The University does not provide cash advances.

Cash advances from an AMEX card are available from any authorized AMEX agent. The Controller can arrange advances from AMEX.

The University can assist employees in obtaining an American Express (AMEX) card to use for travel and entertainment expenses. Financial Services can provide applications and information about the card features including AMEX's cash advance accounting system. This AMEX card, and any balance outstanding, is the responsibility of the individual cardholder. Any service charges relating to the late payment of credit card charges are the sole responsibility of the individual cardholder and are not reimbursable by the University.

Travel and entertainment expenses must be submitted to Financial Services on a completed and approved "Travel Expense Claim Form" and/or "Entertainment Expense Claim Form", accompanied by receipts which show the nature of the expense and proofof payment.

Expenses must be listed in the currency in which they were incurred. If that is other than Canadian dollars, the equivalent in Canadian dollars is to be listed as well, using the exchange rate that applied when the claimant purchased the foreign currency.

The completed claim form must be signed by the claimant, and countersigned in accordance with the University's counter-signature policy (Policy 8000 - B of R Finance Committee), certifying that the expenses claimed were incurred in performance of the claimant's University duties.

Proof of payment

The acceptability of proof of payment is as determined by the Controller.

The following documents are examples of generally acceptable proof of payment:

• accommodation - paid hotel/motel invoice
• car rental - paid invoice
• gasoline - debit/credit card slip
• meal expenditures for entertainment - debit/credit card slip accompanied by
• restaurant bill or grocer/retailer receipts
• passenger travel (air or rail) - passenger copy of ticket, or the boarding pass if the ticket submitted is an electronic ticket
• parking - paid receipt for lot parking
• taxi - receipt indicating cost, date, starting point and destination

It is the responsibility of claimants to submit all travel and entertainment expense claims for reimbursement within 45 days from the date the expenditure occurred.

Reimbursement for paid passenger travel tickets may be made in advance of a trip. A copy of the ticket, proof of payment, and a signed "Ticket Administration " form must accompany the request. The passenger copy of the ticket must be submitted after the trip. If the ticket is an electronic ticket, the boarding pass must be submitted after the trip.

Reimbursement will be by cheque in Canadian dollars except in the case of foreign visitors who may be reimbursed in a currency other than Canadian dollars.

If the University is reimbursing the claimant for only a portion of an expense and the claimant requires the proof of payment to make another claim, the proof of payment will be returned to the claimant with a notation on it of the portion reimbursed by the University

Up to $10 per day may be claimed for miscellaneous expenses without receipts. Examples include parking metres, bus/subway tokens, attendants, etc.

In addition, other reasonable travel expenses, as determined by the Controller, will be reimbursed on the submission of receipts.

Expenses for entertainment in an employee's home, or at a restaurant or similar establishment, such as the University Club, are only eligible when a guest of the University is being entertained.

Where guests to the University are being entertained, the spouses of the guests and spouses of employees may be included in the group for which expenses may be claimed.

Receipts are required to claim entertainment expenses. Also, the expense claim must indicate the reason for the event and the attendees. Guidelines for the entertainment of guests follow. Exceptions must be approved by the Vice-President to whom the claimant, or the claimant's department or unit, reports.