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Expense Backup Documents

When submitting for reimbursements related to research, you may need to provide additional backup documents, as required by your granting agency’s audit compliance committee. Check which documents are needed for your submission by referring to the quick reference section on this page.

Be sure to review the eligibility of specific expenses within your grant details.

Back-up documents

Some backup documents you’ll be asked to provide are templated forms. Here, you’ll find the supplemental forms to support research claims:

The PDF fileDeclaration of Receipt Form is signed by research subjects or focus group participants to acknowledge receipt of compensation or gifts. To support the rationalization for distributing compensation, you’ll need to provide:

  • date(s) of participation
  • your research abstract

The PDF fileResearch Travel Authorization Form is submitted prior to a principal investigator or research team member travelling for research purposes. Supporting documents for this form include:

  • one-up approval to attest to the relevance of the travel purpose
  • the affiliation of the traveller to the principal investigator or grantee
  • materials to justify purpose of trip and support any travel related to the grant, such as:
    • conference registration confirmation
    • conference agenda
    • explanation of how the event relates to the project or grant
    • invitation letter for collaborative site visits, name of organization, names of collaborators, agenda dates

If you’re applying for a travel advance, this form is also required as a supporting document. Once you’ve returned from travel, you’ll also need to provide:

  • daily activity log for collaborative site visits if duration is a significant length of time
  • daily activity log for international travel trips not related to conference attendance, if duration is a significant length of time

The PDF fileExpense Reimbursement Authorization Form is required from all principal investigators submitting an expense reimbursement request. The form supports the one-up-approval process and is a requirement of all granting agency audit compliance committees.

If you’re submitting for reimbursement via the expense claims and reimbursements system (iExpense), please upload this form along with any relevant receipts. Alternatively, you can also fulfil the one-up-approval requirement directly in an expense reimbursement via iExpense.

The PDF fileSupplemental Receipt Form is used when original receipts have been misplaced. It is signed by the researcher or their delegate and requires the one-up approver where applicable. Up to five receipts can be listed on the same form.

The PDF fileDelegation of Signing Authority Form is used to designate your signing authority for research expenditures to another individual. While authority and responsibility can be delegated, accountability cannot. Financial signing authority responsibility must not be delegated without careful consideration and appropriate instruction. If you've delegated your signing authority to another employee, you still hold ultimate accountability for the transactions your delegate approves on your behalf.

Quick reference guide

To determine the documents and approvals you’ll need to gather, start by clicking the type of request you’d like to submit.

What you’ll need to submit:

If applicable, include:

  • research abstract

What you’ll need to submit:

If applicable, include:

  • research sub-grant agreement

What you’ll need to submit:

  • a request in the expense claims and reimbursement system (iExpense)
  • approval from the principal investigator
  • approval from your one-up approver

If applicable, include:

  • original invoices or receipts
  • proof of payment
  • research abstract
  • PDF fileDeclaration of Receipt Form each research participant
    • Approval from the principal investigator should also appear on this form

What you’ll need to submit:

If applicable, include:

  • original invoices or receipts
  • proof of payment
  • research abstract
  • PDF fileDeclaration of Receipt Form from each research participant
    • Approval from the principal investigator should also appear on this form

What you’ll need to submit:

  • a request in the expense claims and reimbursement system (iExpense)
  • approval from the principal investigator
  • approval from your one-up approver

If applicable, include:

  • original invoices or receipts
  • proof of payment

What you’ll need to submit:

If applicable, include:

  • original invoices or receipts
  • proof of payment

What you’ll need to submit:

If applicable, include:

  • original invoices or receipts
  • proof of payment

What you’ll need to submit:

  • approval from the principal investigator
  • approval from your one-up approver

If applicable, include:

  • copy of approved Research Travel Authorization Form
  • conference agenda
  • original invoices or receipts

What you’ll need to submit:

  • approval from the principal investigator on your Ryerson Purchasing Card statement

If applicable, include:

  • copy of approved Research Travel Authorization Form
  • conference agenda
  • original invoices or receipts

What you’ll need to submit:

  • approval from the principal investigator

If applicable, include:

  • quotes, contracts or agreements
  • original invoices or receipts

What you’ll need to submit:

  • Travel Advance Form
  • approval from the principal investigator
  • approval from your one-up approver

If applicable, include:

  • copy of approved Research Travel Authorization Form
  • conference agenda
  • original invoices or receipts

What you’ll need to submit:

If applicable, include:

  • copy of approved Research Travel Authorization Form
  • conference agenda
  • original invoices or receipts

What you’ll need to submit:

  • approval from the principal investigator
  • approval from your one-up approver

If applicable, include:

  • copy of approved Research Travel Authorization Form
  • conference agenda
  • original invoices or receipts
  • proof of payment
  • boarding pass for air or train travel

For more on supporting documentation for travel expenses, visit the Travel and subsistence section of the Eligible Research Expenses page.

What you’ll need to submit:

If applicable, include:

  • copy of approved Research Travel Authorization Form
  • conference agenda
  • original invoices or receipts
  • proof of payment
  • boarding pass for air or train travel


For more on supporting documentation for travel expenses, visit the Travel and subsistence section of the Eligible Research Expenses page.