Non-Travel Expense Claims
Incurring an expense
Make purchases using a corporate purchasing card or preferred supplier. Using a personal credit card for university expenses will delay reimbursement until the claim is reviewed and you may incur interest charges.
Submit your claims early to ensure they are processed and reimbursed faster.
How to submit an expense claim
- You will need the Speed code(s) for each expense and receipts/invoices (preferably PDF)
- Sign in to PeopleSoft Financials with your CCID and password
- Click on the Home icon at the top right-hand corner, then select Self-Service Centre > Travel and Expense Centre > Create Expense Report
- Select the claimant’s Employee ID and click Add
- Select the Non-Travel Expense template
- Enter the Expense Date
Note: This date will be applied to all expense lines but individual items can be changed within the claim - Select the applicable Expense Type(s) for your claim and click OK
Note: Additional expense lines and the expense dates can be added within the claim - Enter the Description of your claim
- Click *Accounting Defaults to apply a default speed code to all lines on the claim, then click OK
Note: The speed code can be changed on individual expense lines by clicking the Accounting Details icon below the expense line
Note: If a speed code for research funds is entered, a pop up will appear requesting the claimant’s affiliation with the project and a description of the expense - Enter the specific details of the expenses in the Details field
- Click Expense Date and enter the date the expense was incurred
- Click Attachments to upload receipts and supporting documents
(See: How to Attach Receipts to a Travel, Expense or PER Claim)
If no receipt is available check the frequently asked questions for what is considered valid proof of payment - For each expense line complete:
- Expense Date (as shown on the receipt)
- Amount Spent (including GST or tax)
- GST amount as per the receipt (if not auto-calculated in the claim). If HST was paid on the receipt, ensure only the 5% GST value is entered. If no GST was billed, Click the No GST box
- In the Description field enter a brief description of the expenses
(e.g. lunch supplies) - To add lines to an expense report, click the + sign at the end of the expense line
- Click Save for Later (top right hand corner). After saving you may return to the claim later.
- Click Summary and Submit.
- Review the Save confirmation agreement and click the checkbox to confirm the claim is accurate and complete, then click Submit Expense Report.
- View the Expense Report Submit Confirm page and click OK to submit your report.
- You will see a confirmation message that your report has been submitted successfully.
- To exit PeopleSoft Financials, click on Actions icon from the top right corner of the browser window.
Approving a travel claim
Managers can approve a travel claim by following the steps on the Approving a Travel or Non-Travel Expense Claim webpage
Frequently asked questions
When submitting an expense claim, what supporting documentation do I need to include?
An itemized receipt or invoice showing:
- a detailed description of the goods/services
- payment in full and the method of payment, including the last 4 digits of a credit or debit card (if applicable)
Can I attach a picture of a receipt from my phone or tablet?
A PDF of your receipt is preferred because not all image types can be opened by the approver or reviewers. We recommend that you ask the vendor or supplier to email you a PDF receipt wherever possible. Or, if you take a photo of a receipt with your phone, email it to yourself, open the image, click print and select Print to PDF in the printer options.
What is NOT acceptable as a receipt?
Debit or credit card slips, unless accompanied by an itemized cash register receipt or invoice. Credit card or bank statements, unless used to support foreign exchange fees along with an invoice or detailed receipt.
I paid in foreign currency. What documentation do I need to be reimbursed for exactly what was charged to my credit card?
An itemized cash receipt or invoice showing payment in full in the foreign currency and a copy of the credit card or bank statement showing exactly what was charged by the vendor, converted to CAD funds.
What documentation is required for hosting related expenses?
Attach a separate page listing of the guests and whether they are external or U of A staff. If alcohol is included on the detailed receipt, indicate the cost of alcohol per person (not to exceed $25/person).
I can’t find the expense type I want in the drop-down list on the claim.
Not all expense types are listed; there are too many. In the claim, select the closest general expense type then enter a brief explanation of the expense in the description field.
When can I expect to be paid?
Travel, Expense and PER claims are paid on the Wednesday following approval of the claim.
Will my reimbursement be deposited to my bank account?
Yes, providing that you have set up your banking details on your default Bear Tracks profile and you are an active employee. If you are on unpaid leave, your payment may revert to cheque, so please also ensure that your home address in your profile is current.