Expense Reimbursement

Please note the following important information as you prepare your U of T Expense Reimbursement Report:

Transportation (Air, Rail, etc.)

  • Original boarding passes/coupons must be submitted with your claim
  • All reimbursement requests must be accompanied by the purchase receipt for the ticket (this will be an e-ticket receipt in most cases)
  • The cost of advance seat selection is not a reimbursable expense

Accommodation

  • Original hotel bills/folios must be submitted, and must show proof of payment

Food and Beverage

  • Original itemized restaurant receipts are required for all claims
  • Credit card receipts must be accompanied by original restaurant receipts
  • The names of all diners present must be written on the back of the restaurant receipt
  • When groups of employees dine together, the most senior employee should pay the bill
  • Per diem meal allowances may only be claimed for expenses funded by external agencies (except agencies or ministries of the Government of Ontario), and where there is prior supervisor and/or departmental approval

Taxi

  • Original receipts are required for reimbursement – These can be obtained by asking the driver, and normally include the date, starting address, and destination

Foreign Currencies

  • Where foreign currencies or more than one currency are involved, claim all expenses in the original currency – DO NOT perform currency conversions prior to submitting your claim
  • If charges paid in foreign currencies are charged to your credit card, they may be reimbursed at the rate calculated by your credit card company, provided that a statement including the charges is submitted

Other

  • Expense reimbursements for conferences attended outside of Toronto must include either a copy of the confirmation of registration, or a screen-print of the conference website including the name, dates, and location of the conference

Where multiple items are included on one line of the form, a separate explanation/breakdown of the expenses must be included (ex: meals, taxis, other costs, etc.)

Download the Expense Reimbursement Form:

PDF iconDoI Expense Reimbursement Form.pdf (118.86 KB)

More detailed information on the University’s Policies on Travel and Other Reimbursable Expenses can be found at here.

If you have any questions, or require clarification, please contact the Department's administrative office in MSB 7207.

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