2016-17RECRUITMENTEXPENSE REIMBURSEMENT CLAIM FORM

In order for the School of Graduate Studies (SGS) to reimburse your program according to your pre-approved recruitment initiative, the expense must be paid by the program first. Please follow the process below to receive your funding:

Step 1. You must reimburse an individualfor their expenses OR an organization for their goods or services by:

  1. Collect all original receipts.
  2. Fill out the relevant Financial Services Expense claim form with all relevant signatures.
  3. Photocopy all of the above (receipts & form) to provide1 full copy toSGS.
  4. Submit the original receipts and formto Financial Services to process.
  5. Financial Services will reimburse the individualor organization directly.
  6. For internal charges (eg Event Services), provide a photocopy of the invoice to SGS.

Step 2. TheSGSwill then reimburse your program (within the agreed amount) if you:

  1. Submit to Colette Steer at the SGS:
  2. This “Recruitment expense reimbursement claim form”completed in full,
  3. Photocopies ofall expense receipts(& boarding tickets if required), invoices etc
  4. Photocopies of allFinancial Service’s forms used to pay for the expenses.
  5. All claims (this form & attachments) must be received by the SGSby 30 April, 2016
  6. The SGS will then transfer the approved amountto your nominatedprogram accounts

Step 3. Prior to submitting a new recruitment strategy for the 2017/18 recruitment season, you must provide the SGS with a report on whether you reached your objectives from this past year and if not why.

Please provide your account code(s) to be used to transfer the reimbursement.

Fund (5 digits)______Fund (5 digits)______

Department (5 digits)______Department (5 digits)______

Account (6 digits)______Account (6 digits)______

Program (5 digits – optional)______Program (5 digits – optional)______

Class (4 digits – optional)______Class (4 digits – optional)______

Total $ (inclusive of taxes)______Total $ (inclusive of taxes)______

HST $______HST $______

HST rebate (total HST x 0.7377)______HST rebate (total HST x 0.7377)

Transfer (Total $ less HST rebate)______Transfer (Total $ less HST rebate)

Fund (5 digits)______Fund (5 digits)______

Department (5 digits)______Department (5 digits)______

Account (6 digits)______Account (6 digits)______

Program (5 digits – optional)______Program (5 digits – optional)______

Class (4 digits – optional)______Class (4 digits – optional)______

Total $ (inclusive of taxes)______Total $ ((inclusive of taxes)______

HST $______HST $______

HST rebate (total HST x 0.7377)______HST rebate (total HST x 0.7377)

Transfer (Total $ less HST rebate)______Transfer (Total $ less HST rebate)

The undersigned certify that the expenses for which reimbursement is claimed were used for the purpose of graduate recruitment.

______

Graduate ProgramSignature of Graduate CoordinatorDate

Please do not submit original receipts to SGS (only photocopies). Originals go to Financial Services & your files