Financial Services

Financial Services

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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  
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