Student Expense Claim Quick Reference Guide

Purpose

To help students who are new to the expense reimbursement process at the University of Lethbridge.

Documentation

Ensure your supporting documentation provides both detailed proof of the purchase and proof of payment. For example, it may be necessary to combine an invoice with a credit card statement to provide adequate supporting documentation. A credit/debit card receipt alone is not sufficient.

The following are examples of documentation to support expenses for reimbursement:

  • Original cash register receipt with debit slip
  • Email receipt indicating payment
  • Invoice indicating payment
  • Original hotel folio with credit card receipt
  • Airfare itinerary indicating payment

Other documentation requirements/considerations:

  • Provide program or prospectus for conference claims
  • Mileage claims should include destinations and mileage logs
  • Alcoholic beverages are not an eligible expense
  • Record subject payments in receipt books, signed as received by the participant

How to submit your expense claim

  1. Enter your claim into the online expense claim system by logging onto the Bridge and selecting the following links: Financial Services → Personal Reimbursements → Online Expense Claim. For assistance contact Patti Infanti at patti.infanti@uleth.ca or 403.329.5182.
  2. Email a copy of all receipts to financial.services@uleth.ca and include the last four digits for your expense claim number in the subject line (this number will be assigned when you submit your claim).
  3. Please keep your original receipts until your expense claim has been processed and you have received reimbursement. After that time, please dispose of your receipts responsibly.
  4. Please use caution when sending personally identifiable information or credit card information via email.  If the receipt has this information visible, the credit card information should be blackened out and the email should be encrypted.  Please see the Sending Personal/Sensitive Information page for further information.

Travel Advances

In cases of financial necessity, advances are available on request to employees for large outlays for travel expenses. Contact Jennifer Zgurski at jennifer.zgurski@uleth.ca or 403.329.2398 for details.

For more information:

Travel and Business Expense Policy and Procedures

Travel & Personal Reimbursement

Hospitality Expense Policy Gift and Recognition Expenditures Policy