Travel and Associated Claim forms

04/19/23 Accounting procedures 1

Agenda

Travel advance request forms

Travel expense reports

04/19/23 Accounting procedures 2

Travel advance request form How to complete a Travel Advance

Form

Travellers who can request an advance

An advance can be requested – 21 days

No payments to credit card companies or travel agencies

Advances for prepaid expensesPayment will be processed –

minimum 5 days requiredAdvances must be cleared - 10

daysafter trip

If advance is not cleared – T4A04/19/23 Accounting procedures 3

Travel advance request formTop of travel advance

formSECTION AFull name and address of

payee – where cheque is to be sent

Payee different from travellerContact in departmentCheck box - mail cheque toSECTION BFund – Org – amountOne line per fund Currency

04/19/23 Accounting procedures 4

SECTION A

SECTION B

Travel advance request formBottom of travel advance

formSECTION C

Departure & return date Destination(s) Purpose of travelSECTION D

Type of prepaid expense and amount – fill in each field & total amount

Total amount in Section D must match amount in Section B

SECTION ESigning authority – one-over-one

and payee’s supervisor04/19/23 Accounting procedures 5

SECTION C

SECTION D

SECTION E

Hierarchy for Signing Approval TRAVELLER APPROVAL Dean VP Chair Dean Researcher Chair or Dean approval

External visiting researcher Chair or Dean approval

Student or External Consultant Researcher approval (Other Fund

authority delegate)

04/19/23 Accounting procedures 6

Memo to accompany advance cheque

Reviewed by Research Accounting – then to Accounts Payable

Notice will be sent with advance cheque

04/19/23 Accounting procedures 7

Travel expense reportAll sections of claim must be completed

All original receipts must be attached

Top of front page

Name and mailing address of payee

Traveller - staff, faculty, student, other

Note if traveller is different from payee

Contact in department

Mail cheque to04/19/23 Accounting procedures 8

SECTION A

Travel expense report Top of front page

Date of requestDeparture & return

Destination(s)Purpose of travel

04/19/23 Accounting procedures 9

SECTION B

Details of receipts back page

Indicate Canadian currency & GST Currency converted – provide backup statement Note currency type! 3 letters on receipts Receipts numbered and grouped by expense category

04/19/23 Accounting procedures 10

Importance of indicating GST

Per Diems Mileage Parking meters Taxi

Hidden GST

GST rebate back to fund

04/19/23 Accounting procedures 11

Currency conversion and GST

04/19/23 Accounting procedures 12

Airport parking # 1Blue Line taxi # 2

US taxi – Yellow Cab # 3

51.50

2.2890.00

3.468.00

1.25 USD10.00151.50

5.74

Details of receipts back page Subtotal expenses and

carry to front page Travel advance details

must be noted on front and back page Date of advance Detail of advance -

TAR #

payee Fund - Org - Amount Grad student Bursary

04/19/23 Accounting procedures 13

Travel expense report Front page

Where values & GST are entered

How to determinebase and GST exempt

A = B divided by .o5C = D-A-B

04/19/23 Accounting procedures 14

A B C D

SECTION C

151.505.74114.80

30.96

Travel expense report Front page Fund-Org-Account -activity codesAccount begins

with 719xxxTravel advance

info One currency only Wire transfer ? Signing authority

04/19/23 Accounting procedures 15

SECTION D

Signature required – inside right pageFund authorityWho can sign One-over-one

signatureCheck box for

claimants affiliation

04/19/23 Accounting procedures 16

Travel claim requirements inside pages Conference-prospectus or agenda requiredClaims for per diem, parking meters, mileageWhen a receipt is missing Certification of missing document required Copies of receipts not eligible

04/19/23 Accounting procedures 17

Receipts with credit card slip

Hotel or other internet booking

Incidentals not eligible

Boarding passes/E-tickets required

Cancellation and medical insurance

Travel claim tips

04/19/23 Accounting procedures 18

Travel claim tipsExpense relates to agency supporting

research and complies with policy If on internal research fund, follows

university policyTravel reports will be sent back?Processing by Business Office–

minimum 5 days

04/19/23 Accounting procedures 19

Travel claim links Web sites applicable for travel and other claims

University policy http://www.carleton.ca/secretariat/

Convert exchange rates http://www.bankofcanada.ca/en/rates/exchange.html

National Joint Council – mileage and per diems http://www.njc-cnm.gc.ca/directive/index.php?

sid=98&lang=eng

Accounts Payable http://www2.carleton.ca/finance/business-operations/accounts-

payable/

04/19/23 Accounting procedures 20