Please enable javascript to view this page in its intended format.

Queen's University

Travel Advances and Expenses

Resources Last Updated
FAQ's - Travel and Procurement Policies
Travel Advances
Travel Expense Claim Information
Travel Expense Claim Examples
Travel Expense Claim Checklist  

New Travel and Expense Automation Project Underway

A project is getting underway to implement a new, automated travel and expense claim system for Queen’s.  The new system will offer an easier to use, faster and more transparent process for travel and expense claims, allowing the claimant to see exactly where their claim is in the process.

Starting early in 2015 the new, automated system will become available for people to use for travel advances and expense claims and will allow for the partial return to per diems for non-Ontario Government-funded research travel.

The move to the new system has been partially funded by the Government of Ontario through a Productivity and Innovation Grant. After a thorough request for proposals (RFP) process, the RFP evaluation committee unanimously selected Concur to provide the new travel and expense system.

Concur is a leading provider of integrated travel and expense management solutions with extensive experience serving the higher education sector. Founded in 1993, Concur’s services are used by over 20,000 clients around the globe with over 25 million users, including a number of Canadian universities. The Universities of Saskatchewan, Manitoba and British Columbia, as well as Memorial University in Newfoundland, already use Concur’s system. York University, Lakehead University and the University of Waterloo have recently signed on.

Benefits of the automated travel and expense system include:

  • the partial return to per diems for non-Ontario government funded research travel
  • the ability to access the cloud-based system on the web, or via a mobile device while travelling
  • the capability to automatically import data directly from a paper receipt
  • automated calculation of items like mileage, HST rebates, and currency conversion
  • faster processing and the ability to see exactly where a claim sits in the process

The implementation of the new system will happen over a number of months and faculty and staff across the university should be able to start using it for travel and expense claims in early 2015. Financial Services continues to work closely with ITServices on due diligence associated with privacy, confidentiality and security.

Watch this website for future updates on this project.

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000