Dr. Davies might ask you to fill our reimbursement forms for him. This might involve getting handed a bunch of receipts. Here's what to do.

 

Filling Out Travel Reimbursement Forms: 

First, here is What Jim Needs To Do for Travel Reimbursement.

1. Tape each receipt to a full-sized piece of paper.

          You can use scrap paper from the printer room.

          If there are several small receipts of the same kind (e.g. taxi, bus tickets),

               you can put them on the same piece of paper.

               Only do this if they are in a single currency.

          The purpose of this is to

               a) make them easier to handle and not lose

               b) to give room to make notes.

          If there are missing receipts, use the 

               missing document form

2. If the cost is hard to see on the receipt, highlight the cost with a highlighter.

     If the receipt is for transportation, find out if Jim went with his wife Vanessa.

          If so, he will only be reimbursed for his share, so indicate that on the piece of paper.

               e.g. 1/2 of $1200 CAD = $600 CAD

          Do not split hotel costs (she just stays with him) 

               or bus fares

                    (since tickets are bought independently--

                         he will not give you Vanessa's receipts for such things)

3. If the cost is in a foreign currency, translate it to Canadian dollars and print out and attach a copy of the conversion.

     For each receipt, you have to do it in one of two different ways,

          depending on whether you are filling out a

          Cheque Requisition or a Travel Expense report.  What a pain, eh?

     For Cheque Reqs:

          You can do this using google.

               e.g., just type into google "125.61 USD in CAD"

          So, in total on the piece of paper, you might have written the following, for example:

               Train ticket: 1/2 of 120 Euro = 60 Euro = $93.95 CAD

     For Travel Expense Reports:

          Go to the website: http://www.oanda.com/convert/classic/

               and get the exchange rate for that currency (into Canadian (CAD))

                    for the day the receipt is for. (Note: For hotel receipts, use the checkout date for the conversion)

          Using that exchange rate, figure out

               what the CAD amount would be and

               the first "Median Price" number (this will be the exchange rate) and

                    write it on the piece of paper, as in the following example

                         $5.5 USD = 6.22 CAD, rate:1.13106

                              you will need all these numbers for the form.

4. Sort the receipts into piles, and then manilla folders according to type:

     Cheque Requisition (CQRQ):    

          receipts for things that do not have to do with travel.

          e.g., computers, software.

     Travel Transportation:

          Keep air, car, train, and bus receipts separate,

               with a different pile for each trip (even if there are multiple conferences per trip). 

                    Air travel must be documented with boarding passes - travel agency printouts are not adequate

                    When Jim drives his own car, he is reimbursed a specific rate per kilometre, that rate can be found here:

                    http://www.njc-cnm.gc.ca/directive/index.php?sid=97⟨=eng 

                        *Note: the rate payable when a Canadian registered vehicle is driven on government business travel in 1+ province or in the USA is the rate applicable to the                          province that the vehicle is registered in

                        *Note: justification for the route and method of transportation (car rental/driving across the USA), compared to the cost of full-fare economy air travel

                         available between Ottawa and the various Conference locations must be provided. 

                        *Note: for cars rented for a period longer than the conference, calculate the 'per day' price to rent the vehicle (total number of days divided

                        by total cost) and claim an amount for the number of days Jim attended the conference

     Travel Other:

          registration, currency exchange, internet access.

               with a different pile for each trip.

     Travel Food:

          Normally you will use the "per diem" which gives a flat amount per day, 

               (a traveler is reimbursed for the length of a conference plus two additional days for travel)

               but if there is a big meal bought, it might be done separately.

               with a different pile for each trip

                    "per diem" rates are based on where Jim travelled

                         get the specific dates and locations from him

                              rates are the same as the government: Canada/USA rates  Rates for other countries

                                   You will need to convert the amounts to CAD if Jim was out of the country (see #3)

                              note: incidentals cannot be claimed, only use meal amounts

     Travel Lodging:

          Hotel receipts

          with a different pile for each trip

          Accommodation costs can be claimed for the length of the Conference only (ie. up to 6 nights can be claimed for a 5-day Conference)

     Travel Conference Registration:

          with a different pile for each trip

               conference agendas are required, get these from Jim

5. There may be expenses for which Jim does not have receipts (i.e. does not have boarding passes from a flight).

     To claim these costs, a Certificate of Missing Documentation form must be completed. 

     In these cases the Bank of Canada foreign exchange rate converter is used, http://www.bankofcanada.ca/rates/exchange/10-year-converter/?page_moved=1 ,

     not OANDA

6. Now that you have them in different piles, it's time to fill out the forms. A separate form must be prepared for each conference attended, particularly when they are located in different cities. Isn't this fun?

     Filling out the Cheque Requisition Form (CQRQ)

     Filling out the Travel Advance Request Form (TAR)

     Filling out the the Travel Expense Report

     Here are the account codes.

     Here is the GST calculator,

7. Photocopy all receipts, conversions, and forms

     give these to Jim to keep as a record

 

Filling out Professional Expense Reimbursement Forms:

This is a bit simpler than filling out travel reimbursement forms. Jim gets a certain amount of funds allotted for each reimbursement, so items claimed need to stay under this amount of money. 

1. Various receipts: Receipts for teaching/research-related expenses (such as books, magazines, equipment) are eligible to be reimbursed. If you are uncertain if something is eligible, there is a guideline document on the Financial Services page of Carleton.ca.

     For small receipts, tape each receipt to a full-sized piece of paper.

          You can use scrap paper for this. If it's not obvious what the receipt is for, write the name of the purchase on the larger paper and highlight the price. 

2. Data and Internet Bills: Jim gets reimbursed for his mobile data plan and his home internet, but not his phone. 

     You can find the charges on the first page of the bill under "Your current bill".

          Include the cost of the internet as it appears. 

          To calculate the cost of the data, which is grouped with the phone bill as "wireless", divide the cost in half and add 13% for the tax. In the past, Jim has included a signed note indicating that this is how he calculates the charges. 

Note there is no HST for charges in any non-Canadian dollars.

               Do the oldest receipts first to get those out of the way.  

3. You will need to make a spreadsheet where you include each expense.

     Be sure to include columns for the name of the item, the date of the purchase/charge, the cost before tax, the gst/pst if applicable, and the total cost after taxes. At the      bottom, include a row for the final sum. Excel has a function that can calculate the total. 

          Include separate entries for the data and the home internet even if they have the same date- this will keep the reimbursement more clear. 

4. Get a copy of the reimbursement form: http://carleton.ca/financialservices/wp-content/uploads/PER-Form-April-20131.pdf (If this link expires, the forms can be found in the "Faculty and Staff Related Services" of the Financial Services of Carleton.ca).

     Fill in the form with Jim's info (his staff number is 100721626). In the "Other Expenses" section, write "See attached for details"- there are often a lot of receipts to attach, so      you will not have room to describe all of them. 

          Once you have the total amount for the claim, you will need to write it on the "TOTAL CLAIM" line at the bottom of the first box. 

               Once you have filled in the form, give it to Jim to sign.

5. Put all the receipts together with the Reimbursement Form on top. Photocopy all the documents (both sides, if applicable) and give them to Jim to keep as a record.

6. Application needs to be given to the dean for approval and then approved forms are forwarded to the finance office (603 Robertson Hall).