Guiding Principles

  • It is both the claimant’s and approver’s responsibility to ensure that the expenses have been incurred for legitimate university business purposes, as well as reasonable and appropriate for the business activity undertaken.
  • The individual who personally incurred the out-of-pocket expense will be reimbursed.
  • The claim meets the terms and conditions imposed by the funding source from which they are paid; UofT policy, divisional/departmental policy or granting agency guidelines, whichever imposes the greater restrictions.
  • Supported by original, itemized receipts from suppliers (Exception: kilometrage or allowance per diem claims). Ensure receipts in foreign languages are translated, with any necessary clarifications.
  • Additional Support: If proof of payment is not indicated on the original receipt, a copy of credit card statement may be required (e.g., Airfare, Conference Registration fees). Note, items not relevant to the claim can be blacked out for privacy.

Airfare

Proof of Payment
Itinerary/receipt or ticket confirmation from the airline.
(original receipt must indicate method of payment and amount paid by the traveller)

Proof of Air Travel (at least ONE of the following):

  • Boarding passes (paper or print-out of e-boarding pass)
  • Hotel bill at the travel destination
  • Taxi/transit receipts to/from the destination airport/train station
  • Meal receipts from the travel destination
  • Certificate of Conference attendance

Business Travel combined with Personal Travel
An airfare quote for the “business portion only,” taken at the same time as the actual airline booking, should be provided to the approver.

Flight Cancellation Insurance
Relevant original receipt

Click here for Airfare Policy

Accommodations

Proof of Stay

  • Detailed statement of guest charges from the host establishment.

AND

  • If booked through a third party booking site (e.g., Expedia), then the order confirmation from the third party booking site showing:
    • credit card payment
    • travel dates

AirBnB Rental – Receipt Requirements
1) Proof of payment (must indicate the following):

  • Check In and Out dates
  • Details and location of host establishment
  • Total charges including taxes (i.e, Credit card used)

AND

2) Proof of stay: email/message confirmation from the AirBnB host establishment substantiating that the claimant did stay at their establishment during the indicated period.

Click here for Accommodation Policy

Meals

Meal Reimbursement Options – Receipt Requirements
OPTION 1: Meal per diem (No receipt requirement)
Per Diem Rates:

Canada US or Intn’l
Breakfast  $11  $15 CAD
Lunch $17 $22.50 CAD
Dinner $27 $37.50 CAD
Total Daily Allowance $55 $75 CAD

OPTION 2: Original restaurant receipts of actual expenses (detailed restaurant bill)
Note: Credit card receipt may be used to substantiate the restaurant gratuity.

NOTES:

  • Combinations of per diems and receipts are allowed for the same day
  • Partner travel meal expenses on domestic or international trips are not reimbursable unless a specific business purpose is served.

click here for meals policy

Transportation

Proof of Car Rental

  • Copy of rental agreement/contract
  • Account statement and invoice
  • Receipts for gas purchases

Proof of Personal Car Use

  • Mileage Per Diem Rate: 57 cents per KM
  • Googlemaps (or equivalent)

Proof of Taxi/Uber

  • Relevant original receipt

Click here for transportation policy

Hospitality

Proof of Hospitality

  • Relevant original receipt
    (e.g., Original restaurant receipts of actual expenses)
  • Clear documentation as to the business purpose of the hospitality, noting the names of the individuals, or group involved.
  • Expenses must be paid by the most senior University person in attendance when other U of T employees are present

NOTE:

  • For regular in-house meetings between University employees, no alcohol is permitted.

click here for hospitality policy

Conference Registration

Conference registration fees

  • Conference registration form
  • Original proof of payment (i.e. credit card voucher or statement of account, customer copy of a money order or bank draft)
  • For online – print out of confirmation of registration after payment

Click here for conference registration fee policy