1. Publications Policies Procedures
  2. Travel & Expense Reimbursements

Travel & Expense Reimbursements

As of February 15, 2024, all students are now able to use the Expense Reimbursement System (“ERS”) to claim travel expenses or reimbursements. For information and training related to using the tool please see Travel & Expense Reimbursements website. Students are reminded that to be paid for any expense claims, they must ensure their Canadian bank account and Canadian mailing address has been updated in SOLUS (see resources below on how to make this change). Students who do not have a Canadian bank account and/or Canadian mailing address should contact expenses@queensu.ca for assistance. Paper based claims will no longer be accepted after March 31, 2024, for those eligible to use the ERS.

Additional Resources:

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 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.

The Hospitality Policy applies as soon as a meal receipt is being claimed for more than one person. Under the Hospitality Policy, pre-approvals are required for:

  • Staff lunches
  • Receipted meals with other Queen's employees and/or students

Paper Process for Visitors, 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.

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 Students).  The information on this page pertains to those who do not have such access (primarily Visitors).

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. 

STEPS

  1. Review the Queen’s Travel and Expense Reimbursement Policy and other resources listed below
  2. Provide banking information to be paid by EFT
    • Contact expenses@queensu.ca to determine how best to provide the claimant’s banking information for EFT payments.
    • Note: If the claimant would prefer to be paid by cheque, please have them include their full address on the expense claim form. Keep in mind that cheques are printed once a week and sent via Canada Post.
  3. Complete the Expense Reimbursement Form and scan it and all supporting documentation to expenses@queensu.ca, ensuring that you:
    • Include the claimant’s name in the Subject Line of the email.
      • i.e. Jane Smith – Travel Claim
    • Have an Expense Reimbursement Form/Travel Advance Form completed.
      • Forms are located on the Financial Services website under Forms and listed in the resources section below.
    • Submit only one complete claim per email.
      • The approved Expense Reimbursement Form AND all receipts/supporting document should be included in one single email.
    • The claim will be returned if:
      • No form is attached
      • Claim is not approved
      • Claim is attached but receipts/supporting documentation are missing

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

April 2012

January 2021
Training
  • Users who have reviewed all relevant training resources and tutorials and who would like additional assistance may contact expenses@queensu.ca to arrange for additional training as required.

March 2016

 
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 2024
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
October 2023