Please note: effective May 2025, VIU has moved to using SAP Concur for expense claims. Please visit the training website for more information. The Excel-based form will be removed shortly.
Process
Download the form for travel (effective April 1, 2025).
- Complete the form in Excel and convert any receipts and supporting documents to PDFs.
- One tip for the Excel form: use "100" for the activity/intake code.
- Email your completed Excel form and PDF documents to your budget holder for approval.
- Use this naming convention in the subject line of your email: Smith, John Expense Claim $123.45
- Your budget holder will forward the email and attachments with their approval for payment to Employee.Claims@viu.ca.
- Claims should be submitted within 30 days of incurring the expense. Claims submitted in subsequent fiscal year may not be considered for reimbursement.
- Maximum Sundry reimbursement is $250 per individual transaction. Purchases in excess of $250 should be made on a VIU Purchase Order or using a VIU Purchasing Card.
- Please allow up to two weeks from date received in Accounts Payable for reimbursement. This timeline may be extended when there are high volumes, team member absences, or new team member training.
- For additional questions, please consult the overview, instructions, and restrictions document below or reach out to Employee.Claims@viu.ca.