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Revised travel policy approved

Itemized receipts are no longer required for meals purchased while travelling on university-related business, effective March 20, 2017. The change is one of several included in the revised Queen’s Travel and Expense Reimbursement Policy and Procedure.

“The revised policy reflects recent changes in government regulations and clarifies some areas of the policy that were ambiguous and caused confusion among our clients,” says Heather Woermke, Associate Vice-Principal (Finance).

A new Broader Public Sector Expenses Directive, which came into effect on Jan. 1, 2017, removed the requirement for original itemized receipts for meal claims. Travellers on Queen’s business may now obtain reimbursement for meals using either per diems or submitting original receipts for actual costs. Travellers may use only one method per claim.

In another major change, travellers are no longer required to keep paper receipts for claims filed through the Expense Reimbursement System after Feb. 15, 2017. Electronic receipt images should be sharp, clear, and legible. Electronic receipt images must be an authentic representation of the original receipts or documents.

“This change will streamline the claim process, while at the same time ensuring that the university meets the legal requirements set out in the Canada Revenue Agency standards,” Ms. Woermke says.

The updated policy is posted online. Contact finance@queensu.ca if you have any questions or concerns.

Learn more about travel and related expenses on the Financial Services website