Claim Process Steps

Adherence to Schulich Medicine & Dentistry Policies and Western University’s MAPP 2.16 - Travel & Expenses Reimbursement Policies is the responsibility of the claimant. 

To ensure your expense qualifies, please review these policies prior to submitting your claim for reimbursement.

Follow these 3 steps to ensure the cost of your travel and/or expense will be reimbursed. 

Step 1:  Ensure your claim qualifies for reimbursement

Before submitting for reimbursement of any travel and/or expense claim, employees must ensure the claim qualifies and that they have complied with the following criteria:

  • Travel and expenses must be required for legitimate University business.

  • "Value for money" must be considered when incurring travel and other expenses.

  • You should be travelling using most economical means and be mindful of the use of public sector funds when spending University funds. 

  • The individual should neither gain nor lose personal funds as a result of travel/work assignments on behalf of Schulich Medicine & Dentistry.

  • The travel date, event date, etc. must have already passed.

  • If you choose to upgrade or bring along a non-business travel companion, you will only be reimbursed for your portion of the cost as per the amounts outlined within the corresponding policy.

  • Where expenses are governed by funding agencies or internal department policies, you must use the stricter policy to determine eligibility of an expense.

  • You must verify your expense claim qualifies for reimbursement by reviewing the appropriate Schulich Medicine & Dentistry Policies and Western University’s MAPP 2.16 - Travel & Expenses Reimbursement Policies.

Step 2:  Ensure you have the required supporting documents to support your claim

All required supporting documents and information must be submitted with your claim.

See Supporting Documents to view what is required to qualify for reimbursement.

Step 3:  Submit an Expense Report to Apply for Reimbursement of your Claim

Learn how to complete and submit an Expense Report.

NOTE: All expenses related to a travel event must be claimed on the same expense report.