employee departs for the business trip.|
|Return Date||The date the employee returns from the business trip.|
|Trip Purpose||Describe the purpose of, or reason for
Note: This space is provided for In-Province, non-Tri-Council funded, travel ONLY. For Out-of-Province and Tri-Council funded travel you must complete and attach an Authority to Travel form to the Travel Expense Claim form.
|Detail of Expenses||This form has been designed to enable
claimants to record expenses by date and category.
Note: Claimants may chose to print a blank copy of the Travel Expense Claim form and take it with them to facilitate maintaining a record of their travel expenses. Since there is limited space [only enough lines to record about a week's worth of expenses] on the Travel Expense Claim, we recommend printing out the Travel Expense Detail form, if you feel you will need more lines to record expenses. The Travel Expense Detail Total can be transferred to the Travel Expense Claim form.
Original receipts are required for reimbursement (copies will not be accepted). See the Travel Expense Guidelines for details about eligible travel expenses.
|Date||Record the date the expense was paid for, e.g. record the total for the hotel bill when it is paid; this is usually on the check-out date.|
|Description||Enter a description to provide additional explanation about the expense, if necessary.|
|Transportation||Attach airline tickets, prepaid tickets
or electronic tickets (e-tickets). For E-tickets also include the
itinerary, which provides additional verification of travel dates,
ticket costs, payment information, etc.
Expenses for vehicle rental including fuel costs, taxis, buses, etc. should also be recorded under this heading.
|Accommodation||Ensure the bill or invoice lists all
charges and indicates the total has been paid. Often the express
checkout does not indicate payment.
Note: You do not need to record daily charges posted on the hotel bill.
Note: Personal items, such as movie rentals and mini bar charges, are not reimbursable.
Expenses related to private accommodation should also be recorded under this heading.
|Meals||The current per diem rates are as follows:
Effective July 1, 2013 (No change to rates from 2012)
For per diems for international travel please refer to:
Where meals are provided as part of airline tickets or conference registration fees, the per diem allowance for the provided meals cannot be claimed.
|Miscellaneous||Include eligible expenses such as
airport fees, dependant care, entertainment, laundry, parking,
registration fees, telephone, etc. under this heading. Ensure that
detailed receipts itemizing the expenses are attached to the claim.
For hospitality expenses, include the following information:
on a separate document to be attached to the claim.
Ensure detailed receipts are included; credit/debit card receipts are not sufficient as they do not normally itemize the purchase or the applicable taxes.
|Exchange Rate||If the expenses were paid in a foreign
currency, refer to http://www.oanda.com/
To record expenditures that were made in a foreign currency enter the information in the applicable category and modify the exchange rate on the same row. The form will automatically calculate the Canadian equivalent and enter the amount in the "TOTAL (CAN$)" column.
Note: The 1.0000 on the form is the default for Canadian expenses. It can be changed, as required, for other currencies.
Note: If, on the same date, some expenses were paid in CAN$ and some in a foreign currency, the expenses will have to be entered on different rows of the form.
|Personal Days||If an employee is traveling sooner, or staying longer, than required for the business trip itself, record the number of personal days being taken between the departure date and the return date. Do not include any personal expenses, particularly those that might be associated with the personal days, in your claim.|
|Personal Vehicle||Enter the number of kilometers traveled.
The amount you will be reimbursed will automatically be calculated.
Effective July 1, 2013:
Note: The rate effective July 1, 2012 was $0.4017/km.
Complete and attach a Vehicle Kilometer Log if more than one trip or more than one location is being claimed on a Travel Expense Claim form. Enter the Total Kilometers from the Vehicle Kilometer Log, if applicable.
|Foreign Currency requested||Travel claims for faculty and staff are
reimbursed in Canadian dollars.
Claims submitted by non-Canadians will be reimbursed in their home currency, if requested. Simply indicate the "Foreign Currency requested" for the reimbursement.
Note: Do not convert the Net Claim to the foreign currency; this will be done when the claim is processed.
|EXPENSE DETAIL TOTAL||Enter the Expense Detail Total from the Travel Expense Detail form, if applicable.|
|Less Advance||If you have received a travel advance,
record the amount here. Travel advances are only issued in exceptional
If your travel expenses are less than your advance, attach a personal cheque, payable to the "University of Saskatchewan", refunding the difference.
Note: Payment Services will enter the CFOAPAL coding for the advance.
|CFOAPAL Coding||To allocate travel costs, the
appropriate CFOAPAL - UniFi Fund, Org, Account Code, etc., needs to be
entered beside the amount to be charged to each fund. The coding of
the ‘activity (Acty)' and ‘location (Lctn)' elements are
optional; the other fields are required.
If a trip involves various locations, use the code that applies to the final destination. For example, if a trip includes travel to Montreal and then to New York, the 71003 account code (USA) should be used.
As Registration Fees are commonly associated with travel, the drop down list also includes:
The last two account code fields in the table are not drop down to allow for other account codes to be entered.
|AMOUNT||Enter the amount you wish to have charged to each CFOAPAL(s) recorded on the form.|
|Claimant's Signature||The claimant must sign the claim.
The claimant's signature certifies that
all expenses incurred are related to University Business, that none
have been claimed from other organizations, that they comply
with University or funding agency travel expense guidelines, and that
the claimant personally paid
Note: Many claims are returned because they lack a signature.
|Date||Date the form was signed by the claimant.|
|Prepared By/For Information Contact||Name (please print) of the person who prepared the form or who should be contacted for clarification or additional information.|
|Department/College||Home department or college of the contact person.|
|Phone||Phone number of the contact person.|
|Approval Signature||The claim must be approved by the person
having signing authority for the UniFi Fund(s) to which the travel
costs are being charged. If the signing authority is the person being
reimbursed, their supervisor or designate, must approve the claim.
Note: For clarification:
|Name||Name of the individual approving the claim.|
|Title||Title of the individual approving the claim.|
|Date||Date the form was approved.|
|Distribution||Staple all supporting documentation to
the Travel Expense Claim form to reduce the chance of information
being lost. Also attach the Travel Expense Detail form and
receipts, if applicable.
Forward the completed, approved Travel Expense Claim form, including all required attachments (e.g. original receipts, event schedule/conference outline (see Appendix C of the Travel Expense Guidelines for examples) & Authority to Travel form for Out-of-Province travel and In-Province Tri-Council funded travel, Vehicle Kilometer Log form, if applicable, etc.) to Payment Services - E80 Administration Building.
Please allow 10 working days, from receipt of the travel claim package in Payment Services, for processing.
|Authority to Travel|
|Travel Expense Claim|
|Travel Expense Detail|
|Vehicle Kilometer Log|