Travel and Expense Reimbursements

The reimbursement of expenses (both travel and non-travel) incurred in conducting University business is governed by the Travel and Expense Reimbursement Policy and related procedures.  Please note that this policy was revised, effective January 1, 2021.

Significant changes from previous policies and procedures include:

• Mandatory use of the ERS (Expense Reimbursement System) for all who have access to it (includes all Staff, Faculty, and Graduate Students)
• 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
• Reference to the new Professional Expense Reimbursement Procedure for QUFA Members
• Additions to list of positions that can approve an Exception to Policy

For those that do not have access to the ERS, expenses may be submitted through the Paper Process for Expense Reimbursements. 

NOTICE:  All university-sponsored travel is currently suspended, due to COVID-19.

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, facilitates faster payment times, and allows for Delegation of claim creation & editing. 

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

Click HERE for the Paper Process for Visitors, Undergrad Students, or others without access to the ERS