Finance & Resources

Travel & Expense Claims

If you are an employee at SFU (currently receiving a bi-weekly pay cheque) or are a visitor to SFU and need to submit a claim for travel and/or expenses, please use the appropriate drop down menu below for links & instructions

Non Employee Expense Claim Form

Employee FINS Expense Report

.pdf Expense Claim or Excel Expense Claim
Expense Claim Rules & Checklist - Please read first to see what documents you need to attach to your claim.

Please make sure that your sponsor/supervisor fills in the Comment section on the 2nd page with a description of the expense purpose.

If you have lost a receipt or boarding pass, please complete this LOST RECEIPT DECLARATION FORM, sign it & hand the original in along with your completed claim form.

Expense Claim Rules & Checklist - Please read first to see what documents you need to attach to your claim. 
FINS Expense Report Page Use Firfox for less browser problems.
~ Assign Delegate Authority  - Make sure Casey Bell is set up as a deligate so that corrections can be made to account numbers if needed.

If you are unable to create a new expense claim, please send your name & employee number to Casey @ casey_bell@sfu.ca so that you can be set up on the system.

*Before beginning your expense claim, you will need to obtain your supervisors Project Alias as this info MUST be on the expense claim in order for you to submit the claim.*

If you supervisor gives you a Project Alias beginning with the letter 'R', then you must choose "b. Research Expenses - Fund 3X" as the Business Purpose at the top of the claim.  If the Project Alias begins with an "N" or is a Department Charge, then you must choose "c. Business and Travel Expense" as the Business Purpose.  If you choose the wrong one, your claim will be sent back for correction.  If your claim is a Department Charge, please see Casey to obtain the grant info.

Paper copies are no longer required to be submitted.  By submitting your expense claim online, that will be your digital signature.  If there are any errors that need correcting, you will receive a message from the FINS system to notify you.  You can then make the change and resubmit the form.   

At any time, you can go into FINS and look at your submitted claims to see where it is in the Approval Chain and when it's being processed for payment.

 

Your Support Resources

Training videos links

Quick Reference .pdf links

When entering a claim or requisition

When SCANNING your receipts 

Users have identified 5 that work well for scanning receipts:
   - Scanner Pro
   - Turbo Scan
   - Tiny Scanner
   - Finescanner
   - Microsoft Office Lens 

Support via phone or in person: 

Phone Payment Services @ 778-782-7087
Phone Procurement Services @ 778-782-4260 or 778-782-4301

In person training can be scheduled by emailing FPinfo@sfu.ca

Payroll Documents

**New requirements for the SFU community is that employees with a SIN starting with a 9 must provide a copy of the study/work permit and a copy of the SIN including the expiration date.  Any non -compliance will result in withholding of payments.**

PDF & Research Assistants

TSSU TA & Sessionals

  1. Personal Data Form 
  2. Federal Tax Form 
  3. Provincial Tax Form
  4. Postdoctoral Fellow Registration Form
  • Print & complete the Personal Data Form, the Federal Tax Form and the Provincial Tax Form.
  • Attach a preprinted Void Cheque OR an Account Info Sheet from your bank.
  • If applicable, attach a copy of your SIN (including expiration date) & Working or Student Visa (If you are a PDF, you should have already handed this into JoAnne Hennessey)
  • Print and complete the Postdoctoral Fellow Registration Form.

All completed forms should then be submitted to:

PDF's - JoAnne Hennessey, SCK 10503
RA's - Casey Bell, SCK 10512

  1. Personal Data Form 
  2. Federal Tax Form 
  3. Provincial Tax Form
  4. Assignment of Wages Form
  5. TSSU Privacy & Confidentiality Agreement
  • Print & complete the Personal Data Form, the Federal Tax Form and the Provincial Tax Form.
  • Attach a preprinted Void Cheque OR an Account Info Sheet from your bank.
  • If applicable, attach a copy of your SIN (including expiration date) & Working or Student Visa 
  • Print & complete the Assignment Of Wages Form
  • Print & complete the TSSU Privacy & Confidentiality Agreement

All completed forms should then be submitted to:

Sessional Forms - JoAnne Hennessey, SCK 10503
TA Forms - Casey Bell, SCK 10512

TSSU Benefit Information

TSSU BENEFIT COVERAGE IS NOT AUTOMATIC - YOU MUST APPLY TO ENROLL IN BENEFITS.  General FAQ's, Benefits, Collective Agreement etc, can be found on the Human Resourse TSSU INFO webpage or on the TSSU Webpage
  • If you had an active TSSU appointment last semester and are already enrolled in the SFU group MSP coverage, you do not need to re-apply this semester.
  • If you currently have an active TSSU appointment and will NOT be holding another position in the following term, you have the option to maintain coverage under the MSP group plan for the next one or two semesters following the end of your current TA or SI Appointment; ONLY by completing and forwarding the Continuation of Coverage form (attached) and proof of payment to Payroll BEFORE the End of your Current Fall Term Appointment.  Form can be found HERE
  • Prepayment by cheque or cash of 100% of the premiums must be made at the Bookstore; proof of payment for the first semester must then be remitted to Payroll along with the form by the last day of the semester in which you had an active appointment. For a second semester of coverage, prepayment of the premiums for that semester must be made prior to the end of the first semester's coverage. If you do not pre-pay to maintain your coverage, you are required to re-apply for coverage at the beginning of the next semester in which you have an appointment.

Paystub & T4 Information

myInfo

myINFO is Simon Fraser University's employee self-service system for faculty, staff and student employees. There, you can access pay advice information and some other employment information such as statements, vacation balances and T4/T4A statements. myInfo can be accessed at https://myinfo.sfu.ca.