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Claimants are responsible to repay ¾ÅÐãÖ±²¥ university for all amounts not fully supported by an authorized request for reimbursement.

If a cash advance is no longer required (for example, because a trip was cancelled), claimants should immediately return the funds by providing a cheque payable to ¾ÅÐãÖ±²¥ to Financial Services. To ensure the cheque is accurately processed, claimants must fill out a Cash Advance return receipt.  This must be submitted with the cheque payment, where it will be signed by Financial Services as proof of repayment. A copy of this form can then be submitted as a ‘Cash Advance Return’ on the ERS expense claim to account for the advance.  The Cash Advance Return Receipt can be found: Forms | Financial Services

If the amount of actual expenses incurred is greater than the original cash advance, claimants should submit their duly authorized request for reimbursement and request reimbursement of expenses incurred in excess of the advance. The ERS system will require that all related expenses are entered and accounted for and then prompt the claimant to apply outstanding advances to the claim.

If the amount of actual expenses incurred is less than the original cash advance, claimants must return the unused cash advance amount to Financial Services:

Forward a cheque, payable to ¾ÅÐãÖ±²¥, for the excess amount to the related request for reimbursement. To ensure the cheque is accurately processed, claimants MUST fill out a Cash Advance return receipt.  This must be submitted with the cheque payment, where it will be signed by Financial Services as proof of repayment. A copy of this form can then be submitted as a ‘Cash Advance Return’ on the ERS expense claim to account for the advance. The Cash Advance Return Receipt can be found: Forms | Financial Services. Failure to include this information may result in inaccurate processing of the payment. Submit related expense claim through the ERS. A copy of the Cash Advance Return Receipt signed by Financial Services should be attached as a receipt to demonstrate that the excess amount was repaid.

Expense claims for which advances have been provided will not be processed until the related repayment has been received.

Individuals who wish to repay cash advances in cash must submit the cash in person to Financial Services. Under no circumstances should cash be sent via inter-office mail. Claimants should attach the cash advance return receipt to their claim as proof of repayment of the excess advance.

Individuals who cannot provide a cheque or make the repayment in person may contact Financial Services, and arrange to make the repayment through an Interac e-transfer.  If this is required, please contact travel.advances@queensu.ca, who can arrange for a ‘request for payment by e-transfer’ to be sent to the email address of the claimant

 Submitted expense claims will be reviewed in accordance with the How to Claim an Expense Reimbursement procedure.

Monitoring and follow up on outstanding cash advances

To provide effective stewardship over university assets, Financial Services monitors outstanding cash advances on a regular basis. The collection of outstanding overdue advances is the responsibility of the associated Department, and will be facilitated by Financial Services.

When an expense claim for which an advance has been provided has not been filed within the required 15 day period, Financial Services will send an e-mail to the claimant on a monthly basis, requesting the claimant to submit either an expense report or repayment of the advanced funds. If still outstanding, the Approver of the advance request (and/or Principal Investigator if applicable) will be copied in on the monthly emails starting with the second month.  These will be escalated after that to the associated Business Officer, followed by the Department Head/Principal Investigator as required.

No further travel advances will be provided until the advance in question has been settled.  Any outstanding overdue cash advance amounts will be deducted from other expense claims submitted by the claimant where possible.

Any such overdue advances that are not accounted for within 6 months after return date of travel will be charged to the associated Department in the expense account for bad debts, in the Operating Fund.

Travel and Expense Reimbursement Policy

Hospitality Policy

Travel Credit Card Policy

Travel Credit Card Procedure

Procurement Policy

Perquisite Policy

Procedure – How to Claim an Expense Reimbursement