Expense Claim Process
Step 1: Scan Receipts
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Keep all original receipts for reimbursable expenses
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Scan the receipt(s) in PDF format, check that it is clear and legible
Please see videos below for scanning receipts in PDF format on your smartphone:
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For iPhone users:
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For Andriod users:
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Step 2: FillSubmit inan Expense ReportClaim
To
Example: How to fillComplete the SCAC Expense Claim Form
Before you start
• Have a clear photo or PDF of each receipt ready.
• Confirm the email you use for eTransfer is correct.
Section 1: Claimant Information
1. Email • Leave the default email checked
2. Full Name • Select your full name from the dropdown.
3. eTransfer Email • Enter the email address where you want reimbursement sent.
4. Mobile Number • Enter a phone number in thecase firstclarification itemis needed.
Section shown on the receipt (YYYY-MM-DD). Additional Receipts
DateFor (celleach C7):receipt, complete all required fields:
1. Expense Date of• Receipt
2. Description (cell• D7)Briefly
Category (cell E7)
GSTRexpense (ifwhat applicableit -was celland F7):why it was incurred).
3. Category • Select the appropriate expense category from the dropdown.
4. GST • Enter the GST amount shown on the receipt. If no GST was charged, enter 0.
5. Amount • Enter the total amount paid (including tax).
6. Receipt Upload • Upload a clear image or PDF of the receipt.
• If you have more receipts, select “Yes” under Add another item? and repeat the receipt ÷ 2
Amount
File the form and the bookkeeper will verify it after receiving the scanned receipt(s)
Ask the bookkeeperentering for your ownnext expensereceipt. report
link• ifIf it'snot, theselect first“No”.
time• Each claim support up to 10 receipts. If you claimhave expensesmore inthan the10 year.receipts, Yousimply willsubmit needanother a new link every year.claim.
Submission
Step 3: Sign DocuSign
The bookkeeper will then verify your entries and receipts, then send you an email to sign your expense report through DocuSign.
Please see video below on how to sign documents through DocuSign:
Step 4: Payment
After the expense report has been approved by approvers, payment will be made by e-transfer (or cheque) within 1 month.