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:
- Queen's Travel and Expense Reimbursement Policy (Last updated: December 2020)
- Procedures for Submitting paper claims by e-mail (DOCX, 143 KB) (Last updated: January 2021)
Expense Reimbursement Forms for Paper Process (Last updated: August 2020)
- Expense Reimbursement Form (PDF, 310.6 KB)
- Travel Advance Form (PDF, 358.5 KB)
Travel Claim Checklist for Paper Process (Last updated: March 2015)
- Travel Claim Checklist - Claimants (PDF, 421 KB)
- Travel Claim Checklist - Approvers (PDF, 418.2 KB)
Travel Expense Claim Examples for Paper Process (Last updated: August 2020)
- Travel Expense Claim With a Travel Award Deducted (PDF, 2 MB)
- Travel Expense Claim With a Travel Advance Deducted (PDF, 1.9 MB)
- Travel Expense Claim With a travel Advance and a Travel Award Deducted (PDF, 2.2 MB)
- Travel Expense Claim With a Travel Advance Deducted & an Amount Owing to Queen's University (PDF, 1.3 MB)
- Travel Expense Claim For an American Visitor (PDF, 1.5 MB)
- Travel Expense Claim For an International Visitor (PDF, 1.8 MB)
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”).
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Training |
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Roles & Delegations |
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Cash Advances |
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March 2023 |
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February 2017 | ||
August 2023 | ||
Expense Claims |
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March 2023 |
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March 2017 | ||
Mobile Applications |
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March 2016 |
Reference Guides & Other Info | November 2019 | |
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ERS Misc. |
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March 2023 |
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Mar 2017 |