EMPLOYEE REIMBURSEMENT
Payment to employees for advances or out-of-pocket expenses
In its efforts to improve administrative processes the University will pay employees for advances or out-of-pocket expenses electronically rather than by cheque. The effective date of this change is January 20, 2003. Below is a brief description of the electronic payment process and definition of payments issued electronically or by cheque.
Process
Once Finance receives an approved "Travel Advance/Settlement/Claim" or "Request for Payment" form, payment will be deposited to the employee's bank account within the normal processing time. The money will be deposited to the same bank account used by Human Resources for payroll deposits. In addition, the employee will receive a printed remittance advice indicating the purpose of the payment, amount and bank account used.
Electronic Payment
Finance will pay travel advances or out-of-pocket expenses electronically to all full or part-time faculty or staff hired under a regular or temporary appointment.
Payment by Cheque
At this time, Finance will continue to pay advances or out-of-pocket expenses to the following individuals by cheque:
- A casual employee
- A student (grad or undergrad)
- Petty cash custodian receiving petty cash funds
- An employee receiving an advance or reimbursement for a group of individuals
During the transition to electronic payment if you have any difficulties please contact Ann Williams-Gorrie at extension 3157.
Finance
January 2003
