Office of Research Services (ORS)

Changes regarding Travel and Networking Expenses charged to Research Awards

Ryerson is implementing changes to the way in which we handle travel and business meal/networking expenses claimed from research accounts. These procedures will apply to all travel and business meal/networking funded by research awards.

Travel

Travel Advance and Expense Statements for research accounts will continue to be handled by ORS, however they must first be signed by the appropriate “one up” before they are forwarded to ORS. One up examples

• The Award Holder is the one up if the traveler is a student
• The Chair is the one up if the traveler is the Award Holder
• The Chair is the one up if the traveler is a visiting researcher
• The Dean is the one up if the traveler is both Award Holder and Chair

• Original tickets
• details of daily claims for expenditures
• details of any vehicle used
• original receipts, such as hotel bills, car rental agreements (credit cards slips are not valid receipts)
• Boarding passes for travel by air
• If the travel was for a conference a copy of the conference program showing the dates of the conference
• If the travel is for research collaboration a list of the research collaborators and their relation to the project
• If the travel was for a field trip the details of the activities and dates are required
• A statement of relevance detailing the relationship of the travel to the research award

As the current Travel Advance and Expense Statement does not accommodate this information please complete, in addition, the Research Travel Authorization form when forwarding a request for an advance or reimbursement. Where an advance has been requested, if the actual activities differ from the proposed activities originally outlined on the Research Travel Authorization form, a revised form must be submitted to ORS when the advance is reconciled. On the rare occasion when original receipts have been lost travelers must complete the Lost Receipt Declaration.

Business Meal/Entertainment Expense

When claiming business meal expenses from a research grant attach a list of the names for whom expenses are being claimed and their relation to the research award. Attach all original receipts to the Business Meal/Entertainment Expense form.

Further information regarding the forms

The forms are in Microsoft Word forms. Simply tab from one field to the next. Acrobat versions of the forms will be available shortly. All forms will be posted on the ORS website and on the Financial Services website.