Travel & Expense Reimbursements

As of February 15, 2024, all students are now able to use the Expense Reimbursement System (“ERS”) to claim travel expenses or reimbursements. For information and training related to using the tool please see Travel & Expense Reimbursements website. Students are reminded that to be paid for any expense claims, they must ensure their Canadian bank account and Canadian mailing address has been updated in SOLUS (see resources below on how to make this change). Students who do not have a Canadian bank account and/or Canadian mailing address should contact expenses@queensu.ca for assistance. Paper based claims will no longer be accepted after March 31, 2024, for those eligible to use the ERS.

Additional Resources:

• To add mailing address in SOLUS - SOLUS Help | Queen's University (queensu.ca)
• To add banking information in SOLUS - Fee Refunds | Queen's University (queensu.ca)
• For policies, training, and procedure documents: Travel & Expense Reimbursements website
• For questions regarding the ERS, including training, please contact expenses@queensu.ca.
• For information about approver and account information, please contact your department
• For questions or further information regarding this announcement, please contact Tanya Robinson at tanya.robinson@queensu.ca

The reimbursement of expenses (both travel and non-travel) incurred in conducting University business is governed by the Travel and Expense Reimbursement Policy and related procedures.  Please note that this policy was revised, effective January 1, 2021.

Significant changes from previous policies and procedures include:

• Mandatory use of the ERS (Expense Reimbursement System) for all who have access to it (includes all Staff, Faculty, and Students)
• Release of new Travel Credit Card (TCard) program
  • Travel advances will no longer be issued for costs that can be paid for through a TCard
  • Costs incurred in advance of travel (ex. Flight prepayments) can be claimed when booking finalized, if paid for on TCard
• Reference to the new Professional Expense Reimbursement Procedure for QUFA Members
• Additions to list of positions that can approve an Exception to Policy

For those that do not have access to the ERS, expenses may be submitted through the Paper Process for Expense Reimbursements.

The Hospitality Policy applies as soon as a meal receipt is being claimed for more than one person. Under the Hospitality Policy, pre-approvals are required for:

• Staff lunches
• Receipted meals with other Queen's employees and/or students