Non-Employee Reimbursements

The hosting campus department must complete the fillable Non-Employee Reimbursement form and attach receipts (where applicable). Ensure the appropriate business purpose and expense types are selected from the drop-down lists.

Important Note: If receipts are in different currencies from the currency of payment to the claimant, convert all receipts/transactions using the same exchange rate to the currency of payment.

Example: For a visitor from the United Kingdom to be paid in EUR, convert all receipts and allowances to EUR and enter the EUR value on the expense lines of the form.

The Non-Employee Reimbursement form must be approved by the appropriate budget owner. For research/project/trust accounts, the expenditures must support the research project, be compliant with sponsor spending guidelines and donor terms and be approved by an independent reviewer (if research funds are expensed).

The Non-Employee Reimbursement form and attached receipts must be submitted to the Staff Service Centre.