KNOWLEDGE CENTRE

Expense Reimbursements

• Electronic Travel Authorization (eTA) – Reimbursable?
• Cheque for Expense Reimbursement Not Issued?
• SIMULATION: Determining the Status of a Cheque, Foreign Draft or Electronic Funds Transfer
• I just discovered that a cheque won’t be produced till the year 2041! What should I do?
• SIMULATION: How to Create a G/L or Vendor Account Personal List
• How do I look up the exchange rate?
• SIMULATION – How to Improve and Ensure Complete Matchcode Search Results
• Are you making mistakes addressing cheques? Are you receiving cheques returned due to incorrect processing?
• Expense Reimbursement Alternate Approval and “Acting” Roles
• Can we Reimburse Expenses if they were paid for using Frequent Flyer Points/Gift Cards?
• I do not want to use an E-Signature. Do I have to?
• Should we have standardized way of naming electronic documents? (e.g., by DOC NO?)
• Recommended Documentation for Long-Term Accommodation
• Premium Economy Air Travel and the GTFM
• What is “PERA” (i.e., UTFA) and what can it be used for?
• I want step-by-step instructions on how to apply E-Signatures to my internal financial documents.
• Do the E-signatures guidelines apply to legal documents or external agreements?
• Why should I state “Approved for payment” or “approved for posting” when I am already putting an E-Signature on a document?
• To Be or Not to AirBnB?
• GTFM Policy regarding to Approvals of Air/Rail Travel
• I can reduce the cost of airfare by booking well in advance of travel… but what can I do about last-minute emergency cancellations?
• Do you offer any validation tools to support the implementation of the E-signatures guidelines?
• Picking the Correct Tax Code for Expense Reimbursements
• SIMULATION: Attaching Documents to FIS Transactions
• Do the E-Signatures guidelines link to existing University of Toronto policies and guidelines on wet signatures?
• Expense Reimbursement Practices (FAQ)
• Participant Fees: Cash and Gift Cards
• What documentation should be included to support the reimbursement of PRESTO charges?
• Staying with Friends/Family and Claiming Gratuitous Accommodations? Don’t forget to get a receipt?
• GTFM Policy: Reimbursement of Internet Services Costs (Used Solely/Primarily for UofT Business)
• Are you looking for an Expense Reimbursement Checklist to assist with claims?
• Uber, AirBnB and HST… what’s the the deal? The invoices/receipts don’t show the HST and Business Number do we need to self-assess the tax?
• Are child care expenses reimbursable while employees are travelling on University business?
• Can an expense claim be reimbursed if the expenses were incurred over one year ago?
• Cost Centers and Internal Orders: What’s the difference?
• Why wasn’t the cheque produced?
• Can I use a One-Time-Only (OTO) vendor number to process a Scotiabank Visa Travel and Hospitality Card payment?
• What are the payment terms for the Scotiabank Visa Travel and Hospitality Card?
• How do I request a stop payment on a cheque?
• How often does payment for an employee expense report processed through SAP Concur take place?
• Why are employee expense reports processed in SAP Concur available for reimbursement in Canadian funds only?
• What are the currency types available when processing employee expense reports in SAP Concur?
• What tax code should I use when reimbursing for Conference/Registration Fees?
• Where can I find a list of HST tax codes?
• What are the expense reimbursement rates (per diem allowance)?
• Understanding Cash Advances – What are they, when can you use them and when are cheques produced?
• Outgoing Wire Transfers
• Combining Personal & Business Travel: What amount should be reimbursed, and do I need approval?
• SIMULATION: How to Change the Default Layout and Display Hidden Fields in the Document Display Screen
• SIMULATION: How to Perform a Journal Entry to Correct Tax Codes or FIS Account Assignments
• How to Address Cheques sent through Campus Mail
• What supporting documents are required when purchasing a flight or accommodation through a third party booking site (e.g. Expedia)?
• How to View Attachments in Posted FIS and Logistics Documents
• COVID-19 Expense Reimbursement Fund (CERF)
• Have you ever wondered how General Ledger (G/L) Accounts and Commitment Items are linked? How does FIS know what Commitment Item budget to look for?
• Can OTA vendor payments be sent as an Electronic Funds Transfer (EFT)?
• How do I process a Journal Entry/Internal Revenue-Expense Recovery for Airfare expenses after the Air Travel Emissions Mitigation Initiative (ATEMI)?
• SIMULATION: Processing an Expense Reimbursement (Cheque) or A/P Invoice after the Air Travel Emissions Mitigation Initiative
• Invoices for Group Travel – How to enter the information required for the carbon offset fee
• Can our department/claimants purchase 3rd party carbon offsets instead of participating in the University’s Air Travel Emissions Initiative?
• Are research grants or other Funds charged the carbon offset fee?
• What are the most common types of financial transactions that the E-signatures guidelines apply to?
• How can I be confident that an electronic approval is acceptable?
• How is an e-mail approval an acceptable format for approving internal financial documents?
• How can I begin to verify if a sender is legitimate, or if a e-signature sign-off is legitimate?
• The document standards for scanning requires a minimum resolution of 300dpi and 200dpi for black and white documents. How do I confirm the resolution quality rating?
• Who do I contact if I have more questions about the e-signature policy and technical application?
• FAST Tips – How to easily attach electronic documents to transactions immediately after posting in FIS.
• What is the Baseline date in an invoice document? Are you allowed to make changes to the baseline date?
• When do cheques, drafts, and electronic funds transfer’s (EFT) get issued or transmitted?
• Discontinuation of Draft Payments in British Pounds (GBP)
• When using personal car for UofT business what is included in the kilometrage per diem?
• Do you need to mail a cheque to a PO Box Address?
• Defining the One Up Approver for Employee Expense Reimbursements