Forms

• Quick Reference Guide to Create an Expense Claim - Faculty
• Quick Reference Guide to Create an Expense Claim - Students

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 check the box “No Receipt” in the expense line. You will be asked to enter the cab company in the supplier field. For more details, please refer to this video. 
• If you shared expenses with another person, please fill out the Shared Travel Expenses Form.

Quick reference guides:

• Change accounting details
• Change accounting details for a particular expense
• Change accounting details as a percentage
  
• Shared Travel Expenses Form - To be completed when you are sharing expenses (e.g., hotel, taxi, etc.)
  
• Expense Receipt Imaging guidelines
• How to modify an existing expense claim or a claim you have saved for later
• How to print, save, or view your expense claim
• How to delete an expense claim that you saved but did not submit
  
• Add Delegate Entry Authority in FINS
• University Business and Travel Expenses Procedures Policy AD 3.02

Please download and fill out the Non-Employee Expense Claim Form. Scan receipts in order of expenses listed and combine them in one PDF file. Then send both files to the Financial Clerk, stat@sfu.ca.

• 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 or map quest 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)
• 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)

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 "Research Funding".
• If you shared expenses with another person, please fill out the Shared Travel Expenses Form.

Please download and fill out the Non-Employee Expense Claim Form. Scan receipts in order of expenses listed and combine them in one PDF file. Then send both files to the Financial Clerk, stat@sfu.ca.

• 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.

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 "Research Funding".
• If you shared expenses with another person, please fill out the Shared Travel Expenses Form.

• 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.