The reimbursement of expenses (both travel and non-travel) incurred in conducting University business is governed by the Travel and Expense Reimbursement Policy and related procedures. Please note that this policy was revised, effective March 26, 2026.
Significant changes from previous policies and procedures include:
- Starting point of travel: To calculate travel distances and reimbursements (e.g. mileage, rail, air fare), unless otherwise stated in an employment agreement, the starting point of travel will be whichever location 鈥 either the employee鈥檚 designated university work location or their personal residence 鈥 is closest to the business travel destination
- Traveling to and from the University: Unless otherwise specified in an employment agreement, travel, parking, and/or expenses to-and-from the University will not be reimbursed
- Mileage restrictions: The mileage was revised from a maximum 500km radius (1000 km round trip) to a maximum 600 km for a return trip, accommodating travel to Ottawa, Toronto, and Montreal. Mileage over 600 km may be reimbursed when it is the most economical option.
- Per diem meal reimbursement: Per diems will be the sole meal reimbursement option for travel within Canada and the United States of America. Receipted meals will still be accepted for international travel as well as meals that fall under the Hospitality Policy.
- Most economical definition: Most economical refers to the airfare or travel option that provides the best overall value for the University, considering both price and practicality.
NOTICE: International Travel - Queen's faculty, staff and students proposing essential international travel must be registered in the OCASP online system prior to scheduling any travel, and adhere to the Off-Campus Activity Safety Policy.
As of February 15, 2024, all students are now able to use the Expense Reimbursement System (鈥淓RS鈥) to claim travel expenses or reimbursements. Students are reminded that to be paid for any expense claims; they must ensure their Canadian bank account and Canadian mailing address has been updated in SOLUS (see resources below on how to make this change). Students who do not have a Canadian bank account and/or Canadian mailing address should contact expenses@queensu.ca for assistance.
Additional Resources:
- To add mailing address in SOLUS - SOLUS Help | 成人大片 (queensu.ca)
- To add banking information in SOLUS - Fee Refunds | 成人大片 (queensu.ca)
- For questions regarding the ERS, including training, please contact expenses@queensu.ca.
- For information about approver and account information, please contact your department
Paper Process for Visitors, or others without access to the ERS (Expense Reimbursement System)
The reimbursement of expenses (both travel and non-travel) incurred in conducting University business is governed by the Travel and Expense Reimbursement Policy and related procedures. Please note that this policy was revised, effective March 26, 2026.
Use of the ERS (Expense Reimbursement System) to submit expense reimbursement claims is mandatory for all who have access to it (includes all Staff, Faculty, and Students). The information on this page pertains to those who do not have such access (primarily Visitors).
STEPS
- Review the Queen鈥檚 Travel and Expense Reimbursement Policy and other resources listed below
- Provide banking information to be paid by EFT
- Contact expenses@queensu.ca to determine how best to provide the claimant鈥檚 banking information for EFT payments.
- Note: If the claimant would prefer to be paid by cheque, please have them include their full address on the expense claim form. Keep in mind that cheques are printed once a week and sent via Canada Post.
- Complete the Expense Reimbursement Form and scan it and all supporting documentation to expenses@queensu.ca, ensuring that you:
- Include the claimant鈥檚 name in the Subject Line of the email.
- i.e. Jane Smith 鈥 Travel Claim
- Have an Expense Reimbursement Form/Travel Advance Form completed.
- Forms are located on the Financial Services website under Forms and listed in the resources section below.
- Submit only one complete claim per email.
- The approved Expense Reimbursement Form AND all receipts/supporting document should be included in one single email.
- The claim will be returned if:
- No form is attached
- Claim is not approved
- Claim is attached but receipts/supporting documentation are missing
- Include the claimant鈥檚 name in the Subject Line of the email.
Resources:
- Queen's Travel and Expense Reimbursement Policy (Last updated: March 2026)
Expense Reimbursement Forms for Paper Process (Last updated: March 2026)
- Expense Reimbursement Form (XLS, 145 KB)
ERS (Expense Reimbursement System)
The ERS is an easy, point and click, automated, end-to-end online tool that allows users to create, submit, review, and approve expense reports and request cash advances. The use of the ERS substantially reduces the time needed for tedious and resource-consuming manual tasks, facilitates faster payment times, and allows for Delegation of claim creation & editing.
Establishing a delegate to prepare your expense claim or travel request in the ERS is optional. By establishing a delegate, you provide the delegate with access and your consent to view all information in your 鈥淢y Profile鈥 page.
Logging in to the ERS
To log in to the ERS, go to the Queen鈥檚 homepage, (or the top of any of the Queen鈥檚 website pages), select the MyQueen鈥檚U/Solus portal, and log in using your net id and password. Click on the "My Applications" tab and select "Log in to the ERS" (in the box titled, 鈥淓xpense Reimbursement System鈥).