Payments for Travel and Other Reimbursable Expenses

Travel Expenses

The Travel Management unit within Procurement and Contract Management (PCM), which operates under the Vice-President (University Services, Operations and Finance) portfolio, is responsible for providing efficient and effective travel services to meet the needs of the campus community while traveling on university business.

Information on the U of A travel program is available from the Procurement and Contract Management Travel & Expense website. This website summarizes the financial administration and requirements of travel expenses, including those paid through the Professional Expense Reimbursement (PER) program.

Employee Travel Expenses

Reimbursements to employees for travel expenses are processed through the PeopleSoft Travel & Expense module.

Non-Employee Travel Expenses

Non-employees may incur travel expenses on behalf of the U of A, such as:

• visiting speakers, lecturers or researchers
• students participating in field trips or other curricular activities
• those interviewing for university positions

Reimbursements to non-employees for travel expenses are processed through Shared Services.

UAPPOL Procedure: Payment Procedure

Other Reimbursable Expenses

Expense Reimbursement

Shared Services is responsible for expense reimbursement, including those paid through the Professional Expense Reimbursement (PER) program.

The U of A has established procedures for ordering goods and services with processes based on their nature and value. Employees must follow these procedures when purchasing goods and services. The use of personal resources to purchase goods and services for U of A business purposes is discouraged. It is recognized that in some circumstances, using personal funds may be the only method available.

The Expense Reimbursement Procedure details the process for reimbursing out-of-pocket expenses for incidental charges incurred by employees in support of U of A business, teaching and research.

These expenses are processed through the PeopleSoft Travel & Expense module.

UAPPOL Procedure: Expense Reimbursement Procedure

Professional Expense Reimbursement

The Professional Expense Reimbursement (PER) program provides eligible academic staff with an annual allocation of funds for the reimbursement of eligible expenses incurred for the performance of their professional responsibilities. This program is managed by HRSHE administered by Shared Services.

These reimbursements are processed through the PeopleSoft Travel & Expense module.

To learn more, visit the Professional Expense Reimbursement page.

Last updated: October 2024