Non PO Voucher Expense Report Instructions

1 Enter Claimant's Name

2 Provide dates claim covers (DD-MMM-YY)
3 Provide the Location of the Expense
4 In the Expense Detail section click on a blank space and select the applicable expense type from the drop down list
5 In the Expense Business Purpose Column enter the Business Purpose for the expense and relationship to grant (e.g. Meeting
with Joe Smith to discuss Research proposal)
6 If the amount paid was a Foreign Currency enter the amount in the Foreign Amount Column
7 If the amount was in a Foreign Currency enter the appropriate exchange rate in the Exchange Rate Column (attach
documentation to support the exchange rate). The CDN equivalent is populates automatically in the CDN Funds Column.
8 For any expenses in Canadian funds, enter the amount in the CDN Amount Column
9 The total in CDN Funds is calculated automatically
10 If HST was charged on the invoice enter the amount of HST charged into the HST Charged Column
11 If GST was charged on the invoice enter the amount of GST charged into the GST Charged Column
FOR NON-PROVINCIALLY FUNDED ACCOUNTS ONLY- For Meals Per Diem Claims in Canada enter the number of
12 Breakfast, Lunch and Dinner that you are claiming in the appropriate boxes found near the bottom of the Expense Type
Column. For Foreign Meals Per Diem claims use the Meals Per Diem Foreign from the drop down list located in the Expense
Detail Column.
13
For Mileage Claims in Ontario or other HST Provinces, enter in the number of Km's into the appropriate box found on the last
line of the Expense Detail Column. For Mileage claims in other Provinces, the USA and other Foreign destinations use the
Personal Car Mileage Foreign from the drop down list located in the Expense Detail Column. When claiming Mileage that is
a rate other than the current McMaster University rate use the Other Mileage expense type from the drop down box calculating
the amount to be reimbursed, note the rate used and provide documentation supporting the rate.
14
In the chart field string section at the bottom of the expense report enter the Fund, select the Account from the drop down,
enter the Department and Program, select the Business Unit from the drop down menu and if using the Business Unit of
RFHSC or RFMAC you must enter the Project.

Below is a list of the Account numbers and descriptions

650000 Travel - General
650001 Travel - Automobile
650002 Travel - Communication
650003 Travel - Entertainment
650004 Travel - Individual Meals
650005 Travel - Lodging
650006 Travel - Other
650007 Travel - Transportation
650008 Travel - Supplies
650009 Travel - Equipment
650010 Travel - Relocation
650011 Travel - Conference Fees
650012 Travel - Field Trips
650015 Travel - Parking
650050 Meals and Entertainment

15 In the chart field string section at the bottom of the report, the HST & GST rebate amounts are automatically calculated and
entered into the last two lines. You must subtract the rebate amounts for HST & GST from the Total payable and enter the
amount into the column next to the account being charged.
16 Print the Expense Report.
17 Have the Claimant sign the report and attach the spreadsheet with supporting documentation to the non PO voucher.
18 Once the voucher has been approved, forward the hardcopy of spreadsheet with original receipts to Accounts Payable (Travel),
DTC 403

** Use this spreadsheet to reimburse non-employee's (eg. Retired faculty, visitors, students) for expenses
they have incurred for University business
 Accounts Payable, Travel
Non-Employee Expense Reimbursement

Date: 2-May-20
Claimant's Name Travel Dates
TOM SMITH From: 13-Jan-14 To: 16-Jan-14

Report Details and

Location of Expense: ATTEND THE INSTITUTE OF FINANCE AND MANAGEMENT ACCOUNTS PAYABLE CONFERENCE
AND EXPO IN CALGARY, ALBERTA

Expense Detail - Click a

blank space and select Expense Business Purpose / Foreign Exchange CDN Total in HST GST
applicable expense type Relevance to Research Grant Amount Rate Amount CDN Funds Charged Charged

Airfare - Domestic AIRFARE TO CALGARY 756.24 756.24 38.59

TAXI TO AND FROM TORONTO
Taxi AIRPORT 186.00 186.00 9.81

Gratuitous Accommodation STAYED WITH RELATIVE 80.00 80.00

Meals with Receipts MEALS WHILE AT CONFERENCE 258.94 258.94 15.85

0.00

0.00

0.00

0.00

0.00

0.00

0.00

0.00
Meals Per Diem Domestic B L D 0.00 0.00 0.00
Car Mileage Domestic km Attach Mileage Log to support claim 0.00 0.00 0.00
Totals 1,281.18 9.81 54.44

Fund Account Department Program Business Unit Project Activity Amount

20 650000 12345 30000 MAC01 1,237.47

Chart Field String

GST Rebate 20 240210 36.47

HST Rebate 20 240200 7.24
Total to be Reimbursed 1,281.18
Declaration of Claimant: I have read the University's published regulations on reimbursement of expenses and confirm that I am in compliance.
Claimant: TOM SMITH Signature:
 Accounts Payable, Travel
Company LOGO Non-Employee Expense Reimbursement

Date: 2-May-20
Claimant's Name Travel Dates
From: To:

Report Details and

Location of Expense:

Expense Detail - Click a

blank space and select Expense Business Purpose / Foreign Exchange CDN Total in HST GST
applicable expense type Relevance to Research Grant Amount Rate Amount CDN Funds Charged Charged

0.00

0.00

0.00

0.00

0.00

0.00

0.00

0.00

0.00

0.00

0.00

0.00
Meals Per Diem Domestic B L D 0.00 0.00 0.00
Car Mileage Domestic km Attach Mileage Log to support claim 0.00 0.00 0.00
Totals 0.00 0.00 0.00

Fund Account Department Program Business Unit Project Activity Amount

Chart Field String

GST Rebate 20 240210 0.00

HST Rebate 20 240200 0.00
Total to be Reimbursed 0.00
Declaration of Claimant: I have read the University's published regulations on reimbursement of expenses and confirm that I am in compliance.
Claimant: 0 Signature: