Every expense report, whether submitted using Concur Expense, or using a paper based form needs to be a comprehensive report. Each expense claim must explain the business purpose, time frame of the expense, destination and the individuals or groups involved. For research grants, an explanation on how the expense(s) relate to the grant needs to be documented. In additional, every expense needs to be reimbursed against a valid 6 digit Account number. Use the Account Usage for Claims for Reimbursement as a reference for paper based expense reports. For expense reports submitted using Concur Expense the 6 digit Account number is automatically assigned, as per the Expense Type Mapping to York University General Ledger.
Examples of Common Expenses Requiring Supporting Documentation
- Transportation examples include airfare, train, bus, taxi, rental car and parking receipts. Original receipts must be attached to the expense report along with proof of payment (e.g. credit card receipt/statement).
- Accommodation examples include a detailed hotel receipt/statement.
- Meal charges incurred while on University business are reimbursable up to the maximum rates set out in the Expense Reimbursement Guidelines (PDF). When meal charges exceed the maximum meal rate the following must be attached to the claim for reimbursement:
- written justification
- written pre-approval by a dean, assistant or associate vice-president, or higher
- original receipts must be attached to the claim for reimbursement
- Conference expenses must be supported with original detailed receipts, along with an agenda or program indicating dates and workshops attended.
- Hospitality expenses that are be submitted for reimbursement must have the following:
- a written account of the business purpose,
- number of attendees, and
- the names and affiliation of the attendees (i.e. guest’s home institution and his/her position).