Travel and Associated Claim forms 03/21/22 Accounting procedures 1
Travel advance request form How to complete a Travel Advance
Form
Travellers who can request an advance
An advance can be requested – 21 days
No payments to credit card companies or travel agencies
Advances for prepaid expensesPayment will be processed –
minimum 5 days requiredAdvances must be cleared - 10
daysafter trip
If advance is not cleared – T4A04/18/23 Accounting procedures 3
Travel advance request formTop of travel advance
formSECTION AFull name and address of
payee – where cheque is to be sent
Payee different from travellerContact in departmentCheck box - mail cheque toSECTION BFund – Org – amountOne line per fund Currency
04/18/23 Accounting procedures 4
SECTION A
SECTION B
Travel advance request formBottom of travel advance
formSECTION C
Departure & return date Destination(s) Purpose of travelSECTION D
Type of prepaid expense and amount – fill in each field & total amount
Total amount in Section D must match amount in Section B
SECTION ESigning authority – one-over-one
and payee’s supervisor04/18/23 Accounting procedures 5
SECTION C
SECTION D
SECTION E
Hierarchy for Signing Approval TRAVELLER APPROVAL Dean VP Chair Dean Researcher Chair or Dean approval
External visiting researcher Chair or Dean approval
Student or External Consultant Researcher approval (Other Fund
authority delegate)
04/18/23 Accounting procedures 6
Memo to accompany advance cheque
Reviewed by Research Accounting – then to Accounts Payable
Notice will be sent with advance cheque
04/18/23 Accounting procedures 7
Travel expense reportAll sections of claim must be completed
All original receipts must be attached
Top of front page
Name and mailing address of payee
Traveller - staff, faculty, student, other
Note if traveller is different from payee
Contact in department
Mail cheque to04/18/23 Accounting procedures 8
SECTION A
Travel expense report Top of front page
Date of requestDeparture & return
Destination(s)Purpose of travel
04/18/23 Accounting procedures 9
SECTION B
Details of receipts back page
Indicate Canadian currency & GST Currency converted – provide backup statement Note currency type! 3 letters on receipts Receipts numbered and grouped by expense category
04/18/23 Accounting procedures 10
Importance of indicating GST
Per Diems Mileage Parking meters Taxi
Hidden GST
GST rebate back to fund
04/18/23 Accounting procedures 11
Currency conversion and GST
04/18/23 Accounting procedures 12
Airport parking # 1Blue Line taxi # 2
US taxi – Yellow Cab # 3
51.50
2.2890.00
3.468.00
1.25 USD10.00151.50
5.74
Details of receipts back page Subtotal expenses and
carry to front page Travel advance details
must be noted on front and back page Date of advance Detail of advance -
TAR #
payee Fund - Org - Amount Grad student Bursary
04/18/23 Accounting procedures 13
Travel expense report Front page
Where values & GST are entered
How to determinebase and GST exempt
A = B divided by .o5C = D-A-B
04/18/23 Accounting procedures 14
A B C D
SECTION C
151.505.74114.80
30.96
Travel expense report Front page Fund-Org-Account -activity codesAccount begins
with 719xxxTravel advance
info One currency only Wire transfer ? Signing authority
04/18/23 Accounting procedures 15
SECTION D
Signature required – inside right pageFund authorityWho can sign One-over-one
signatureCheck box for
claimants affiliation
04/18/23 Accounting procedures 16
Travel claim requirements inside pages Conference-prospectus or agenda requiredClaims for per diem, parking meters, mileageWhen a receipt is missing Certification of missing document required Copies of receipts not eligible
04/18/23 Accounting procedures 17
Receipts with credit card slip
Hotel or other internet booking
Incidentals not eligible
Boarding passes/E-tickets required
Cancellation and medical insurance
Travel claim tipsExpense relates to agency supporting
research and complies with policy If on internal research fund, follows
university policyTravel reports will be sent back?Processing by Business Office–
minimum 5 days
04/18/23 Accounting procedures 19
Travel claim links Web sites applicable for travel and other claims
University policy http://www.carleton.ca/secretariat/
Convert exchange rates http://www.bankofcanada.ca/en/rates/exchange.html
National Joint Council – mileage and per diems http://www.njc-cnm.gc.ca/directive/index.php?
sid=98&lang=eng
Accounts Payable http://www2.carleton.ca/finance/business-operations/accounts-
payable/
04/18/23 Accounting procedures 20