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Queen's University

Travel and Related Expenses

The ERS (Expense Reimbursement system) is now available for all Faculty and Staff for the processing of any expense reimbursements, including both travel and non-travel expenses. For those that do not have access to the ERS and/or want to submit their expenses through thePaper Process, information on those processes can be found at the bottom of this page.  Please note that any new Cash Advance requests from Faculty and Staff will need to be processed through the ERS.  

ERS (Expense Reimbursement System) 

The ERS is an easy, point and click, automated, end-to-end online tool that allows users to create, submit, review, and approve expense reports and request cash advances.  The use of the ERS substantially reduces the time needed for tedious and resource-consuming manual tasks, as well as the following benefits:

  • Partial return to per diems (for non-Ontario government funded research travel)
  • Faster payment times 
  • Transparency (e.g. claim status)
  • Automated calculation of foreign currency conversions
  • Allocation of funds (to multiple chartfields)
  • Delegation

Establishing a delegate to prepare your expense claim or travel request in the ERS is optional.  By establishing a delegate, you provide the delegate with access and your consent to view all information in your “My Profile” page. 

 Logging in to the ERS  

To log in to the ERS, go to the Queen’s website page (, or the top of any of the Queen’s website pages) and select theMyQueen’sU/Solus portal and log in using your net id and password.  Click on My Applications tab and select Log in to the ERS (in the box titled, “Expense Reimbursement System”).  


Last Updated

Queen's Travel and Expense Reimbursement Policy



Register for Classroom Training or a Drop-in Session

March 2015

ERS Training Registration Process

March 2015

ERS Training Videos

March 2015

Roles & Delegations

Delegate Authorization Form March 2015
ERS Roles (Approvers, Delegates, Previewers) March 2015

Cash Advances

Cash Advance - Request Advance for Travel March 2015
Cash Advance - Advance for Subject Payments March 2015
Cash Advance, Returning Unused Amounts March 2015

Cash Advance Return Receipt 

April 2015

Expense Claims

Expense Reports, How to Create March 2015
Approving Requests & Expense Reports March 2015
Expense Types in the ERS March 2015
Receipts in the ERS March 2015
Pre-Approval for Travel Request March 2015

Mobile Applications

Concur Mobile March 2015
ExpenseIt Pro March 2015
TripIt Pro March 2015

Reference Guides & Other Info

ERS Approver Checklist March 2015
ERS Buttons & Icons March 2015
ERS FAQs  July 2015
ERS Quick Start Guide March 2015
ERS Users Guide July 2015

Travel & Related Expenses - Paper Process

Travel Advances   March 2015
Travel Claim Information March 2015
Travel Expense Claim Examples March 2015
Travel Expense Claim Checklist   March 2015

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000