Financial Services - Travel Related Announcements

Expense Reimbursements & GST/HST Break / Remboursement de dépenses et exonération TPS/TVH

�山ǿ�� — Fri, 13 Dec 2024 13:28:58 +0000

(La version française suit)

Dear �山ǿ�� Finance Community Member,

Following the announcement made by the Government of Canada regarding a GST/HST relief for all Canadians on certain items from December 14, 2024 to February 15, 2025, please take note of the following when processing expense reimbursements:

Transaction Services' Holiday Deadlines / Échéances pour les Services des transactions

�山ǿ�� — Fri, 08 Nov 2024 14:50:43 +0000

(La version française suit)

This message is sent on behalf of Tonia Sciannamblo, Associate Director, Transaction Services

Please take note of the following Transaction Services’ deadlines prior to December 24^th:

Expense Payment Services:

Travel (advances and expense reports)

Update: Procedures for Travel and Other Expenses / Modification: Procédures relatives aux frais de déplacement et autres dépenses

�山ǿ�� — Mon, 30 Sep 2024 14:07:43 +0000

This message is sent on behalf of Julie Ghayad, Senior Director Systems and Transaction Services, Financial Services

Dear Colleagues,

The Procedures for Travel and Other Expenses has been updated:

PR8.4 has been updated to indicate the type of supporting documentation required when paying living expenses from a restricted fund to non-�山ǿ�� students.

Need HELP?

Updates: PCard Regulation & Procedures for Travel and Other Expenses / Modifications: Règlement sur la carte d’achat (PCard) et les Procédures relatives aux frais de déplacement et autres dépenses

�山ǿ�� — Fri, 06 Sep 2024 15:51:42 +0000

This message is sent on behalf of Julie Ghayad, Senior Director Systems and Transaction Services, Financial Services

Dear Colleagues,

The PCard Regulation has been updated:

Updates: Payment Request Policy & Procedures for Travel / Modifications: Politique de demandes de paiement & Procédures relatives aux frais de déplacement

�山ǿ�� — Tue, 30 Apr 2024 16:41:05 +0000

This message is sent on behalf of Julie Ghayad, Senior Director Systems and Transaction Services, Financial Services

Dear Colleagues,

The Payment Request Policy and Procedures has been updated:

Transaction Services' Deadlines prior to December 22nd/Échéances pour les Services des transactions avant le 22 décembre

�山ǿ�� — Wed, 15 Nov 2023 20:16:08 +0000

This message is sent on behalf of Peter Guertin, Interim Associate Director, Transaction Services

Please take note of the following Transaction Services’ deadlines prior to December 22^nd:

Expense Payment Services

Effective Aug 1, 2023 Updates to Per Diems / À Compter du 1er août 2023 Augmentation des indemnités

�山ǿ�� — Mon, 24 Jul 2023 12:38:47 +0000

This memo is sent on behalf of Cristiane Tinmouth, Associate Vice-Principal Financial Services and Julie Ghayad, Senior Director Systems and Transaction Services (version française ci-dessous)

Dear Colleagues,

Considering the current inflationary environment, we are pleased to announce increases to the meal, lodging and local hospitality and entertainment per diems that will take effect on August 1, 2023.

Updates to PCard Regulation / Modifications du Règlement sur la carte d'achat (PCard)

�山ǿ�� — Fri, 31 Mar 2023 18:15:34 +0000

La version française suit.

This message is sent on behalf of Julie Ghayad, Director Systems and Transaction Services, Financial Services

The PCard Regulation has been updated with an effective date of April 3, 2023, and includes the following changes:

Direct Travel: FOAPAL form now available - formulaire FOAPAL maintenant disponible

�山ǿ�� — Fri, 10 Feb 2023 16:01:49 +0000

This memo is sent on behalf of Julie Ghayad, Director Systems and Transaction Services (la version française ci-dessous)

Dear Colleagues,

Subsequent to the memo below, this is to confirm that payment via the FOAPAL form for airfare/rail bookings made via Direct Travel is now available.

Sincerely,

Julie

Cette note est envoyée de la part de Julie Ghayad, Directrice des systèmes et services transactionnels

Chers collègues,

Feb 3rd: Payment via FOAPAL form for airfare/rail bookings was suspended

�山ǿ�� — Mon, 06 Feb 2023 12:21:21 +0000

This memo is sent on behalf of Julie Ghayad, Director Systems and Transaction Services

Dear Colleagues,

Direct Travel is currently unable to provide Travel Desk with invoices & FOAPAL forms for airfare/rail bookings attributed to a Direct Travel system issue.

On February 3^rd, late afternoon, payment via the FOAPAL form for airfare/rail bookings was suspended and will resume once the situation with Direct Travel is rectified.

Effective immediately, airfare/rail booked by Direct Travel must be paid using a personal credit card.

Transaction Services Deadlines prior to the 2022 Holidays

�山ǿ�� — Tue, 15 Nov 2022 14:18:15 +0000

This message is sent on behalf of Peter Guertin, Interim Associate Director, Transaction Services:

Please take note of the following Transaction Services’ deadlines prior to the Holidays:

Travel (advances and expense reports)

PCard Regulation - R.10 Prohibited Transactions has been updated

�山ǿ�� — Tue, 14 Jun 2022 14:03:56 +0000

If you are not involved in PCard transactions, please disregard this email.

This message is sent on behalf of Julie Ghayad, Director Systems and Transaction Services

Dear Colleagues,

The PCard Regulation – R.10 Prohibited Transactions has been updated:

Travel expenses
New Computers, Computer Components and Computer Accessories

Need HELP?

Effective April 11th - FIS Service Desk Portal to be used for Adv & EXR questions

�山ǿ�� — Wed, 06 Apr 2022 15:34:01 +0000

This message is sent on behalf of Julie Ghayad, Director Systems and Transaction Services, Financial Services

Dear Colleagues,

Effective Monday April 11^th, in order to expedite the processing of Travel Advances & Expense Reports, please take note of the following:

Update to Procedures for Travel and Other Expenses re: Computer Purchases

�山ǿ�� — Mon, 14 Mar 2022 19:50:20 +0000

This message is sent on behalf of Julie Ghayad, Director Systems and Transaction Services, Financial Services

Dear Colleagues,

Subsequent to the Change to Computer Purchasing Requirements message sent last week by the Provost and Vice-Principal (Academic), updates were made to the Procedures for Travel and Other Expenses.

Changes to acquisition of cloud solutions: Adobe

�山ǿ�� — Fri, 18 Feb 2022 14:00:31 +0000

This message is sent out on behalf of Francois Pouliot, Director of Procurement Services

Good day all,

Further to our last message on February 8^th regarding changes to the approval process for the acquisitions of cloud services, Procurement Services are sharing with you the following developments, effective immediately:

Changes to approval process for acquisition of cloud services

�山ǿ�� — Tue, 08 Feb 2022 13:40:07 +0000

Good day all,

Transaction Services' Holiday Deadlines

�山ǿ�� — Wed, 10 Nov 2021 18:31:53 +0000

This message is sent on behalf of Tonia Sciannamblo, Associate Director, Transaction Services:

Please take note of the following Transaction Services’ deadlines prior to the Holidays:

Travel (advances and expense reports)

Advances and Non-FST expense reports received by the Travel Desk by December 3^rdno later than 5:00 p.m. will be processed by December 22^nd.

Cloud Services: Update to PCard Regulation & Procedures for Travel and Other Reimbursable Expenses

�山ǿ�� — Thu, 16 Sep 2021 19:06:13 +0000

This email is sent on behalf of Julie Ghayad, Director Systems and Transactions Services

To all Finance users,

The PCard Regulation and the Procedures for Travel and Other Reimbursable Expenses have been updated in accordance with 3.8 of the IT Cloud Directive.

REVISED Procedures for Travel & Other Personal Reimbursements - �山ǿ�� IT Cloud Directive

�山ǿ�� — Wed, 23 Jun 2021 12:16:24 +0000

To all Finance users,

The Procedures for Travel and Other Reimbursable Expenses have been updated and are now aligned with the �山ǿ�� IT Cloud Directive

Please take note of the following changes in the Procedures:

Transaction Services' Holiday Deadlines

�山ǿ�� — Tue, 17 Nov 2020 14:55:27 +0000

This message is sent on behalf of Tonia Sciannamblo, Associate Director, Transaction Services.

Please take note of the following Transaction Services’ deadlines prior to the Holidays:

Travel (advances and expense reports)

Changes to Travel and PCard Processes/Policies/Regulations/Procedures

�山ǿ�� — Fri, 18 Sep 2020 15:45:57 +0000

This message is sent on behalf of Julie Ghayad, Director Systems and Transaction Services

Hello,

Following internal consultation with University Archives, Faculty Financial Officers and teams within Financial Services, we are pleased to announce that the paperless processes put in place for Advances, Expense Reports and PCard Transactions will remain in effect permanently.

In order to remain paperless and to maintain sufficient controls, please take note of the following process changes:

Original Paper Receipts/Supporting Documentation

Expense Reports/Advances and Payment Requests

�山ǿ�� — Fri, 28 Aug 2020 12:14:23 +0000

This message is sent on behalf of Julie Ghayad, Director Systems and Transaction Services

Hello,

Effective Monday, September 14^th, in order to remain status quo with the email processes implemented for Expense Reports, Advances and Payment Requests, please take note of the following:

Expense Reports & Advances

Changes to the Procedures for Travel and Other Reimbursable Expenses

�山ǿ�� — Mon, 29 Jun 2020 14:08:57 +0000

This message is sent on behalf of Elvie Coletta, Director Research Financial Management Services and Julie Ghayad, Director Systems and Transaction Services

Dear Colleagues,

Interac e-Transfers for travel refunds payable to McGIll University

�山ǿ�� — Thu, 21 May 2020 16:49:36 +0000

Dear Colleagues,

We are pleased to announce that the Travel Desk is now accepting refunds/payments payable to �山ǿ�� using Interac e-Transfers in lieu of cheques.

To process your refunds/payments to �山ǿ��:

Requirements for Expense Reports/Advances submitted via email to Travel Desk

�山ǿ�� — Wed, 08 Apr 2020 18:23:16 +0000

This message is sent on behalf of Julie Ghayad, Director Systems and Transaction Services, Financial Services

Hello,

Thank you for embarking so quickly and positively with the new process of submitting Expense Reports and Advances via email. Please note, that in order to process these requests in an efficient and timely manner, we ask that you adhere to the following requirements:

REVISED: Update regarding Expense Reports, Advances and Payment Requests

�山ǿ�� — Wed, 18 Mar 2020 17:58:11 +0000

This message is sent on behalf of Julie Ghayad, Director Systems and Transaction Services, Financial Services

Hello,

Please see below in grey shading for three updated revisions regarding expense reports, advances and payment requests:

Expense Reports and Advances:

activity code COVID

�山ǿ�� — Wed, 18 Mar 2020 17:55:02 +0000

This e-mail is sent to you on behalf of Cristiane Tinmouth, Associate Vice-Principal, Financial Services

Dear Colleagues,

As the COVID situation evolves, we ask that you track any associated expenses such as mitigating risks, reimbursements of cancelled travel, incremental costs incurred, etc. using the activity code: COVID.

Please do not hesitate to contact us for any related financial concerns.

Need HELP?

Update regarding Expense Reports, Advances and Payment Requests

�山ǿ�� — Wed, 18 Mar 2020 14:18:07 +0000

Hello,

Please see below for updated processes regarding expense reports, advances and payment requests:

Expense Reports and Advances:

We are committed in ensuring that our Faculty, Staff and Students are not out of pocket.
As such, if an Expense Report can not be created in Minerva nor sent via email, an Advance can be created in Minerva payable to the Claimant for the value of the Expense Report.

Financial Services Transactions/Documents: Digital Signatures & Email Approvals now permitted

�山ǿ�� — Tue, 17 Mar 2020 15:36:54 +0000

This message is sent on behalf of Cristiane Tinmouth, Associate Vice-Principal, Financial Services

In light of the extenuating circumstances and the fact that we are doing our best at remaining operational, we are exceptionally accepting digital signatures/email approvals on the following transaction streams:

Activity Code COVID

�山ǿ�� — Thu, 12 Mar 2020 19:44:26 +0000

Dear Colleagues,

As the COVID situation evolves, we ask that you track any associated expenses such as mitigating risks, reimbursements of cancelled travel, etc. using the activity code: COVID.

Please do not hesitate to contact us for any related financial concerns.

Need HELP?

Contact the Finance Help Desk: Fishelp.acct [at] mcgill.ca | 514-398-3463

[Message sent out over the FIS listserv}

Modification: Travel Expense Type - Airfare

�山ǿ�� — Wed, 30 Jan 2019 19:22:37 +0000

This message is sent on behalf of Julie Ghayad, Director Finance Infrastructure and Transaction Services, Financial Services

Hello,

Due to recent changes by the airlines to their fare class offerings as well as terminology used to distinguish economy versus business class fares, PR7. Expense Type – Airfare has been modified as follows:

Travel Management Program – Changes to Airfare Payment Processes

�山ǿ�� — Thu, 17 Jan 2019 20:45:37 +0000

**Sent on behalf of François Pouliot, Director of Procurement**

Updates to Travel Procedures and How To's

�山ǿ�� — Thu, 29 Nov 2018 16:09:10 +0000

This message is sent on behalf of Julie Ghayad, Director Finance Infrastructure and Transaction Services, Financial Services

Hello,

We have updated the Travel Procedures and How To’s to facilitate the review and approval of advances and expense reports:

Procedures:

PR5.1. General

Tri-Agency Summary of Changes

�山ǿ�� — Wed, 08 Nov 2017 18:32:03 +0000

Memorandum

Date: November 7, 2017

TO: �山ǿ�� Researchers, Academic Leadership, and Administrative Staff

FROM: Yves Beauchamp, VP Administration and Finance

Martha Crago, VP Research and Innovation

RE: Tri-Agency - Summary of Changes

Dear Colleagues,

First notification - Printing of �山ǿ�� Cheques to be Outsourced

�山ǿ�� — Thu, 20 Oct 2016 19:25:45 +0000

This message is sent on behalf of Cristiane Tinmouth, Associate Vice-Principal, Financial Services and Ghilaine Roquet, Chief Information Officer, Office of the CIO

Dear Colleagues,

Submitting an Expense Report - "new" Expense Items added

�山ǿ�� — Mon, 04 Apr 2016 18:10:22 +0000

This message is sent on behalf of Julie Ghayad, Director Finance Infrastructure and Transaction Services, Financial Services

Dear Colleagues,

In order to better classify receipts when submitting expense reimbursements through Minerva, additional expense items have been added. The following now appear in the Expense item drop down menu:

Expense item

Explanation

Reimbursement of Expenses Policy Update - Advances: P2.1 & G3.1

�山ǿ�� — Fri, 05 Feb 2016 14:33:52 +0000

This message is sent on behalf of Cris Tinmouth, Interim Associate Vice-Principal Financial Services and Controller

Dear Colleagues,

The Reimbursement of Expenses Policy has been updated to clarify who is eligible to request and receive Travel Advances. Sections P2.1 and G3.1 have been revised to include the text in bold below:

P2.1. Travel Advances may be obtained for third party prepayments, out-of-pocket expenses that are required to be paid in advance of the trip, and for expenses to be incurred during the trip

Transaction Services - Holiday Deadlines 2015

�山ǿ�� — Tue, 01 Dec 2015 13:33:02 +0000

The following are Transaction Services’ deadlines prior to the Holidays:

Travel (advances and expense reports)

Advances, non-FST expense reports and Professional Development Fund received by the Travel Desk by December 3rd at 5:00 p.m. will be processed by December 21st.
FST expense reports and Advances received by the Travel Desk by December 14th at 5:00 p.m. will be processed by December 21st.

Reimbursement of Expenses Policy Update - G4.4.6 Expense Type (2) Car Rental

�山ǿ�� — Mon, 27 Apr 2015 14:38:58 +0000

Dear Colleagues,

The Reimbursement of Expenses Policy has been updated to clarify where responsibility lies with regards to liability and collision damage waiver insurance when claiming reimbursement for car rentals. A note to this effect has been added to Section G4.4.6 Summary by Expense Type - Expense Type (2) Car Rental:

Reimbursement of Expenses - UPDATE - Airfare Receipt Requirements

�山ǿ�� — Thu, 19 Mar 2015 19:14:21 +0000

Dear Colleagues,

Additional documentation must be submitted with expense reports claiming Airfare which include costs which are not a necessary consequence of travel on behalf of the University. The Reimbursement of Expenses Policy has been updated to reflect this new receipt requirement.

**
Excerpt from Section 4.4.6 Summary of Expense Type: Transportation - Expense Type (4) Airfare