Sign into Minerva. Under the Student tab scroll down to the Expense Reports Menu. Select the Submit an Expense Report option. It's not just submitting, but also saving and editing for expense reports you are putting together.

You will either be starting a new report that will be completed by someone else or opening one that's you've already saved. The first page to fill out is pretty self explanatory. Where, when and what. Don't worry about the default fund code. However, do make sure that for 'To be completed by Reviewer' you select Physics.

For the next page you will fill out the details for your claims one receipt at a time. You will need the original receipts or other original document proving payment (like a credit card statement).

The Description field looks small, but can take a good amount of text so make sure that you are clear about what was purchased.

You will need to get a FOAPAL from Matt or if you have your own research funds you'll need to talk to Diane. There are 6 numbers in the FOAPAL (ranging from 4 to 6 digits) and they can change depending on what's being claimed, so don't just reuse the same FOAPAL over and over again unless you are sure that it appropriate.

There is an option to look at a check list for the forms. Make sure you have everything on the check list before submitting and printing the document. After everything is filled out, you've added all the receipts you have to claim and checked the list go ahead and submit. There will be a button to print the document and forward it to the reviewer.

Pick up your print outs. Make photo copies for your records of the document and all your receipts. Both you and Matt sign and date the document. Give the document along with original receipts to Sonia. If you have your own research funds then you will need to hand everything over to Diane so that the Chair can sign.

The old system was to fill forms and hand them in. Please use Minerva unless there is a good reason. Expense forms are available at http://www.mcgill.ca/accounting/forms/serf/
Send completed forms with Matt's signature to Sonia

For international travel a convenient exchange rate calculator covering the last 10 years can be found here: http://www.bankofcanada.ca/en/rates/exchform.html

-- JamesKennedy - 11 Jun 2007

This topic: Internal > Main > TravelInfo Topic revision: r4 - 2009-05-22 - PeterHyland
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