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”).
Resources | Last Updated |
Queen's Travel and Expense Reimbursement Policy | January 2021 |
Training | |
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Users who have reviewed all relevant training resources and tutorials and who would like additional assistance may contact finance@queensu.ca to arrange for additional training as required. | March 2016 |
ERS Training Videos | March 2015 |
ERS Drop-In Sessions | October 2017 |
Roles & Delegations | |
ERS Roles (Approvers, Delegates, Previewers (pdf, 194kB) | March 2016 |
Delegate Roles in the ERS (pdf, 600kB) | July 2019 |
Cash Advances | |
Cash Advance - Request Advance for Travel (pdf, 204kB) | March 2016 |
Cash Advance - Advance for Subject Payments (pdf, 320kB) | July 2019 |
Cash Advance, Returning Unused Amounts (pdf, 473kB) | July 2019 |
Cash Advance Return Receipt (pdf, 59kB) | June 2016 |
Cash Advance Procedure | February 2017 |
Expense Claims | |
Expense Report, How to Create (pdf, 556kB) | January 2021 |
Approving Request & Expense Reports (pdf, 850kB) | March 2017 |
Expense Types in the ERS (pdf, 454kB) | March 2017 |
Receipts in the ERS (pdf, 502kB) | March 2017 |
Procedure - How to Request Pre-Approval for Travel (pdf, 304kB) | July 2019 |
How to Claim an Expense Procedure | March 2017 |
Mobile Applications | |
Concur Mobile (pdf, 317kB) | March 2016 |
ExpenseIt Pro (pdf, 214kB) | March 2016 |
TripIt Pro (pdf, 479kB) | March 2016 |
Reference Guides & Other Info | |
International Travel - Off Campus Activity Safety Policy | November 2019 |
International Travel - Safety Abroad : Emergency Support Program | November 2019 |
ERS Access for Grad and Undergrad Students that are Employees | April 2016 |
ERS Approver Checklist (pdf, 324kB) | July 2019 |
ERS Buttons & Icons (pdf, 275kB) | March 2015 |
ERS FAQs (pdf, 501kB) | March 2017 |
ERS First Time User Guide (pdf, 350kB) | January 2021 |
ERS International Meal Costs (pdf, 410kB) | March 2017 |
ERS Quick Start Guide (pdf, 286kB) | November 2016 |
Click HERE for the Paper Process for Visitors, Undergrad Students, or others without access to the ERS