Travel and Claims

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EXPENDITURE REPORT

Please fill out the expense report form and email it to secretariat-physique@usherbrooke.ca

*** YOU MUST SUBMIT YOUR REFUND REQUEST NO LATER THAN 3 MONTHS AFTER THE EVENT AND BEFORE MARCH 31 ***

GOOD PRACTIVES GUIDE

Présentation "Rapport de dépenses - bonnes pratiques" du 23 avril 2019  

 

1. REIMBURSEMENT OF TRAVEL EXPENSES

This document is a brief summary of the UdeS Travel Expense Directive (French only).
 

General considerations

All items included in a claim must be supported by:

  • Receipts and / or original or scanned invoices (pdf). Boarding Passes (Plane) Required for Expenditures Covered by NSERC, CIHR, SSHRC Budget
  • Proof of the event (agenda, flyer, schedule, confirmation email, etc.)
  • The qualifying period for expenses is based on the dates of the event:
    • Canada and USA: 1 day before the start date and 1 day after the end of the event
    • elsewhere in the world: 2 days before the start date and 1 day after the end of the event
  • Expenses made two weeks or more before the activity can be reimbursed by an advance.

Registration (Congress, Symposium, Seminar, Workshops, etc.)

UdeS reimburses registration fees upon presentation of the receipt or confirmation of registration. The
prospectus is necessary in order to know the items that are included such as meals, accommodation, etc.

Transport

  • Limocar service between Sherbrooke / Montreal
  • Aeronavette between Sherbrooke / Montreal
  • Rental car (preferred to the personal car). Agreements are made with certain suppliers. See Approvisionnement -> Ententes contractuelles et contrats -> Location de véhicules on the service des ressources financières web site. You will need to authenticate using your CIP and password to view this content.
  • Personal car (destination less than 2000 km return)
    The amount allocated is \$0.43 / km and \$0.07 / km for carpooling
  • Taxis, metro, train, parking, bike rental, etc.
  • Airplane (economy class)
    The extension of a stay for personal use is authorized to the extent that it is shown that it entails no additional expense. To do this, it is necessary to provide a comparison:
    • The cost of the plane ticket according to the calendar of the event / the qualifying period (simulation)
    • The cost of the airline ticket according to the extension (ticket bought)

Meal

A fixed allowance (per diem) is paid by the UdeS: breakfast \$10.40, lunch \$14.30 and dinner \$22

  • Canada = in CAD
  • United States = in USD
  • Europe and elsewhere in the world = in EUR

Amounts are adjusted to USD or EUR and current rate.
Note: For breakfast included in the accommodation and meals included in the event, the corresponding per diem
are non-refundable.

Accommodation

In Quebec, UdeS benefits from the same preferential rates as employees of the Quebec government in
several hotels; check the availability of these rates when booking. If not,

  • Reasonable fees incurred for a room at a hotel or other types of accommodations are refundable or an allowance of $ 15 per night is granted for sunsets at a third party
  • A living allowance of $ 6 per night is paid for outside sunsets

 

2. REIMBURSEMENT OF REPRESENTATION AND MEETING EXPENSES

See Application procedure for financial assistance to the Fondation de l'Université de Sherbrooke and cash advance for more details.

  • The invoice and proof of original or scanned payments are produced with the refund request.
    As a group, only one bill must be presented for all the people present.
  • The list of the name (s) of the external guests, the participants and the reason for the meeting
  • The maximum eligible amount per person, taxes and tips included:
    • entertainment expenses = $ 75 per person
    • meeting fee = $ 35 per person
    • representation fees are ineligible for FRQNT budgets