1. Publications Policies Procedures
  2. Travel & Expense Reimbursements

Travel & 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.

Paper Process for Visitors, Undergrad Students, or others without access to the ERS (Expense Reimbursement System)

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.

Please note that use of the ERS (Expense Reimbursement System) to submit expense reimbursement claims is mandatory for all who have access to it (includes all Staff, Faculty, and Graduate Students).  The information on this page pertains to those who do not have such access (primarily Visitors and Undergrad Students).

NOTICE:  International Travel - Queen's faculty, staff and students proposing essential international travel must be registered in the OCASP online system prior to scheduling any travel. 

Note:  These forms are normally submitted by mail or in person to the Financial Services office, in paper form, with attached supporting documentation.  Due to many staff of the University working from home, we are now allowing these forms to be submitted by e-mail.  If doing so, please be sure to reference the document below on ‘Procedures for submitting paper claims by email’.

Resources:

Expense Reimbursement Forms for Paper Process (Last updated: August 2020)

Travel Claim Checklist for Paper Process (Last updated: March 2015)

Travel Expense Claim Examples for Paper Process (Last updated: August 2020)

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”).

Categories Links Last Updated
Resource

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.
  • ERS Training Videos

March 2016

March 2015
Roles & Delegations
  • ERS Roles (Approvers, Delegates, Previewers (PDF, 194 KB)

 

 Mar 2016
March 2023
Cash Advances March 2023
March 2023
March 2023
March 2023
March 2023
February 2017
August 2023
Expense Claims

March 2023
March 2023
March 2023
Sept 2022
March 2017
Mobile Applications March 2016
Reference Guides & Other Info November 2019
November 2019
ERS Misc. March 2023
Mar 2015
March 2023
Mar 2017