- What is the Report Date?
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The report date is the date that the system will use to post the financial transactions from your report to the general ledger. When starting any report, leave the report date as the date you first started to fill out the report.
- What are the Tax Locale and Tax Amounts for? Do I need to fill them in?
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The Tax Locale and Tax Amounts are required for items consumed within Canada so that the University can claim the appropriate rebate on GST and HST.
When you select the appropriate Tax Locale, the system will attempt to calculate the amount of taxes that were charged on your item. The appropriate types of taxes for the location (province) will appear under the tax locale with the estimated tax amount. It is important that you match the taxes that are calculated to the taxes shown on your receipt, and make any changes where applicable.
For example, if you traveled to Alberta and stayed at a Best Western, your hotel receipt would show an amount for GST. In Alberta, only GST is charged on goods and services. In Travel and Expense, you would select a Tax Locale of Alberta. The GST box would appear, and based on your receipt amount would attempt to calculate the amount of GST that is on your receipt. If the amount does not match, you will need to change it.
Note 1: For receipts that bundle retail taxes and fees, or where the tax components are unidentifiable, you will need to either calculate the taxes using the base amount of the receipt, or change the tax amounts to $0.00. When changing the amount to $0.00, be sure you do not just delete the amount, but actually put in zero, otherwise the system will display an error.
Note 2: Due to the different tax percentage rates across Canada, the tax codes have been changed, in some cases, to represent the province.
Note 3: A TIP rate will appear for items where a tip may have been included in your receipt amount, such as Meals, Taxis, and even per diems.
Tax Code Description Rate Rebate Amount HST Harmonized Sales Tax for ON, NB, PEI, NF 13% 73.69% H15 Harmonized Sales Tax for NS 15% 73.69% GST Goods and Services Tax for non-HST provinces and territories 5% 67% P05 Provincial Sales Tax for SK 5% N/A P07 Provincial Sales Tax for MB and BC 7% N/A P10 Provincial Sales Tax for PEI 10% (compounded on GST) N/A QST Quebec Sales Tax 9.5% (compounded on GST) N/A TIP Tip calculation 15% N/A
- Which exchange rate should I use? Can I use the most favourable one?
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The system will provide a reasonable rate for almost a dozen different currencies. However, to ensure you are reimbursement for your actual costs, use the exchange rate from your credit card statement. In fact, Travel and Expense allows you to put in the actual amount rather than having to put in a rate, which makes using your credit card statement that much easier. You may also use the rate provided on an ATM receipt for cash items.
Alternatively, you may use the rates as published on the Bank of Canada website. You may use any of the rates: system, Bank of Canada, or your credit card statement; however, if the rate you enter is different than the rate stipulated by the system, you must provide evidence of the rate with either a copy of your credit card statement or a print from the Bank of Canada site.
- The system is asking me for a tip, but there wasn't one. What should I do?
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The system automatically includes a TIP for certain items, such as meals and taxis. If you did not actually give a tip, change the amount to $0.00.
- The tax calculations don't match my receipt. What should I do?
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The tax calculation will not always match your receipt. When the amounts are different, you must change the applicable fields in Travel and Expense to match your receipt. For receipts that bundle retail taxes and fees, or where the tax components are unidentifiable, you will need to either calculate the taxes using the base amount of the receipt, or change the tax amounts to $0.00. When changing the amount to $0.00, be sure you do not just delete the amount, but actually put in zero, otherwise the system will display an error.
- What supporting documentation do I need for each expense?
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- All boarding passes (preferred) or ticket stubs. If you have lost a boarding pass, or used electronic boarding passes, you are not required to submit any additional documentation with the airline invoice/receipt provided there is secondary evidence that you arrived at your destination, such as hotel receipts, taxi chits, or restaurant receipts.
- Hotel receipts or evidence of check-in/check-out. In instances where the hotel did not provide a receipt, there must be at least proof of payment of the hotel cost and secondary evidence that you arrived at your destination, such as taxi chits or restaurant receipts.
- Conference or meeting itineraries
- Itemized meal receipts (unless claiming per diems). If you did not receive an itemized meal receipt, you must note this in your travel claim. If you are charging your meal to a research fund, you must state in the description of the item as to whether there was any alcohol included in your receipt.
- All other receipts, including those that support non-travel and PER related expenses
- Proof of payment
- Proof of exchange rate (from credit card statement, if applicable)
- I lost a receipt or boarding pass. What should I do?
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Item Document Status What should I do? Boarding Passes Lost If you lost one or more of your boarding passes, make note of it in the description of the expense item in the Travel and Expense system. If you do not have any boarding passes, there must be secondary evidence that you arrived at your destination, such as hotel receipts, taxi chits, or restaurant receipts. Boarding Passes Electronic In the event that you used electronic boarding passes, and therefore do not have any hard copies, there must be secondary evidence that you arrived at your destination, such as hotel receipts, taxi chits, or restaurant receipts. Itemized Meal Receipts Credit Card Slip Only If you only have a credit card slip from the restaurant, you may still claim the cost of the meal. However, if you are charging the meal to a research fund, you must indicate whether alcohol was/was not included on the bill. Any other receipt Credit Card Statement If for any reason you have lost your receipt, but can provide proof of payment using your credit card statement, make note of it in the description of the expense item in the Travel and Expense system. Any other receipt No supporting documentation If for any reason you are unable to provide supporting documentation of the cost (i.e. you paid in cash and lost the receipt), choose the “Lost Receipt” payment type when entering the expense item in the Travel and Expense system. Excessive use of this method will be monitored by Financial Services.
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