Travel Advances and Claims

Travel Policies

  • Reimbursement of travel expenses must be submitted within 30 days upon completion of the specified trip. Expenses must be submitted in the fiscal year that they occured. Expenses that were incurred in the previous fiscal year may only be claimed up to 45 days into the new fiscal year or they become non-reimbursable. For more information, see the University of Alberta Travel Expense Procedure.
  • University of Alberta Guide to Off-Campus Activity and Travel (includes policies for faculty, staff, postdocs and students who are travelling off campus for university activities)
  • University of Alberta Travel (includes resources for booking and claiming reimbursement for trips and hosting)

Requesting a Travel Advance

  • Ask your supervisor for the speed code to pay for the advance.
  • Create an online advance:
  1. Log in to FINANCIALS with your CCID and password.
  2. Go to Travel and Expense Centre > Cash Advance.
  3. Complete the Travel Advance - Supplementary Information and print it. Make a PDF of it to use as your budget attachment in the online form.
  4. Complete the online form, read and check off the declaration box, and print it.
  5. Bring 3 and 4 to Amy Wang.

Completing a Travel Claim 

  • Complete the online training:
  1. Log in to FINANCIALS with your CCID and password.
  2. Go to Training Resources > Financials Online Training > Travel and Expenses > Claimants > Enter Claims > Create Travel Claims - Research
  3. Click on Do It to start the training.
  • Ask your supervisor for the speed code to pay for the advance.
  • Create an online travel claim:
  1. Log in to FINANCIALS with your CCID and password.
  2. Go to Travel and Expenses > Create Expense Report
  3. Print the report and attach the receipts.
  4. Complete a Travel Claim - Supplementary Information and print it.
  5. Bring 3 and 4 to Amy Wang.
Additional resources