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

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, or by phone at (613)533-2050.

Kind Regards,

Financial Services


Important Information Regarding Research Signing Authority Forms

As you may know, before a research project can be established, a completed Signing Authority & Research Reports Access – Research Funds form must be submitted through the TRAQ system.  This form must be signed by the Principal Investigator, and may also be used to assign various roles to authorized delegates.

This is a friendly reminder that any changes to roles assigned for an existing research project, including the addition or removal of roles, should also be addressed by submitting a completed form.  For example, if an authorized delegate has changed positions or left the University, a form should be submitted documenting these details and should be sent to

This will help ensure that only individuals who are authorized by the Principal Investigator, have access to the research project.

Kind regards,

Research Accounting


Information for Reimbursing Expenses incurred by employees working remotely during COVID-19


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.


New Expense Reimbursement Form for non-ERS claims

On April 30th, a new form will be added to the Financial Services website to be used for all expense reimbursement claims (travel or non-travel) that cannot be processed through the ERS.  A new Travel Advance Request form will be added to the site as well, at the same time.  These forms are to be used to process all non-ERS claims from May 1, 2020 onward.  This is to coincide with the removal of the Cheque Requisition Form and the current Travel/Advance form, which have both been used for non-ERS claims previously. 

For any questions you may have on this matter, please contact

Kind Regards,

Financial Services

New adjusted office hours – Tuesday and Thursday 8:00 am – noon

The Government of Ontario is scheduled to reassess their “declaration of emergency” tomorrow March 31. The province will reassess for an extension or end the closures. Realistically, we are all expecting an extension, meaning that we will all be working remotely for some time. The traffic in the office is slowing down drastically and we will now have adjusted business hours for 3rd floor of Rideau Building, 207 Stuart Street, effective immediately.

Tuesday and Thursday from 8:00 am until noon

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


Financial Services


Year End Communications & Reporting Schedule - 2020

The Year End Communications and Reporting Schedule for the year end April 30, 2020 have been updated. We ask that all business officers review this information at your earliest convenience, found here.


Deposit Form Revisions

Effective January 24, 2020, a newly revised Deposit Transmittal Form was posted to the Forms tab on the Financial Services website.  The changes made to the form are intended to reduce coding issues, and to provide clearer direction on the deposit process, which will reduce processing time and therefore be beneficial for all parties involved on the go-forward.

Clarification is also provided regarding cheque payees, to highlight that all cheques to be deposited MUST be made payable to “Queen's University” or “Queen's University at Kingston”. Cheques that contain any other variation on the ‘Payable to’ line will be returned to the department, as we will not be able to process the deposit with the bank.

Queen’s staff that process cash or cheque deposits are required to use the newly updated form for all deposits processed from this point forward, and discard any saved copies of the previous form. 

For more details, please refer to the ‘Cheque Deposits’ information on the Policies & Procedures tab on the Financial Services website.

Kind Regards,

Financial Services

Effective January 1, 2020 New Taxable Benefit Reporting for Employee

Have you Recently Changed your Job (Role) on Campus? Do you Know What Forms you Need to Submit?

Find out which Financial Forms you may need to submit to ensure the proper access required to perform your new duties. 

Service Provider: Employee or Independent Contractor

Determine if your Service Provider is an Employee or an Independent Contractor

Adding or Updating Your Payroll Banking Information

For employees who need to add or update their banking information while the MYHR Self-Service is limited to read only, please follow the instructions below:

2.    Attach a void cheque or a deposit authorization slip issued by your Financial Institution
3.    Submit the completed paperwork to Payroll Services (Rideau Building, 3rd Floor, 207 Stuart Street)

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