Completing a travel expense claim - research accounts

When do I need to use the travel expense reimbursement form?

Use a travel expense reimbursement claim form whenever you have taken a trip for university purposes and have paid for some or all of the expenses of the trip out of your own pocket. This includes flight, hotel, car rental as well as the cost of food (via receipt or per diem) and other expenses incidental to your trip. Click here for some tips on how to ensure your claim is processed as quickly as possible.

How do I complete the form?

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1 To ensure the reimbursement is paid to the correct person, provide your UVic V number (if you have one) and your full name (last name, first name and middle name). There are often several people with the same name employed at UVic so it is important to include your full name on the form.

2 Payment will be made by direct deposit if you are set up for this. If you are not set up for direct deposit, make sure to provide a full mailing address.

3 Provide a justification for the expense and explain the purpose of the trip. For research funded travel, justification is required to define the purpose of the trip and directly link the expenses to funded research. Some examples are provided below:

a) I attended a conference in Winnipeg on the topic of molecular biology and am applying the theory to my NSERC lab experiments

b) Collaborative work with Prof Smith at the University of Waterloo comparing research findings to date related to a theory proposed in my CIHR research grant

c) Fieldwork conducted in Maine; I collected water samples that I will use in a research project in which I am analyzing the impact of local mining projects on sediment quantity

d) I arrived 2 days early for the conference in Poland to meet with my co-presenter Prof Smith from the University of Warsaw to go over the material on the economic crisis in Europ

4 Start and end dates for business related travel are required. If personal days are added on to the trip, the dates should be listed for the business portion of the trip only.

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 5 Provide a description of each receipt or expense. Similar receipts can be grouped together (i.e. the total of all taxi receipts can go on one line).  If you group expenses together, indicate the number of receipts included on the description line.

Enter the dollar amount from the receipt in the appropriate expense type column:

  • transport includes flight, taxi, train, car rental
  • lodging includes hotels, motels etc
  • incidentals includes meals (if no per diem is claimed), entertainment, hospitality, registration fees. Note that if you paid for a meal for more than yourself, you need to provide the names of who you paid for and a justification.

Provide supporting documentation for the exchange rate used if the expense was incurred in a currency other than Canadian dollars.

6 If you received a travel advance and / or prepaid air, these amounts need to be deducted from your reimbursement claim. Make sure to enter any amounts already received as negative amounts.

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7 The expenses can be allocated to multiple FAST accounts on one travel expense reimbursement claim form.

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8 Make sure that all the required signatures are on the form. If you are not able to sign the completed reimbursement claim form, include a signed absentee declaration. Your one over one approver and the account holder must also sign. If these are the same person, only one signature is required.