Standard Operating Procedure: University of Toronto Expense Reimbursement

This Standard Operating Procedure (SOP) outlines the mandatory process for submitting expense reimbursement claims at the University of Toronto. Adherence to these guidelines ensures compliance with the Guide to Financial Management, minimizes processing delays, and guarantees that claims are substantiated by appropriate documentation as required by Canada Revenue Agency (CRA) guidelines and institutional audit requirements.

1. Pre-Submission Preparation

• Verify that the expense is eligible under U of T’s "Reimbursement of Expenses" policy.
• Ensure all original receipts are digitized (scanned/photographed clearly).
• Obtain necessary signatures or written approvals from your Principal Investigator (PI) or department head.
• Confirm the correct Cost Centre or Funds Centre code to be charged.
• Check that the claim is being submitted within the required timeframe (typically within 30 days of the expense date or travel completion).

2. Preparing Documentation

• Consolidate all receipts into a single, organized PDF file.
• Ensure itemized receipts are provided (credit card slips alone are generally insufficient as they lack tax and line-item details).
• Attach a currency conversion confirmation (e.g., Oanda or credit card statement) for any expenses incurred in foreign currencies.
• Prepare a brief, professional justification statement for each line item, explaining the business purpose and how it relates to U of T research or administrative activities.

3. Filing the Expense Report (FIS/Concur)

• Log into the appropriate reimbursement platform (typically Concur for general expenses or the FIS system for specific departmental workflows).
• Create a new report and assign it a descriptive title (e.g., "Conference_Name_Date_Name").
• Input the Date, Vendor, Amount, and Tax details exactly as they appear on the receipt.
• Select the correct Expense Type from the drop-down menu to ensure proper General Ledger (GL) coding.
• Attach the digitized supporting documentation to the corresponding line item in the system.
• Review the tax breakdown; ensure the HST/GST/PST is captured correctly as U of T may be eligible for partial rebates.

4. Final Review and Submission

• Double-check that the total amount requested matches the sum of the receipts.
• Ensure the "Business Purpose" field clearly articulates the benefit to the university.
• Submit the report digitally for departmental approval.
• Monitor the status of your claim in the portal; respond promptly to any "Sent Back" notifications requiring additional information.

Pro Tips & Pitfalls

• Pro Tip: Keep a "Travel/Expense Folder" in your email inbox specifically for digital receipts; saving them immediately upon purchase prevents loss.
• Pro Tip: If a receipt is lost, complete a "Missing Receipt Affidavit" form immediately rather than attempting to submit the claim without evidence.
• Pitfall: Do not claim alcohol as a standalone expense unless it is part of a pre-approved professional hospitality event.
• Pitfall: Avoid submitting "bulk" claims across multiple months; frequent, smaller submissions are processed faster than large, complex claims.
• Pitfall: Ensure "Personal Expenses" (e.g., mini-bar, personal snacks, movie rentals) are clearly marked and excluded from the reimbursement request.

Frequently Asked Questions (FAQ)

Q: How long does it typically take to receive reimbursement? A: Once approved by your department, the claim is processed by central Financial Services. Typically, funds are deposited via direct deposit within 10–15 business days, provided the information is accurate.

Q: Can I get reimbursed for tips/gratuities? A: Yes, reasonable gratuities (usually up to 15-20% for meals) are reimbursable. Ensure they are clearly included on the itemized receipt or documented on the expense form.

Q: What do I do if my receipt is in a foreign language? A: You must translate the receipt items into English directly on the document (or via a sticky note attachment) so the approver can verify the nature of the expense.