Expense Request Form
Reimbursements for expenses paid our of pocket and departmental visa reconciliations are processed through the UBC Arts Service Centre. Access the Expense Request Form
using your CWL.
For travel related expenses (ex. conferences, field work) use the Travel Expense Submission Form. Note that receipts are not required for meals per diem.
Filling out the expense request form
Step 1. Specify the type of reimbursement you are requesting. If using the travel expense form, choose between expense claim, advance, or clearance.
- Personal reimbursement: an expense that you paid using your own money (cash or card). Requires a receipt or proof of payment.
- Direct payment to a vendor invoice: requires vendor name, invoice number, and a screenshot or pdf upload of the invoice itself.
- Credit card reconciliation: an expense that was paid using a departmental credit card. Requires a receipt.
Step 2. If you selected personal reimbursement or credit card reconcilitation, specify if the expense includes claims to Professional Development funds. This is only for faculty. See more information at Arts Funding Sources.
Step 3. Fill out all other required information.
- Department is GEOG
- Payee name is the name of the person who is getting reimbursed
- Employee ID / Student number is for whoever is getting reimbursed. If it is a personal reimbursement for yourself, write your own student number or employee ID. If you are reconciling a faculty member’s credit card, write their employee ID.
Step 4. Purchase summary and justification of expense. This can be brief, just a statement about what the expenses were for. For example: “Transportation to and from field site.” or “Accomodation at a hotel for 5 nights while attending AGU conference.”
Step 5. List all expenses you are requesting reimbursement / reconciling for.
- Include a short description (ex. “accomodation”, “transportation”, “field expense”)
- Include the amount for each individual expense
- Date of expense
- Currency (if paid in USD or other, you can convert to CAD based on your bank statement, or the services team may use current conversion rates)
- Speedchart/Worktag - this specifies what accont the reimbursement will come from. Ask Naomi which one to use.
- Activity code if applicable
- Specify payment type
Step 6. Attach all relevent receipts or proof of payment.