Q: How do I submit an expense claim?
All Expense Reports (available under Finance Forms) must be approved by an authorized signatory.
All receipts must be attached for all expenses with the exception of mileage, parking meters, or any per diem amounts. Any amounts listed without a proper receipt will automatically be deducted. Once the receipt is found, the expense may be claimed again on a separate expense form.
If you have additional questions about your expense report please contact Accounts Payable.
Please allow at least two (2) weeks processing time from date of receipt.
NOTE: For those Faculty claiming the $100 Personal Professional Development - please fill out an expense report (available under Finance Forms) with the first line reading "Personal Professional Development $100", attach all receipts and forward to Accounts Payable for approval.
Q: Where can I find information about mileage expense claims and required supporting documentation?
Table A2 in the current FM5 - Business and Travel Expense Policy and Procedure document explicitly states what are eligible mileage expenses. The "Additional Guidance" column below provides clarity regarding how to claim the eligible mileage expenses, the type of supporting documentation required when submitting a claim, including when such documentation is required.
|Per Table A2 in the FM5 - Business and Travel Expense Procedure
|Designated home campus
|Cannot be claimed
|When travelling from home to home campus*, do not claim mileage. No supporting documentation required.
|Home – Call Out (outside of regular work hours)
|Call outs relate to being summoned to deal with an emergency or provide a service outside of work hours.
When traveling from home to worksite(s) outside of work hours (i.e. weekends), claim the mileage from home campus* to worksite(s). Supporting documentation required (i.e. Google Maps and evidence of call out request). If supporting documentation of call out request does not exist, rationale for call out must be provided for approver’s review and approval.
|Alternate campus/worksite/business meeting/trip
When travelling from home to alternate campus, claim a round trip between your home campus* and the alternate campus (refer to Table B1 in the FM5 - Business and Travel Expense Procedure). No supporting documentation required.
When travelling from home to a non-campus location (i.e. worksite/business meeting/trip), claim a round trip between your home campus* and the non-campus location. Supporting documentation required (i.e. Google Maps).
|Airport or approved travel status
|When traveling from home to the airport, claim the mileage from home or home campus* to airport. Supporting documentation required (i.e. Google Maps and Travel Request Authorization Form).
|Alternate Campus/worksite/business meeting/trip
|When travelling from home campus* to alternate campus, claim the mileage from home campus* to alternate campus (refer to Table B1 in the FM5 - Business and Travel Expense Procedure). No supporting documentation required.
When travelling from home campus* to worksite/business meeting/trip, claim the mileage from home campus* to worksite/business meeting/trip. Supporting documentation required (i.e. Google Maps).
|*Home Campus Definition:
Q: Where do I send a supplier invoice?
Forward to Accounts Payable at the Langley Campus for payment noting proper purchase order number and an authorized signature.
Q: I have an invoice but haven't received my goods...
Please notify Accounts Payable and Supply & Business Services immediately.
Q: An invoice was returned to me with an 'Approval Stamp' from Accounts Payable...
An authorized signature is required in order for the invoice to be processed.
Q: I received an invoice with a duplicate attached to it...
Some Supplier Invoices are sent with duplicate copies. We send these to you for your information only. They do not have to be returned to Accounts Payable. However, if you notice an error on the invoice that will affect the total amount due, please contact the Accounts Payable Department so we may take action and have it corrected.
Q: How do I request a Kwantlen cheque?
Please fill out a Cheque Requisition Form. Have it approved by the appropriate signatory and forward to Accounts Payable for processing. Cheque requisition forms are available under Finance Forms.
Note: For new or renewal subscriptions, please use the subscription form which can also be found under Finance Forms.