KNOWLEDGE CENTRE

Expense Reimbursements

• Are you looking for an Expense Reimbursement Checklist to assist with claims?
• Electronic Travel Authorization (eTA) – Reimbursable?
• Cheque for Expense Reimbursement Not Issued?
• I just discovered that a cheque won’t be produced till the year 2041! What should I do?
• Issues with ERDD?
• SIMULATION: How to Change the Default Layout and Display Hidden Fields in the Document Display Screen
• Expense Reimbursement Alternate Approval and “Acting” Roles
• Can we Reimburse Expenses if they were paid for using Frequent Flyer Points/Gift Cards?
• Recommended Documentation for Long-Term Accommodation
• Premium Economy Air Travel and the GTFM
• What is “PERA” (i.e., UTFA) and what can it be used for?
• Expense Categories and Tax Codes for Public Transit and Rail/Bus on the Expense Report Form
• To Be or Not to AirBnB?
• GTFM Policy regarding to Approvals of Air/Rail Travel
• I can reduce the cost of airfare by booking well in advance of travel… but what can I do about last-minute emergency cancellations?
• Participant Fees: Cash and Gift Cards
• What documentation should be included to support the reimbursement of PRESTO charges?
• Staying with Friends/Family and Claiming Gratuitous Accommodations? Don’t forget to get a receipt?
• GTFM Policy: Reimbursement of Internet Services Costs (Used Solely/Primarily for UofT Business)
• ERDD deposits for multiple claims: How can I determine what claims are included in my expense reimbursement deposit?
• Are child care expenses reimbursable while employees are travelling on University business?
• Uber, AirBnB and HST… what’s the the deal? The invoices/receipts don’t show the HST and Business Number do we need to self-assess the tax?
• Can an expense claim be reimbursed if the expenses were incurred over one year ago?
• SIMULATION: How to Create a G/L or Vendor Account Personal List
• Cost Centers and Internal Orders: What’s the difference?
• Are you making mistakes addressing cheques? Are you receiving cheques returned due to incorrect processing?
• Why wasn’t the cheque produced?
• Picking the Correct Tax Code for Expense Reimbursements
• Is it against policy for a department to make a payment directly to Scotiabank Visa, on behalf of an employee, who has used their Corporate Scotiabank Visa Travel and Hospitality Card?
• Can a Departmental FIS payment be made for a Scotiabank Visa Travel and Hospitality Card without the employee first completing an expense reimbursement?
• Which vendor number should be used to process an Scotiabank Travel and Hospitality Visa payment thru FIS?
• Can I use a One-Time-Only (OTO) vendor number to process a Scotiabank Visa Travel and Hospitality Card payment?
• What information should be entered in the reference field of the FIS vendor invoice for the payment to be applied correctly by Scotiabank?
• What are the payment terms for the Scotiabank Visa Travel and Hospitality Card?
• Combining Personal & Business Travel: What amount should be reimbursed, and do I need approval?
• SIMULATION: Accessing ERDD on the Web through Employee Self-Service (ESS)
• When are CAD and USD cheques produced for employees (expense reimbursements)?
• Have you ever wondered how General Ledger (G/L) Accounts and Commitment Items are linked? How does FIS know what Commitment Item budget to look for?
• How do I request a stop payment on a cheque?
• How do I cancel payment for an Expense Reimbursement Direct Deposit (ERDD)?
• Who is eligible to receive Expense Reimbursement Direct Deposit (ERDD)?
• Who has access to post an Expense Reimbursement Direct Deposit (ERDD)?
• How do I get access to post an Expense Reimbursement Direct Deposit (ERDD)?
• How often does payment for an Expense Reimbursement Direct Deposit (ERDD) take place?
• SIMULATION: Determining the Status of a Cheque, Foreign Draft or Electronic Funds Transfer
• How do I know if an Expense Reimbursement Direct Deposit (ERDD) has been processed?
• How do I delete a parked Expense Reimbursement Direct Deposit (ERDD) document?
• Why is ERDD available for reimbursement in Canadian funds only?
• What are the currency types available for Expense Reimbursement Direct Deposit (ERDD)?
• Who is responsible for obtaining a refund if payment has been issued to the wrong payee through Expense Reimbursement Direct Deposit (ERDD)?
• What tax code should I use when reimbursing for Conference/Registration Fees?
• Outgoing Wire Transfers
• Where can I find a list of HST tax codes?
• What are the expense reimbursement rates (per diem allowance)?
• Understanding Accountable Advances – What are they, when can you use them and when are cheques produced?
• ERDD on the Web has the Assignment Field!
• How do I look up the exchange rate?
• SIMULATION: Attaching Documents to FIS Transactions
• Did you receive the error message, “Vendor blocked and marked for deletion” when processing an ERDD in FIS? Here is what it means, and what you need to do to remove the block.
• SIMULATION – How to Improve and Ensure Complete Matchcode Search Results
• How do I process an FIS payment for a Scotiabank Visa Travel & Hospitality Card?
• SIMULATION: How to Perform a Journal Entry to Correct Tax Codes or FIS Account Assignments
• What supporting documents are required when purchasing a flight or accommodation through a third party booking site (e.g. Expedia)?
• Automobile and Meal Per Diem Rates for Travel
• SIMULATION: New and Improved ERDD – Web Application
• How to Search for Claims in the ERDD – Web Application by Partial Claimant Name
• How to Print the Foreign Exchange Rate Conversion from the ERDD – Web Application
• How to Locate a Saved Claim by Personnel Number
• COVID-19 Expense Reimbursement Fund (CERF)
• How to Address Cheques sent through Campus Mail
• How to View Attachments in Posted FIS and Logistics Documents
• Can OTA vendor payments be sent as an Electronic Funds Transfer (EFT)?
• How do I process a Journal Entry/Internal Revenue-Expense Recovery for Airfare expenses after the Air Travel Emissions Mitigation Initiative (ATEMI)?
• SIMULATION: Processing an Expense Reimbursement (Cheque) or A/P Invoice after the Air Travel Emissions Mitigation Initiative
• SIMULATION: Processing an Expense Reimbursement Direct Deposit in the Web Application after the Air Travel Emissions Mitigation Initiative
• SIMULATION: Processing an ERDD in FIS after the Air Travel Emissions Mitigation Initiative (ATEMI)
• SIMULATION: Processing an ERDD in the Web application after the Air Travel Emissions Mitigation Initiative (ATEMI)
• How do I enter the flight class and number of km flown when a claimant has multiple connecting flights/stop-overs?
• Invoices for Group Travel – How to enter the information required for the carbon offset fee
• Can our department/claimants purchase 3rd party carbon offsets instead of participating in the University’s Air Travel Emissions Initiative?
• Are research grants or other Funds charged the carbon offset fee?
• What are the most common types of financial transactions that the E-signatures guidelines apply to?
• How can I be confident that an electronic approval is acceptable?
• I do not want to use an E-Signature. Do I have to?
• Should we have standardized way of naming electronic documents? (e.g., by DOC NO?)
• I want step-by-step instructions on how to apply E-Signatures to my internal financial documents.
• Do the E-signatures guidelines apply to legal documents or external agreements?
• How is an e-mail approval an acceptable format for approving internal financial documents?
• Why should I state “Approved for payment” or “approved for posting” when I am already putting an E-Signature on a document?
• Do you offer any validation tools to support the implementation of the E-signatures guidelines?
• Do the E-Signatures guidelines link to existing University of Toronto policies and guidelines on wet signatures?
• How can I begin to verify if a sender is legitimate, or if a e-signature sign-off is legitimate?
• The document standards for scanning requires a minimum resolution of 300dpi and 200dpi for black and white documents. How do I confirm the resolution quality rating?
• Who do I contact if I have more questions about the e-signature policy and technical application?