Supporting Documents

The following table outlines what is required to support your Expense Reimbursement claim.

Supporting documents and required information must be submitted with your claim at the time of claim submission.

See Schulich Medicine & Dentistry Policies and Western University’s MAPP 2.16 Travel & Expenses Reimbursement Policies for reimbursement and qualification details.

Alcohol & Cannabis

Catering

  • Itemized catering invoice/receipt showing amount paid and proof of payment. 
  • Include list of names of attendees. i.e. For a luncheon claim; names of attendees.
  • Description of the work-related reason that the catering was required.
  • See Catering policy - Schulich Medicine & Dentistry to ensure your claim is an allowable expense.

Conference Registration Fee

Flights

  • Invoice/receipt showing amount paid and proof of payment (sometimes found with flight itinerary).
  • Flight itinerary.
  • Boarding passes.
  • Invoice must be in the claimant's name.
  • Description of the work-related reason that the flight was required.
  • See C.1.1 Air Travel in Western University’s MAPP 2.16 Travel & Expenses Reimbursement Policies for more information.

Flowers

Foreign Exchange

If original charge was in a foreign currency, you need to provide proof of how much you would have been charged in Canadian dollars by way of proving the currency rate exchange for the day of the charge.

You can do so by providing the original receipt and ONE of the following:

  1. Provide a copy of your credit card statement that includes the currency rate charged and amount you were charged in Canadian dollars.
  2. Use PeopleSoft's built-in currency converter to convert the amount (no need to print).
  3. Use a currency converter website such as OANDA or Western's Financial Services homepage to exchange the receipt amount to Canadian dollars and print a copy of the converted amount.*

*Don’t forget to convert your receipt using the date that the expense was incurred, which is usually the date of your receipt. For example, if you are preparing an expense report in September for your August 15th taxi in Miami, you will use August 15th as the date you will convert the US receipt to CAD because that is the date you paid for your taxi.

Gift Cards

  • Not reimbursable expenses. 
  • Only exception: Purchasing small denomination gift cards for students who have contributed to research or other academic projects is allowable.
  • See Gift Cards policy - Schulich Medicine & Dentistry for more information.

Gifts

  • Typically not reimbursable expenses.
  • When expense is allowable, cost must be charged to a PCard.
  • Invoice/receipt showing amount paid and proof of payment.
  • Description of the reason that the cost was required.
  • See Gift-Giving policy - Schulich Medicine & Dentistry for more information.

Hospitality Lunches or Dinners/Receptions

  • Original itemized invoice/receipt showing amount paid and proof of payment.
  • If paying for more than just yourself, you must include the names of all attendees. 
  • Description of the work-related reason that the meal/reception was required.
  • See Hospitality policy - Schulich Medicine & Dentistry to ensure your claim is an allowable expense.

Hotels/Accommodations

  • Check-in and check-out dates.
  • Name and location of the host establishment.
  • Invoice/Receipt must be in employee's name.
  • Total charges including taxes and proof of payment.
  • If applicable, additional charges such as parking, meals, and internet must be itemized on the hotel invoice/receipt.
  • If proof of payment is not provided on the invoice provided, then additional proof of payment documentation is required, i.e. copy of credit card statement showing charges.
  • Description of the work-related reason that the hotel/accommodation was required.
  • See Hotels/Accommodations policy - Schulich Medicine & Dentistry to ensure your claim is an allowable expense.

Meals

  • Original itemized restaurant invoice/receipt showing amount paid and proof of payment.
  • If paying for more than just yourself, you must include the names of all attendees. 
  • Description of the work-related reason that the meal was required.
  • NOTE: Meals included in conference fees, transportation, or accommodation charges are not eligible for reimbursement unless supported by additional explanation, e.g., allergies, diet restrictions.
  • See C.3.1 Meal Allowances and Actual Meal Expenses in Western University’s MAPP 2.16 Travel & Expenses Reimbursement Policies for more information.

Mileage

  • Print out a mapping tool, like Google Maps, showing the distance travelled.
  • Map must show address to address. i.e. London to Toronto is not sufficient.
  • Description of the work-related reason that the mileage/travel was required.
  • NOTE: Mileage will only be paid from Western University's address to the location of the work-related event and return; and not starting from the employee's home address.
  • See C.1.3.b Personal Vehicle in Western University’s MAPP 2.16 Travel & Expenses Reimbursement Policies for more information.

Parking

  • Parking validation ticket or receipt showing amount paid and proof of payment.
  • For online parking apps, like HONK, print screen showing amount paid and proof of payment.
  • Description of the work-related reason that the parking was required.
  • See C.1.4 Other Transportation Costs in Western University’s MAPP 2.16 Travel & Expenses Reimbursement Policies for more information.

Rental Vehicle

Retirement Recognition

Taxi

Train Ticket

  • Invoice/receipt showing amount paid and proof of payment (sometimes found with train itinerary).
  • Invoice must be in the claimant's name.
  • Description of the work-related reason that the train ticket was required.
  • If claiming a higher fare than Economy fare such as Business class, you must provide screen shots of the different price options available at the time of booking to prove the cost of the higher fare provides the best value for money. If such proof is not provided, the reimbursement will be processed using the Economy fare rate. 
  • See C.1.2 Rail Travel in Western University’s MAPP 2.16 Travel & Expenses Reimbursement Policies for more information.