Expense statements should be used to claim reimbursement for mileage, cost of criminal reference checks, and small instructional supply purchases. The finance department will only accept the original receipts and must receive the itemized receipt, not a visa slip. Expense statements should be submitted monthly and final expense claims submitted within 2 weeks of the end date of your course.

• Fleming College’s fiscal year end is March 31. All Expense up to and including March 31 must be submitted by April 3rd.  Expense claims submitted after April 3rd for expenses that were incurred prior to March 31 will NOT be reimbursed.

MILEAGE

Fleming College faculty who travel to locations other than the college will be reimbursed for travel associated with the course.  Expenses for unionized employees reimbursement is set out as per Art. 25.01 A of the academic collective agreement and for non-unionized employees reimbursement is set out as per 4-414-Procedure Travel and Other Expenses.  Please use the Expense Report on “My Self Service” on Evolve Administrative Service to claim intercampus travel and travel to the secondary school.  To complete expense reports, see attached instructional pdf. If you have any questions about completing your expenses contact Jon Taylor.

Reimbursement and Rates

• Rates are based on kilometers accumulated from April 1 of each year (fiscal year).
• Rates are established in collective agreements, for individuals outside a collective agreement the rates in this Directive apply.
• Individuals are to use the actual kilometers travelled when calculating kilometer distances and clearly document the starting point, destination and purpose of the trip.

Total Kilometers Driven per fiscal year	Southern Ontario ($ per KM)	Northern Ontario ($ per KM)
0 – 4,000 km	0.40	0.41
4,001 – 10,700 km	0.35	0.36
10,701 – 24,000 km	0.29	0.30
More than 24,000 km	0.24	0.25

INSTRUCTIONAL SUPPLIES INCLUDING CRIMINAL REFERENCE CHECKS

All pre-approved purchases for courses materials and mileage can be claimed on the same expense statement. Finance will only process if original receipts are attached to your expense statement. If you need to make instructional supply purchases for your course please contact Jon Taylor before making the purchase. Jon will coordinator getting the proper approval.  The finance department will not accept photocopies of receipts.

Submit expense forms on a monthly basis through “My Self Service” on Evolve Administrative Service. If you have questions about claiming expenses, contact Jon.