Accountable Advance request (form)
Expense Report / Accountable Advance (form)
Expense Report / Accountable Advance Settlement form – Detailed Instructions
An accountable advance is a cash payment to an individual to cover future expenditures after all other University payment options have been examined.
Generally, accountable advances should only be approved for the purposes of travel or subject payments; but in rare situations where no other payment options are available, an accountable advance is available for non-travel expenditures.
Accountable Advance requests should be submitted no more than 3 weeks prior to the time the funds are required. Once the form has been completed, processing turnaround is approximately 5 business days.
The request for Accountable Advance needs to be approved by Dr. Trevor Young, Chair of the Department of Psychiatry.
Please note that the cash advance must be recorded against a university employee number. This means that an advance may be issued to a full-time appointed employee under his/her employee number.
Outstanding Accountable Advances
At month-end, an accountable advance statement is systematically produced for individuals showing accountable advances expected to be settled in the following month. The settlement date on the report is based on information provided in the request. The report has the following information:
- Account number (of the payee) and payee’s name
- Departmental address
- The original accountable advance document number (request number)
- Settlement date
- The amount of the accountable advance
- The document number for the original payment of the advance
- Funding source charged with the accountable advance (e.g. Fund Center and Fund)
If for any reason settlement cannot be completed within one month from the statement date, advise Accounts Payable. Otherwise, the settlement must be submitted using the procedures below for Settlement of an Accountable Advance.
Settlement of an Accountable Advance
Once the purpose of the accountable advance (e.g. travel) has been completed, complete the Expense Report / Accountable Advance Settlement form. Also available is the Instructions for Completing the Expense Report / Accountable Advance Settlement form.
Forward the completed and approved Expense Report / Accountable Advance Settlement form to: Accounts Payable
Financial Services Department
215 Huron Street, 2nd Floor
Toronto, ON M5A 1A2
If the approved expenses claimed exceed the advance, a cheque will be issued to the claimant for the amount of the expenses, less the advance.
If the advance exceeds the total expense claim on the Expense Report / Accountable Advance Settlement form, the claimant must include a cheque for the difference payable to the University of Toronto, submitting the cheque with the Expense Report / Accountable Advance Settlement form to Accounts Payable. Cash is not Accepted.
Please use the most updated Expense Reimbursement form below http://www.finance.utoronto.ca/Assets/Finance+Digital+Assets/forms/process/ereimbursp.pdf
Note that an expenses claim should be for a single trip taken or for non-travel expenses. These two expenses should not be combined.
Reimbursement will be received by the claimant no more than two weeks after submission, if all the necessary receipts and signatures have been provided.
Prior to submitting an expense reimbursement claim, please ensure you have completed the following:
Provided all original receipts. Note that credit card slips or statements are not valid receipts.
If your claim involves air travel, please provide all boarding passes and your flight itinerary. Electronic passes are not acceptable.
Number all your receipts and boarding passes.
If you have a foreign currency receipt and it was paid by a Canadian credit card (converted to CAD), please provide a photocopy of your credit card statement with your expense claim which provides the credit card’s conversion rate. Feel free to black out the non-pertinent items. Note that if you do not submit a copy of your credit card statement, we will use U of T’s conversion rates based on the date of transaction.
Completing the form
Print your full address, including postal code.
If the reimbursement is for travel, print the period of travel. If not, print the date of the transaction.
If the reimbursement is for travel, print the place of visit and the purpose of visit in the “Location and Description” field.
If the reimbursement is for a meal, please list all attendees.
See policies related to alcohol expenses below
In the “Date prepared” field, fill in the date when you submitted the form and receipts to us.
Sign the form and print your name.
Obtain approval from your supervisor in the “Authorized approval” box. Print their name legibly.
Please provide the account numbers you will be debiting for these expenses on the expense claim, we will use this account information to pay the reimbursement.
Further detailed instructions are available on the Financial Services Department’s website (see below).
If you are missing a receipt(s) please complete the missing receipt form (available below).
Note that all original detailed receipts are necessary for reimbursement as per University policy, and by completing the attached form you are acknowledging that you will adhere to this requirement on future expense claims.
Missing Receipts form – PDF
Changes to Reimbursable Expense Policies as of January 1, 2012