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KNOWLEDGE CENTRE

What is Avenue Travel and how do I process an invoice to them?

The U of T Travel Centre is operated by Avenue Travel, and is available to all faculty, staff, students and guests of the University for business or personal travel needs.

If travel arrangements are booked through Avenue Travel, there are two payment options that you can select on the Travel Authorization Form:

  1. Processed by Financial Services
  2. Processed by Departmental Business Officer

OPTION A:  Processed by Financial Services

Using the account assignments provided on the Travel Authorization Form, Financial Services will process the invoice payment to Avenue Travel.  Once Financial Services has processed the invoice, the department will receive a confirmation email which includes the traveller name, invoice amount and FIS document number.

OPTION B: Processed by Departmental Business Officer

If the department has decided to process the payment, they will receive an invoice outlining the specific charges for the booking.

Avenue Travel invoices typically do not outline the exact tax breakdown of each individual charge so it can be difficult to determine the proper tax codes, and ultimately the net of tax rebate the university is eligible for.

Example:

A University traveller purchased round-trip airfare from Toronto to Hong Kong and back. Based on the invoice it can be determined that Avenue Travel is to be paid $10,249.38.

However, the GST/HST indicated is ONLY $9.10 ($3.25 for Airfare plus $5.85 for Service/Processing Fee) which is much less than 13%.

Based on this invoice, you cannot determine the proper allocation of the tax and corresponding tax code(s).

Recommended Approach:

Based on the HST shown, calculate the unknown base amount of the invoice that had HST and use E1. The balance where no HST was charged will use E0.

FIS AP Invoice Entry

 

FIS Entry – After-Tax Rebate Amounts

Note: The invoice will be broken down the same way if processed by Financial Services.

Alternative Approach: If you do not wish to calculate the unknown base amount, process the entire invoice using tax code E0. Using this approach will result in the University not receiving any tax rebate.


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