Travel Expense Claim Information

Expenses $50.00 or less will be paid out via Petty Cash.  Please see the Undergraduate Secretary in the Statistics & Actuarial Science General Office SCK-10545 for reimbursement. To submit expenses over this amount please proceed to the appropriate drop down menu below.

Employees - On SFU Payroll

Those who are currently on SFU Payroll will need to fill out the online Expense Claim Form - FINS. The following will need to be uploaded into your claim dependent on the expenses being claimed:

Please attach a copy of your credit card statement showing charges if any of the receipts/statements below do not show that it was paid in full or if it was paid in a currency other than Canadian dollars:

  • Flight receipt, itinerary, and original boarding passes. If the boarding passes are electronic save them as a pdf
  • Hotel receipt-Detailed check out receipt showing dates, charges
  • A copy of the conference webpage showing the dates of the conference. If you presented, a copy of your talk/presentation from the conference website
  • Miscellaneous receipts (materials and supplies, equipment, etc.)
  • Proof of currency conversion if using different conversion rates than in FINS (can come from credit card/bank statement)
  • Transportation receipts (taxi, bus, train)
  • Meal receipts (if not claiming per diem), with names and affiliation of attendees. All receipts must be original, itemized (ie. not credit card slips).
  • Current Per Diems (if not claiming meal receipts)
  • Car rental agreement and gas receipts
  • If travelling with your own car you can claim mileage or gas but not both.
    • If claiming mileage attach a pdf from google maps or map quest showing the distance you travelled-Commonly Used Mileage
    • If claiming gas attach gas receipts
    The Expense Claim Check List can be used to check that you have provided all documentation

* All receipts must be original, itemized (ie. not credit card slips), and show the total amount paid, not the amount owing.

* Include names and affiliation of any research associates you paid the expenses of.

* Alcohol is exceptionally allowable with hosting expenses and it requires the Dean’s approval. Alcohol expenses can not be charged to an NSERC grant.

* If you lost, or never received, an original itemized receipt please complete the Lost Receipt Declaration Form

* Include a statement on the purpose of the trip/expenses and how they relate to the grant.

* If you shared expenses with another person please fill out the Shared Travel Expenses Form

Quick Reference Guides:

Non-Employees - Not on SFU Payroll

Those who are not currently on SFU Payroll will need to fill out the Non-Employee Expense Claim Form .  Please tape all receipts on to 8.5x11 paper, sign the claim form and then submit everything to the Statistics & Actuarial Science General Office.

Please attach a copy of your credit card statement showing charges if any of the receipts/statements below do not show that it was paid in full or if it was paid in a currency other than Canadian dollars:

  • Flight receipt, itinerary, and original boarding passes. If the boarding passes are electronic save them as a pdf
  • Hotel receipt-Detailed check out receipt showing dates, charges
  • A copy of the conference webpage showing the dates of the conference. If you presented, a copy of your talk/presentation from the conference website
  • Miscellaneous receipts (materials and supplies, equipment, etc.)
  • Proof of currency conversion if using different conversion rates than in FINS (can come from credit card/bank statement)
  • Transportation receipts (taxi, bus, train)
  • Meal receipts (if not claiming per diem), with names and affiliation of attendees. All receipts must be original, itemized (ie. not credit card slips).
  • Current Per Diems (if not claiming meal receipts)
  • Car rental agreement and gas receipts
  • If travelling with your own car you can claim mileage or gas but not both.
    • If claiming mileage attach a pdf from google maps or map quest showing the distance you travelled-Commonly Used Mileage
    • If claiming gas attach gas receipts
    The Expense Claim Check List can be used to check that you have provided all documentation

* All receipts must be original, itemized (ie. not credit card slips), and show the total amount paid, not the amount owing.

* Alcohol is not an allowable expense and must be removed from receipts before claiming.

* If you lost, or never received, an original itemized receipt please complete the Lost Receipt Declaration Form

* Include a statement on the purpose of the trip/expenses. This can be listed on Page 2 of the claim in the box labelled “Research Funding”.

* If you shared expenses with another person please fill out the Shared Travel Expenses Form

Visitors - Claiming Expenses

Please fill out the Non-Employee Expense Claim Form and tape all receipts on to 8.5x11 paper, sign the claim form and then submit everything to the Statistics & Actuarial Science General Office attention Department Manager.

Please attach a copy of your credit card statement showing charges if any of the receipts/statements below do not show that it was paid in full or if it was paid in a currency other than Canadian dollars:

  • Flight receipt, itinerary, and original boarding passes. If the boarding passes are electronic save them as a pdf
  • Hotel receipt-Detailed check out receipt showing dates, charges
  • A copy of the conference webpage showing the dates of the conference. If you presented, a copy of your talk/presentation from the conference website
  • Miscellaneous receipts (materials and supplies, equipment, etc.)
  • Proof of currency conversion if using different conversion rates than in FINS (can come from credit card/bank statement)
  • Transportation receipts (taxi, bus, train)
  • Meal receipts (if not claiming per diem), with names and affiliation of attendees. All receipts must be original, itemized (ie. not credit card slips).
  • Current Per Diems (if not claiming meal receipts)
  • Car rental agreement and gas receipts
  • If travelling with your own car you can claim mileage or gas but not both.
    • If claiming mileage attach a pdf from google maps or map quest showing the distance you travelled-Commonly Used Mileage
    • If claiming gas attach gas receipts
    The Expense Claim Check List can be used to check that you have provided all documentation

* All receipts must be original, itemized (ie. not credit card slips), and show the total amount paid, not the amount owing.

* Alcohol is not an allowable expense and must be removed from receipts before claiming.

* If you lost, or never received, an original itemized receipt please complete the Lost Receipt Declaration Form

* Include a statement on the purpose of the trip/expenses. This can be listed on Page 2 of the claim in the box labelled “Research Funding”.

* If you shared expenses with another person please fill out the Shared Travel Expenses Form

Seminar Speakers - Claiming Expenses

Please fill out the Non-Employee Expense Claim Form and tape all receipts on to 8.5x11 paper, sign the claim form, and then submit everything to the Statistics & Actuarial Science General Office attention Department Manager.

Please attach a copy of your credit card statement showing charges if any of the receipts/statements below do not show that it was paid in full:

  • Flight receipt, itinerary, and original boarding passes. If the boarding passes are electronic save them as a pdf
  • Hotel receipt-Detailed check out receipt showing dates, charges
  • Transportation receipts (taxi, bus, train)
  • Meals receipts (if not claiming per diem). All receipts must be original, itemized (ie. not credit card slips). Alcohol is not an allowable expense and must be removed from receipts before claiming
  • Current Per Diems-(if not claiming receipts) to be entered on page 2 of the Expense Claim Form
  • Car rental agreement and gas receipts
  • If travelling with your own car you can claim mileage or gas but not both.
    • If claiming mileage attach a pdf from google maps or map quest showing the distance you travelled-Commonly Used Mileage
    • If claiming gas attach gas receipts
    The Expense Claim Check List can be used to check that you have provided all documentation
  • * All receipts must be original, itemized (ie. not credit card slips), and show the total amount paid, not the amount owing.
  • * If you lost, or never received, an original itemized receipt please complete the Lost Receipt Declaration Form

Frequently Asked Questions

Q1. Oops, I pressed "Submit Expense Report" and now I need to make a change/correction.

On the same screen where you clicked on “Submit Expense Report” a new box will appear. Click on “Withdraw Expense Report” and your claim can now be edited.

Q2. I took out a Cash Advance last semester when I was on payroll. Now I need to file a claim to clear it, but am no longer on payroll and can't access the Expense Report.

Call the Payment Services help line @ 778.782.7087 or e-mail TEX_Help@sfu.ca and ask them to re-activate you.

Q3. I did my claim and pressed "Submit Expense Report" but it's been several weeks and I still don't have my money.

Please contact the Department Manager, Administrative Services and/or Financial Assistant. If we have no further information, it may be necessary to call 778.782.7087 for e-mail TEX_Help@sfu.ca and ask them when your claim will be processed.

Q4. I am on payroll and I can't access FINS:

Please contact Payment Services at 778-782-7087 or TEX_Help@sfu.ca

Q5. I sent in my expense claim and receipts and have not received my cheque.

Non-Employees: If you have submitted the hard copies of your paperwork, first check with the Department Manager, Administrative Services and/or Financial Assistant.