Process for Travel/Expense Claims Physiology and Pharmacology

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1 Process for Travel/Expense Claims Physiology and Pharmacology Effective immediately, the following will be implemented for submission of all expense claims. What you need to do: Create a Travel/Expense Report through Western Financials - Employee Self-Service Travel and Expense Center Expense Report Create Your name will appear click Add Complete the expense report by filling in all required information (please see example) in Description box: type in what you are claiming (REQUIRED Info) in Comment box: type in Name of Conference/Travel; Start/End Date; your relation/affiliation to the account holder (i.e. Technician; PDF; student, etc.) (REQUIRED Info) in Reference box: type in a short word that can relate to this trip (OPTIONAL) in Expense Type click appropriate expense related to your receipts add Expense Date and then click Detail and fill in the required information click on Accounting Detail to add Speedcode(s) note, if system gives you an error message highlighted in red, please update the information (i.e. Tolerance Amount Explanation, add brief explanation why cost is high) Once expense report is complete, click the submit button for processing and then print a copy of the travel expense report and attach all original receipts (please see example on filling out the expense report and attaching the original receipts). Submit the original travel expense report and receipts to Penny Sim, Physiology and Pharmacology, MSB216. Example of what is required: Prospectus Original detailed receipts (credit card summary is not acceptable) Original air travel ticket and boarding pass or e-boarding pass Claimant's affiliation to the Principal Investigator's research project (i.e. Postdoc, Grad Student etc.) Example of what is required if you are submitting an expense claim for equipment and/or supply expenses: Original invoices, contracts, receipts Justification for supplies expenses (required in relation to the research project) On-line travel expense reports will not be approved until receipts are received. On-line travel expense reports will be returned back to you electronically if information is missing or is inaccurate The Department will maintain a file copy of travel expense reports and receipts for audit purposes. Paper versions of travel expense reports are available at: under Travel Forms. These forms are for use by non-uwo employees (guest speakers, visitors, etc.). All Tri-Council research grants are bound by Tri-Council s rules and regulations. For additional information on what expenses are eligible and non-eligible for payment, please review the Major Sponsor Guidelines provided by Western University, Research Finance in Financial Services Additional information related to Expense Claims can be found at:

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7 Attestation for Expenses Incurred on Behalf of Western Expense Report #: I certify that the original receipt for the item (identify the item description and/or expense line numbers) in the amount of has not been submitted because (circle the reason that applies to your case): The receipt was lost The receipt was not provided by the vendor The receipt was in foreign language/currency (translation and currency conversion is required) The original receipt was picked up by another person (name) Other (please specify) I certify that the expenses that were reimbursed to me as per the expense report listed above were incurred on behalf of the University of Western Ontario. _ Claimant Name (printed) _ Claimant Signature Date I certify that I have reviewed the accompanying documentation before approving the expense report listed above. Approver Name (printed) Approver Date This Attestation Form must be attached to a copy of the Expense Report along with all other receipts and mailed to the attention of Travel Desk, Financial Services, Suite 6100 Support Services Building.