Canadian Cancer Trials Group Bulletins

Finance and Operations


2012 Spring Meeting Expense Claims

Deadline for Reimbursement

Just a reminder to please submit your expense claim by 30 June 2012 at the latest. We will not accept any expense claim forms after 30 June 2012. Any claims received after 30 June 2012 will not be processed and will be returned.

You can find the Expense Claim Form, and the Travel Allotment Table and Travel Reimbursement Policy at http://www.ctg.queensu.ca/public/meetings/Spring/default.html.

Please read all information carefully and be sure to send in all documentation with your Expense Claim Form.

Some quick tips to remember when filling out and sending in your Travel Expense Claim Form:
  • Meal Allowance: the daily maximum reimbursement for meals (please note that itemized receipts are mandatory) is $71.30, if all meals are eligible for reimbursement (i.e. breakfast, lunch and dinner); if you are requesting reimbursement for less than a full day, reimbursement will be at the individual meal allowance (i.e. NOT the daily maximum) -- breakfast @ $15.60, lunch @ $14.85, and dinner @ $40.85. Delegates should not claim meals that were provided at the meeting or in the transportation cost. WE DO NOT ACCEPT CREDIT CARD RECEIPTS or HOTEL INVOICES that do not itemize the expense. You cannot carry your daily meal allowance over to another day. ALCOHOL IS NOT REIMBURSABLE, so please do not claim it. If your meal receipt includes more than just yourself, please claim YOUR portion only (including tax and tip).
  • Expense Claims: Travel expenses can only be reimbursed if a properly completed travel expense claim form is submitted. Please DO NOT hand-write claims or put multiple expenses on one line. The expense claim form should be completed on-line, printed and sent in with original receipts. Claimants should keep a copy of their completed expense claim form and supporting documents.

Return of Original Receipts

If you require your original receipts to be returned to you, please send a note with your expense claim form. We will ensure that your receipts are returned with your reimbursement.

If you have questions, please contact Anne Biggar at 613-533-6430 or abiggar@ctg.queensu.ca

Thank you for attending the Spring Meeting of Participants.