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Queen's University
 

How to Pay Travel Agents

This document outlines Finance requirements regarding payments to travel agents.

Non-Research Accounts

We will pay travel agent invoices directly, but the departmental assistant must indicate on the cheque requisition that the ticket stub will be kept on file in the departmental office once travel is completed.

Research Accounts

We will NOT pay travel agent invoices directly.

Researchers should either:

  • pay for the ticket themselves and later file a requisition for reimbursement, or
  • get a travel advance, pay for the ticket themselves, then file a travel claim later accounting for the advance.

Original receipts and ticket stub should be attached to the requisitions/claims in these cases.

The ONLY situation where we will pay research account travel agent invoices directly is if the researcher's department has an agreement with Finance where the departmental assistant will keep the ticket stubs on file in the departmental office once travel is completed.

Please note that in either case the ticket stubs must be kept in the central departmental office, NOT in the individual researchers' desks.

An agreement (see sample below) has been developed that departments should sign in order to have permission to file ticket stubs in the departmental office. The agreement covers both research and non-research travel.

In order to have travel agents bill Queen's University directly, departments should set up an account with an agent(s) and have all the bills go to a departmental assistant. who will authorize payment* and collect the tickets at the end of the trip.

To set up this arrangement with Finance, departments should set up the following agreement signed by the department head:

********

__________, the Administrative Coordinator in the ________Department, is willing to process each travel agency invoice submitted for payment from the _______ Department to Financial Services.

On each cheque requisition submitted for payment to a travel agent, the following statement will be typed: "The original ticket will be available in the ______Departmental Office after the trip is completed" along with a contact name and telephone number.

Upon completion of each trip, the relevant ticket stub will be attached to a copy of the invoice that was previously submitted for payment. These files will be kept in our department to be made available for audit purposes whenever requested. These documents will not be destroyed without written permission from Financial Services.

********

In order for such an agreement to take effect between Finance and a department, the above terms should be submitted in writing to Financial Services after it has been signed by the department head.


*if the departmental assistant does not have signing authority on the account funding the travel, then the requisition must also be signed by the designated signing authority for the account.

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000