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    faculty professional expense reimbursement

    Principles and Eligible Items

    2011/12 Faculty Professional Expense Memo

    Frequently Asked Questions

    Guidelines for Faculty Professional Expense Reimbursement Plan

    General

    The University of Waterloo shall make available to regular full-time faculty members an amount * as reimbursement for out-of-pocket expenses related to the performance of teaching, research and professional duties.

    1. Each eligible faculty member may submit only one claim form per year. 
    2. The reimbursement will be either the maximum allowance or the total of actual expenditures, whichever is less.
    3. The reimbursement is for the expenses incurred during the period May 1, 2011 to April 2012.  Prepayment for an activity that starts and finishes after April 30, 2012 cannot be claimed in this fiscal year. Eligible expenses that exceed the annual maximum allowance can be carried forward for up to three years.
    4. All expenses will be charged to the accounting flexfield denoted on the front of this form. Charges to different or additional accounting flexfields are not permitted.
    5. Requests for an advance of funds will not be permitted.
    6. All goods purchased under this plan are the property of the University of Waterloo.
    7. Reimbursement of expenses under this plan, as a non-taxable benefit to faculty, is subject to acceptance of the plan by Canada Revenue Agency (CRA).  Should reimbursement of expenses be deemed otherwise by CRA, the University of Waterloo will not be held responsible or liable for any claim whatsoever arising therefrom.
    8. During February each year, a claim form will be forwarded from Finance to each eligible member of the faculty.
    *Regular faculty members on reduced load appointments are eligible for a prorated amount.

    Principles & Eligible Items
    Please refer to the list of principles and eligible items for the program:
    http://www.adm.uwaterloo.ca/infofin/Policy/PrinciplesandEligibleItems.pdf

    Instructions for Completing Claim Form & Submission Deadline

    1. Type or print legibly.
    2. The completed form with original invoices and receipts attached must be submitted to the Reviewer for review and then to the Department Chair/Director for approval.
    3. The original receipts must be attached and indicate clearly the amount paid and the nature of the expenditure.  For example, a cash register tape from a supplier must be supplemented by a description of the item being purchased. For a recurring payment (i.e. monthly internet access) submit an original receipt for each period claimed.
    4. The Department Chair/Director and/or Delegate/Reviewer is responsible for reviewing the claim and ensuring that the listed expenses pertain to the faculty member's teaching, research and/or professional duties and that original receipts are attached prior to approving the payment.
    5. Completed claim forms submiited to Finance by April 13th will be processed for payment and the claimant reimbursed by May 2nd.  Claim forms submitted after April 13th may not be processed for 6-8 weeks.
    6. Only complete, accurate and properly authorized forms will be processed for payment by Finance.  Claim forms that are not properly completed will be returned directly to the Reviewer.
    7. All original receipts will be retained by Finance
    8. If further assistance is requred, please contact your Dean's Office/Department Delegate .
    Method of Payment
    For regular full-time faculty members, payment will be issued by electronic deposit to the claimant's bank account.   An electronic remittance advice will be emailed to the claimant.
    For claimants who are now retired or no longer employed by the University of Waterloo, payment will be issued by cheque and mailed to the claimant's home address.