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Expense Claims

Expenses of $50 or less will be paid out via petty cash. Please see the Undergraduate Secretary in the Statistics and Actuarial Science General Office (SCK-10545) for reimbursement. To submit expenses over this amount, please check the Expense Claim Checklist and then 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 FINS Expense Claim Form
 

The following may need to be uploaded into your claim, dependent on the expenses being claimed. All receipts must be original, itemized (ie. not credit card slips), and show the total amount paid, not the amount owing. If your receipts/statements do not show that charges were paid in full or  if charges were paid in a currency other than Canadian dollars, please attach a copy of your credit card statement showing charges.

  • Flight receipt, itinerary, and original boarding passes. If the boarding passes are electronic, save them as pdf files.
  • Hotel receipt - Detailed check-out receipt showing dates, charges
  • A copy of the conference webpage showing the dates of the conference. If you gave a presentation, provide a screenshot of the title/abstract from the conference website.
  • Miscellaneous receipts (materials and supplies, equipment, etc.)
  • Proof of currency conversion if using different conversion rates from those in FINS (e.g., provide a 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 and itemized (ie. not credit card slips).
  • Current per diems (if not claiming meal receipts)
  • If you rented a car, provide the rental agreement and gas receipts.
  • If you travelled with your own car, you can claim mileage or gas but not both.
    • If claiming mileage, attach a pdf file from google maps or map quest showing the distance you travelled.
    • If claiming gas, attach gas receipts.

Notes:

  • Include names and affiliation of any research associates whose expenses you paid.
  • Alcohol is exceptionally allowable with hosting expenses. It requires the Dean’s approval. Alcohol expenses cannot be charged to an NSERC grant.
  • Include a statement on the purpose of the trip/expenses and how they relate to the grant.
  • If you lost, or never received, an original itemized receipt please complete the Lost Receipt Declaration Form.
  • 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 under "Relevant Links" on this page. Please tape all receipts onto 8.5x11 paper, sign the claim form (in ink) and then submit everything to the Statistics & Actuarial Science General Office.

The following may need to be uploaded into your claim, dependent on the expenses being claimed. All receipts must be original, itemized (ie. not credit card slips), and show the total amount paid, not the amount owing. If your receipts/statements do not show that charges were paid in full or  if charges were paid in a currency other than Canadian dollars, please attach a copy of your credit card statement showing charges.

  • Flight receipt, itinerary, and original boarding passes. If the boarding passes are electronic, save them as pdf files.
  • Hotel receipt - Detailed check-out receipt showing dates, charges
  • A copy of the conference webpage showing the dates of the conference. If you gave a presentation, provide a screenshot of the title/abstract from the conference website.
  • Miscellaneous receipts (materials and supplies, equipment, etc.)
  • Proof of currency conversion if using different conversion rates from those in FINS (e.g., provide a 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 and itemized (ie. not credit card slips).
  • Current per diems (if not claiming meal receipts)
  • If you rented a car, provide the rental agreement and gas receipts.
  • If you travelled with your own car, you can claim mileage or gas but not both.
    • If claiming mileage, attach a pdf file from google maps or map quest showing the distance you travelled.
    • If claiming gas, attach gas receipts.

Notes:

  • 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 (Including Seminar Speakers) - Claiming Expenses

Please fill out the Non-Employee Expense Claim Form (available under "Relevant Links" on this page), tape all receipts on to 8.5x11 paper, sign the claim form (in ink), and then submit everything to the Statistics & Actuarial Science General Office, attention Charlene Bradbury.

The following may need to be uploaded into your claim, dependent on the expenses being claimed. All receipts must be original, itemized (ie. not credit card slips), and show the total amount paid, not the amount owing. If your receipts/statements do not show that charges were paid in full or  if charges were paid in a currency other than Canadian dollars, please attach a copy of your credit card statement showing charges.

  • Flight receipt, itinerary, and original boarding passes. If the boarding passes are electronic, save them as pdf files.
  • Hotel receipt - Detailed check-out receipt showing dates, charges
  • A copy of the conference webpage showing the dates of the conference. If you gave a presentation, provide a screenshot of the title/abstract from the conference website.
  • Miscellaneous receipts (materials and supplies, equipment, etc.)
  • Proof of currency conversion if using different conversion rates from those in FINS (e.g., provide a 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 and itemized (ie. not credit card slips).
  • Current per diems (if not claiming meal receipts)
  • If you rented a car, provide the rental agreement and gas receipts.
  • If you travelled with your own car, you can claim mileage or gas but not both.
    • If claiming mileage, attach a pdf file from google maps or map quest showing the distance you travelled.
    • If claiming gas, attach gas receipts.

Notes:

  • 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.

Frequently Asked Questions (Employees - On SFU Payroll)

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

On the 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.

  • 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.

  • I completed 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's Financial Clerk (stat_usec_fincl at sfu.ca). If the department has no further information, you may need to call 778.782.7087 or e-mail TEX_Help@sfu.ca and ask them when your claim will be processed.

  • I am on payroll and I can't access FINS.

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

Payroll Related

For forms relating to payroll, including the Personal Data Form and tax forms please use the link.