December deadline for expense claims

The holiday season is fast approaching and we want to make sure that all employee claims for 2018 are processed before the holidays.  The submission deadline for Employee Expense Claims to be paid in December is December 10th. Please ensure Accounts Payable receives your completed, signed claim form with all necessary backup by end of day December 10th.

We would like to take this opportunity, to reinforce some points from Langara College’s Policy No. C3002 – Business, Travel and Hospitality Expenses:

• Section 3.5 – Claims for business, travel and hospitality expenses must include original, itemized receipts in order to be considered for reimbursement, unless per diem rates are being claimed.
• Section 3.6 – Claims for business, travel and hospitality expenses should be submitted no later than one month following the expenditure.
• Section 3.8 – Non-receipted expenses will not be accepted unless under extenuating circumstances.

Note: Your expense claim form must be approved by an authorized Budget Officer.

Also for you reference, below is a list of items not eligible for reimbursement:

• Credit cards or interest charges
• Uninsured losses to vehicles
• Parking and traffic fines, car washes, additional insurance that is not required
• Non-hospitality entertainment costs including tickets to shows or sporting events
• Attendance at political fundraising events
• Failure to cancel transportation or hotel reservations
• Lost tickets, cash or personal property. Employees are responsible to ensure that their personal insurance provides adequate coverage for personal property
• Personal extensions to travel while on College business are the responsibility of the employee
• Passport photos and passport application fees
• An employee’s travel companion
• Hotel services such as pay per view movies, spa, mini bar, etc..
• Donations to charities

If you have any questions or require any additional information please contact a.payables@langara.ca

Thanks in advance for your cooperation.

Accounts Payable Team and Financial Services