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 - Current Per Diems
  • 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 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 - Current Per Diems
  • 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 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 - Current Per Diems
  • 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

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.