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Expense Claims

1. Expense reimbursements and accountable advance settlements are approved by:
       (a) The person to whom the claimant reports.
       (b) The person to whom the claimant reports for operating and trust accounts and the
          Principal Investigator for research accounts.
       (c) The Business Officer for operating and trust accounts and the Principal Investigator for
          research accounts.
       (d) The claimant.

2. Expense reimbursements or accountable advance settlements are only processed with supporting documentation comprising:
       (a) Original documents and receipts or copies of receipts where the originals are required
          to claim the same expenses from another source.
       (b) Original documents and receipts that indicate the specific items/services purchased
          (e.g. hotel statements of guest charges, detailed credit card receipts, airfare tickets
          and boarding passes).
       (c) Original documents and receipts that indicate payment was made for a purchase
          (e.g. non-detailed credit card vouchers, credit card statements, cancelled cheques).
       (d) All of the above.

3. Expense reimbursements and accountable advances are settled following the related activity:
       (a) One week or sooner, if necessary, to post expenses within the appropriate fiscal year.
       (b) Two months or sooner, if necessary, to post expenses within the appropriate fiscal
          year.
       (c) Three weeks or sooner, if necessary, to post expenses within the appropriate fiscal
          year.
       (d) No specific time limit as long as expenses are claimed and posted within the
          appropriate fiscal year.

4. Travel expense claims include:
       (a) Details of the business accomplishments achieved.
       (b) Detailed description of the business purpose of the expenses.
       (c) Detailed itinerary.
       (d) All of the above.

5. Outstanding accountable advances are:
       (a) Self-monitored by the claimant accountable for the funds.
       (b) Followed up at least monthly.
       (c) Followed up by the department head where outstanding over three months.
       (d) Both (b) and (c) above.

6. Granting agency restrictions are monitored to ensure eligibility of expenses charged to research accounts by:
       (a) FIS rejecting ineligible expenses when claims are posted to the research account.
       (b) Reviewing as necessary when preparing the annual report to the sponsor.
       (c) Reviewing as necessary when expense claims are received.
       (d) Reviewing as necessary prior to incurring the expense or undertaking the travel.

7. Before an accountable advance is issued:
       (a) A determination of cost-effective alternatives is made (e.g. payment by invoice,
          University Travel Card, etc.).
       (b) It is processed no more than two weeks prior to the requirement for funds.
       (c) It is approved by the department head.
       (d) All of the above.

8. Reimbursable expenses include:
       (a) Personal travel insurance.
       (b) Credit card service/late charges.
       (c) Motor vehicle violations/fines.
       (d) None of the above.

9. Non-reimbursable expenses include:
       (a) Entertainment of business guests at athletic events or theatre productions where prior
          approval is obtained from the department head.
       (b) Travel expenses for individuals who accompany the claimant where no specific,
          authorized University business purpose is served by their accompaniment.
       (c) Hotel laundry and valet services where the trip is extended over the anticipated
          number of days.
       (d) All of the above

10. Travel authorizations and/or declarations obtained include:
       (a) One level up approval prior to booking for domestic air travel.
       (b) Written approval by the appropriate Principal, Dean, Director or Chair prior to booking
          for travel outside North America.
       (c) The claimants signature on the claim form (upon submission of the claim) indicating
          that he/she has read, and is in full compliance, with the Universitys requirements for
          reimbursement of expenses.
       (d) All of the above.

      

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