Financial Services

Financial Services

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Welcome to Financial Services

Financial Services provides excellence in client service and compliance through our unwavering commitment to our staff, our understanding of university operations, and a continued focus on process improvement.


Important Notices

NEW OFFICE HOURS

Due to new provincial lockdown measures, effective January 14, 2021 we will open Monday to Friday 8:00 am – 12:00pm.

These hours should accommodate the students and employees remaining on campus. These hours are for the 3rd floor of Rideau Building, 207 Stuart Street only.

Paycycles will still be running as scheduled on Tuesdays and Thursdays and cheques will still only be printed on Tuesdays only.

Thanks

Financial Services

 

Travel & Expense Reimbursements

New & Revised Policy and Procedure Documents

Please note that the following new & revised documents have now been posted:

Significant changes from previous policies and procedures include:

  • Release of new Travel Credit Card (TCard) program
    • Travel advances will no longer be issued for costs that can be paid for through a TCard
    • Costs incurred in advance of travel (ex. Flight prepayments) can be claimed when booking finalized, if paid for on TCard
  • Mandatory use of the ERS for all who have access to it (includes all Staff, Faculty, and Graduate Students)
  • Additions to list of positions that can approve an Exception to Policy

Please refer to the documents linked above for the details of these new and revised Policies and Procedures.

Kind Regards,

Queen’s Financial Services

 

Travel Cancellations

In response to recent developments regarding COVID-19, individuals may have need to cancel travel plans as a result of a various considerations such as cancelled conferences, travel advisories, or due to health or other concerns. 

Up to date information on the Coronavirus COVID-19, including travel related information, can be found on the University’s Coronavirus COVID-19 Information website

Tri-agency messaging regarding travel cancellations due to COVID-19 related issues can be found on the Office of the Vice Principal (Research) website.

Costs incurred related to cancelled travel plans will be reimbursed and should be submitted through an expense claim. Claims must include the following information: 

  1. The reason for cancellation (note in the comments section of the expense claim request).
  2. Documentation showing that the cost was non-refundable.

Where credits towards future travel costs have been issued, individuals are expected to ensure they are applied, to the fullest extent possible, to the cost of future Queen’s travel.

Outstanding, unspent travel advances related to cancelled trips must be repaid, and the advance accounted for in full,  as soon as the trip is cancelled.

If you have any questions or concerns on any of the above, please contact Financial Services at expenses@queensu.ca, or by phone at (613)533-2050.

Kind Regards,

Financial Services

 

PROCEDURES FOR SUBMITTING PAPER CLAIMS BY EMAIL

Due to many staff of the University working from home we would like to ask that the following procedures for submitting paper claims by e-mail be followed. We are doing our best to adapt to this new situation and will continue to do so.

Thank you for your understanding.