FINANCE & RESOURCES

Those who are currently on SFU Payroll will need to fill out the online FINS Expense Claim Form. 

The following needs 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.)
• Include names and affiliation of any research associates whose expenses you paid
• 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.

Training videos and reference materials for using online approvals

Download the Form Here  *You must complete Pages 1 and 2

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

Please fill out and sign the Non-Employee Expense Claim Form (download here). Scan receipts in order of expenses listed and combine them in one PDF file. Then submit both files to the bpk_finance@sfu.ca.

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 boarding passes
• Hotel receipt: Detailed check-out receipt showing dates, charges
• 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). Alcohol and liquor tax will not be reimbursed.
• Current per diems (if not claiming meal receipts)
• Transportation receipts (taxi, bus, train), 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 showing the distance you travelled.
• If claiming gas, attach gas receipts.
• Proof of currency conversion if using different conversion rates from those in FINS (e.g., provide a credit card/bank statement)

https://www.sfu.ca/finance/departments/payments/travel-and-expenses.html

If you have any questions or comments, please email TEX_HELP@sfu.ca or call the Help line 778-782-7087.