Expenses Claims & Approvals

• Fill out an Expense Claim Form for non-PAF funding and submit once a month to be reimbursed.
• Claims must be supported by 
  • itemized receipts,
  • proof of payment, and 
  • signatures/email approval from the claimant, the designated signing authority, and their faculty advisor. NOTE, claimant must sign/email approved the claims especially when the expense claims will be submitted by another team member.
• Supporting documents can be digital copy (PDF or JPG) or printed/original copies if dropping off to the designated finance teams. PDF file is preferred when submitting reimbursements digitally.
• Ensure all digital supporting documents are complete, legible, and separated (adhesive notes, itemized receipt, credit slip must be separated and scanned individually).
• UBC will only reimburse eligible purchases made by the claimant.
• All expense claims submitted must be fully approved with digital signature, email approval, or physical signature. Finance teams should be CC in the email threads that the teams are obtaining signature from the signing authorities.
• One team member cannot submit reimbursement to claim funding on behalf of other team members. Each team member needs to submit claims for his/her own purchases.
  • All reimbursements can be paid with Direct Deposit (EFT), team members need to ensure their SSC account has the most updated banking information prior to submitting the claim forms to Finance.
• If claimant made purchases with friends or family’s credit card, a clear note is needed to indicate on the claim form for this ad hoc situation.
• E-signature images are not acceptable. Please ensure to sign the claim form with the proper signing tool or software (e.g. Adobe).

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 For in-store purchases, ensure to take a picture of the receipts for future reimbursement in case receipts are lost or misplaced.

• Despite the different submission requirements from each source of funding, original detailed receipts from vendors must be provided to support all non-per diem expense reimbursement claim items. 
• Examples of eligible supporting documents:
  • #1 – Itemized Receipts: Payment receipt/confirmation showing items description, supplier information, payment method, and date of purchase. Proof of payment is not required in this case as the payment receipt shows the order has been paid.
    • Example-Invoice with Payment Status – Amazon
    • Example- Physical In-store Receipt with Payment Details – Staples
  • #2 – Invoice showing item description along with proof of payment. Proof of payment can be the redacted credit card statement, payment confirmation from the online suppliers, or credit card slip from in-store purchases.
    • Example-Invoice with Payment Details – Jukebox
  • #3 – Order confirmation is not accepted as eligible supporting documents. If suppliers are not providing invoice or payment receipt without item details, shipping confirmation along with proof of payment.
• All eligible receipts should have the vendor’s name and information on the receipt/invoice header. 
• Expenses in a foreign currency: identify the exchange rate used by attaching evidence such as a credit card statement or print out from Oanda on the date the expense was incurred.
• Credit Card slip or statement is not acceptable as a standalone supporting document.  
• Missing receipt declarations will be required when it is impossible to obtain a copy, or no receipt is available. Contact APSC Finance for the Missing Receipt Form. 
• Claimant must acknowledge receipts are missing and certify the expense is for UBC student group/team related business and that it will not be claimed elsewhere. Claimant must sign/email approve the claim forms submitted especially when the captains or treasurer submitted on behalf of the team members.