Travel Claim Checklist

This checklist is to assist claimants with filling out a Travel Expense claim form.

Use of a Form

• Select 1 of 3 options (Travel Advance, Travel Expense, Visitor Reimbursement)

Payee Information

• Campus Mailing Address or External Mailing Address – select one
• Payee – enter full name of payee
• Emp ID/Student ID – enter payee’s ID
• Mailing Address (for external) or Campus Address (for internal) – enter payee’s preferred mailing address

Nature of Travel or Hospitality Expense

• For Travel, provide a business purpose for the travel including the location OR
• For Hospitality, provide the business purpose of the meeting/event, the date and location, the names of the attendees, and the business relationship of the persons entertained

Receipt Information

• Select Original Receipts Attached (i.e. detailed receipts showing HST/’GST) OR
• List the missing receipts and provide an explanation

Expense Information

• Dates – enter the date corresponding to the receipts
• Expense Description – enter a brief description that describes the business purpose
• Province – select the province where the expense was incurred (or N/A if outside of Canada)
• Expense Type – use the drop-down menu to select expense type (or Other for those not listed)
• Km – enter the total kilometers travelled. Form will populate claim figure & HST
• Amount – enter the amount appearing on the receipt(s)
• Currency – enter the receipt(s) currency
• Rate – enter the currency exchange rate http://www.bankofcanada.ca/rates/exchange/10-year-converter/
• Total – enter the total (including tax)
• HST/GST – enter HST for provinces that use HST and GST for provinces that use GST (tax calculator: http://helpsme.com/tools/free-gst-hst-pst-sales-tax-calculator-canada Form will populate the HST for taxis and mileage.

Account Information

• Fund, Department, Account ID (Class, Program or Project ID if applicable). For assistance, visit http://www.queensu.ca/financialservices/support/accountsmove.html or contact your Business Officer
• Project number must be entered (when Fund begins with a ‘3’)
• For Research-Related Travel Only – Traveler / Acct Affiliation (when Fund begins with a “3”, enter the traveler’s affiliation with the research project’s Principal Investigator)

Signature Section

Prepared by Employee

• Full Name
• Date
• Phone number
• Signature

Manager Approval

• Full Name
• Date
• Position
• Signature

Department/Research Project/Fund Signing Authority (if different than Manager Approval signature)

• Full Name
• Date
• Phone
• Signature