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How do I cancel payment for an Expense Reimbursement Direct Deposit (ERDD)?

To cancel the AP document, please follow the procedures for document reversal:


The ERDD document may be cancelled (reversed) or changed up to the time of the bank transmission. Once the ERDD transmission has been sent to the bank, the document cannot be reversed and it is the responsibility of the department to recover the funds from the employee.

Who is eligible to receive Expense Reimbursement Direct Deposit (ERDD)?

Employees with the following HRIS status and valid Banking Data are eligible for ERDD:

  • Employment Status:
    • Active
  • Personnel Area:
    • 0001 – Appointed
    • 0002 – Non-appointed
    • 0003 – Students and Fellows
    • 0004 – External Appointed

A nightly vendor update is run to check employee status and create a vendor number for any eligible appointed employees . The nightly process updates all existing vendor accounts with any changes in status or banking information through HRIS.

Processing of ERDD transactions for casual employees is the same as for appointed employees with the following two exceptions:

  • ERDD vendor numbers for casual employees will NOT be automatically created.
  • When processing the first ERDD transaction for a casual employee, you will need to manually create the vendor account in FIS using the “Create/Update Vendor” button.

NOTE: This step can not be done using the ERDD on the Web screen and is only required prior to the first ERDD posting for each casual employee.
Please note that employee bank information used for expense reimbursement direct deposit is the same as the payroll direct deposit account in HRIS and can not be re-directed.

Who has access to post an Expense Reimbursement Direct Deposit (ERDD)?

Initial authorization has been granted to all users who have posted a financial document in the past fiscal year and had access to process expense reimbursements.

How do I get access to post an Expense Reimbursement Direct Deposit (ERDD)?

If you require access to the ERDD functionality and were not included in the initial group, please complete the AMS ‘ FIS & B6 Authorization‘ form.

Once authorized, you can login to ERDD on the Web using the following link:  http://aws.utoronto.ca/services/expense-reimbursement-direct-deposit-erdd/

How often does payment for an Expense Reimbursement Direct Deposit (ERDD) take place?

ERDD transmissions will be sent to the bank twice weekly on Tuesday and Friday mornings. The transmissions include all transactions processed up to and including the day before. ERDD transactions processed on the morning of transmissions will be included in the next run.

How do I know if an Expense Reimbursement Direct Deposit (ERDD) has been processed?

Claimants will receive email notification when the transmission has been processed.  Note: e-mail is generated using the e-mail address listed in the employee’s HRIS records. Employees should ensure that their e-mail address is current through the Employee Self Service (ESS) web site at:http://ess.hrandequity.utoronto.ca/

What to do if an Expense Reimbursement Direct Deposit (ERDD) claim is $10,000 or greater for an Appointed employee or $5,000 or greater for a Casual employee?

Claims processed for  $10,000 or greater for Appointed employees or $5,000 or greater for Casual employees will be automatically parked in FIS. The document will be posted, and payment released by the Financial Services department (Accounts Payable) upon the receipt of a copy of the authorized expense reimbursement claim form and receipts. This precautionary measure has been built into this process to reduce the risk of loss to the University and is in keeping with our banking resolution and payroll payments policy.

How do I delete a parked Expense Reimbursement Direct Deposit (ERDD) document?

  • Menu Path: Accounting >> Financial Accounting >> Accounts Payable >> Document >> Parked Documents >> FBV0 Post/Delete
  • Enter the document number
  • From the menu, select Document >> Delete parked document
  • Confirm the deletion by clicking “Yes”.
  • The parked document is now deleted.

For additional instructions on editing, posting or deleting parked documents please refer to the Parked Document: Post, Edit, Delete reference guide.

Why is ERDD available for reimbursement in Canadian funds only?

ERDD is using the payroll direct deposit bank account information in HRIS.  Neither the HRIS nor the FIS systems are programmed to process financial transactions to U.S. bank accounts for employees. Therefore, ERDD was set up for Canadian transactions only.

What are the currency types available for Expense Reimbursement Direct Deposit (ERDD)?

The Expense Reimbursement Direct Deposit claim is for CAD (Canadian) currency type only.  NOTE:  If the expense reimbursement must be processed in a currency other than CAD, follow the standard expense reimbursement procedure available at: https://finance.utoronto.ca/wp-content/uploads/2015/11/Expense-Reimbursement-Single-Currency-Create-Converted.pdf

Who is responsible for obtaining a refund if payment has been issued to the wrong payee through Expense Reimbursement Direct Deposit (ERDD)?

It is the responsibility of the department to recover the funds from the employee. The cheque is to be made payable to the “University of Toronto”.

I am trying to process an employee expense reimbursement in FIS. The employee has a valid personnel number and an eligible status in HRIS, but I get an error message that the vendor is blocked. How can I correct this?

If an employee is de-activated and then re-activated in HRIS, the FIS vendor account for the employee will still be blocked. In order to process an expense reimbursement for the employee, please request that the employee’s vendor account in FIS be manually unblocked by contacting . Accounts Payable will require email confirmation of the status of the employee prior to unblocking the vendor account.