10 Claiming Expenses
Claiming expenses
Expenditures must be charged to the University’s fiscal year to which they pertain. The University’s fiscal year end is April 30. All claims for reimbursement of expenditures incurred up to April 30 must be submitted to Financial Services by the third business day after April 30. There is no obligation for the University to reimburse claims received after the third business day in May for expenses incurred prior to April 30. In addition, certain federal granting agencies have March 31 fiscal year ends. For expenditures being claimed for reimbursement from those grant funds, claims for reimbursement of expenditures incurred up to March 31 must be submitted to Financial Services by the third business day after March 31.
Hotel
Indicate the actual hotel expenses paid including all taxes in the first column. Indicate amount of GST paid in the fourth column. The actual itemized paid hotel bill must be attached to the travel claim.
Meals
Travelers may claim the lesser of reasonable and actual meal costs. Actual meal costs must be supported by paid receipts and must be reasonable. The University has established per diem amounts for reimbursement of meals while traveling which are considered reasonable without presentation of paid receipts. The per-diems are the maximum allowed to a traveler if unsupported by receipts; if actual expenditures are less, the lesser amount must be claimed.
Mileage
If you fill in the reimbursement claim form online, the amounts will auto-fill once you’ve added the kilometers or manually enter kilometers in box and amount will be calculated at Central Business Services.
Bus and Taxi
Please include original receipts or ticket stubs.
Other Expenses
If you find it necessary to incur other expenses, please notify Central Business Services, CBS.CCE@uregina.ca/306-585-5720.
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