CCSL Approved Funding
UPDATES DUE TO COVID-19: Due to the closure of the university campuses, we will accept claim submissions electronically by email. Please see below for instructions on how to claim the funding electronically. If you require an extension or must cancel the project due to the current situation, please email lauren.broad@concordia.ca, with the project name and/or number in the subject line.
What you need to know
- In order to claim the funding, you must submit the claim electronically to lauren.broad@concordia.ca. See below for instructions.
- As per the guidelines, you must register the project for the Co-Curricular Record (CCR) before any funding can be claimed. For more information on how to add your project to the CCR please see the guides.
- Should you wish to extend an invitation to members of CCSL or promote your project, please email Sabrina Catalogna with the information.
- A 1-2 page summary report of the project must be submitted after the project has concluded. This report must include how the funding was used, a description of the impact on student life and a financial statement including the actual expenses and actual revenues of the project. Should the project be a publication or journal, please provide the Dean of Students Office with one or two copies for our records.
Claiming Instructions
Claims for reimbursement must be submitted electronically to lauren.broad@concordia.
You must include a scan or photo of good quality of the original, itemized receipts with your submission. Please keep all original receipts, as we may ask for them once the university reopens, to be submitted to Financial Services.
Reimbursements/payments may take up to six (6) weeks to be processed. Please advise Claimants and/or vendors of any delay.
1) To access the online expense reporting tool, follow the steps below:
- Log into the MyConcordia portal using your netname and password.
- Choose 'Financial Services' from the menu on the left side of the screen.
- Select 'Online Expense Report'.
2) Each individual claiming reimbursement must submit their own expense report. Please refer to the sample here. As the Claimant Type, select "I am completing this expense report on behalf of someone else" (this is to ensure we have your home address).
3) Completing the expense report:
- Under Report Description, put the project name and number as a reference.
- If the Claimant has a Concordia employee ID please ensure that it is included on the expense report under “Itinerary”. The individual will then be reimbursed by direct deposit.
- The name, current mailing address, email and phone number of the person claiming reimbursement must be included on the expense report, along with the signature of the Claimant, if possible. If you are able to print the finalized copy, sign and scan the expense report, please do. If not, please save the unsigned, finalized copy of the expense report as a PDF and include it with your submission (be sure to check formatting so that all information is included).
- Fill in the date, description, amount of each expense and the fund/org code is DEAN12. A scan or high quality photo of the ORIGINAL, itemized receipts or paid invoices are accepted required (with a vendor receipt or credit card statement as proof of payment). Sample
- Email the finalized expense report and associated copies/scans of the original, itemized receipts as attachments to lauren.broad@concordia.ca. Please be sure to include the project name and/or number in the subject line.
4) Mileage claims: a printout from Google maps is required showing the start and end point and total number of kilometers covered for the trip. A reason for the trip must also be provided.
5) For expenses charged in foreign currencies: A printout is required from a foreign exchange website such as xe.com or Bank of Canada, or a credit/debit card statement showing the foreign exchange rate that was charged when the payment was made.
6) Third party reimbursements are not accepted by the university. For example, if a guest speaker has paid for their travel expenses and then an individual from the group reimburses the guest speaker, that individual cannot claim these expenses for reimbursement. The guest speaker must be reimbursed directly from the university for the expenses they incurred.
7) An honorarium must be paid directly by the university to the individual providing the service. Please see section below: “Payment of an honorarium, speaker fee or for services rendered by an individual".
1) If a student group is being reimbursed you do not need to fill in an expense report. You must provide by email a scan or photo of high quality of the original, itemized receipt(s) and supporting documentation to show that the group has paid for this expense, including a bank or credit card statement, and/or copy of a Millennium report if paid by an internal account. The full name and complete mailing address of the group must be clearly indicated in the email. Please send the claim to lauren.broad@concordia.ca with the project name and/or number included in the subject line of the email.
2) Please provide an external mailing address where the cheque will be sent, as the university campuses remain closed OR you may provide the group’s internal account code that the university can credit.
2) Mileage claims: a printout from Google maps is required showing the start and end point and total number of kilometers covered for the trip. A reason for the trip must also be provided.
3) For expenses charged in foreign currencies: A printout is required from a foreign exchange website such as xe.com or Bank of Canada, or a credit/debit card statement showing the foreign exchange rate that was charged when the payment was made.
4) Third party reimbursements are not accepted by the university. For example, if a guest speaker has paid for their travel expenses and then an individual from the group reimburses the guest speaker, that individual cannot claim these expenses for reimbursement. The guest speaker must be reimbursed directly from the university for the expenses they incurred.
5) An honorarium must be paid directly by the university to the individual providing the service. Please see section below: “Payment of an honorarium, speaker fee or for services rendered by an individual".
1) We can pay an invoice (unpaid expense) directly to the vendor on your behalf. To do so, the invoice must be made out to Concordia University. Please email the original invoice(s) to lauren.broad@concordia.ca and note in the email that you are requesting that the CCSL pay the vendor directly on your behalf. Include the project name and/or number in the subject line of the email.
2) The total amount of the invoice must be equal to or less than the total amount approved for the project. The university will not pay part of an invoice.
3) It usually takes several weeks for the university to issue payment. It is the project applicant’s responsibility to ensure that the vendor is aware of this delay. If this is a problem, individuals may pay for the expense themselves and then claim a reimbursement through an expense report (see above).
4) Payments can only be issued for vendor invoices that include all tax information, a mailing address and a unique invoice number. Payments cannot be issued on account statements (ex. État de Compte) or on pro-forma invoices or shipping documents.
5) Invoices must be from registered companies or from registered charities or not for profit organizations, with GST/QST tax #s/NEQ# provided.
1) The university must pay an honorarium or guest speaker fee directly to the individual providing the service. A project organizer or group cannot pay this expense and subsequently claim reimbursement. This is for tax purposes. The university will not reimburse these expenses to you or your group.
2) The university will not pay the honorarium/guest speaker fee before the service has been provided.
3) In order to have the university to pay an honorarium or speaker fee, the individual to be paid must provide an invoice detailing their services and they must include their full name, current mailing address and Social Insurance Number (SIN). The invoice must be made out to Concordia University. Send the invoice by email to lauren.broad@concordia.ca and note in the email that you are requesting that the CCSL pay the individual directly on your behalf. Include the project name and/or number in the subject line of the email.
4) Any supporting documentation, such as a conference program or email correspondence between the project organizer and the individual to be paid detailing the agreement or event should be included.
5) If the individual has been paid by the university within the last 6 months, their payment is considered a stipend, therefore they will be taxed on the income and a T4 will be issued to them by the university. Benefits will also have to be paid and considered when calculating the total amount of the funding claimed.
6) If the individual is not a Canadian resident, then there is a non-resident tax that must be paid. An additional tax of 24% will be charged (15% federal + 9% provincial). You can either have the individual pay the tax, which will lower the total honorarium received, or the tax can be paid as part of the approved amount of funding. Either way, the total amount paid out, including the non-resident tax, must not exceed the total amount of approved funding from the CCSL. The invoice must specify how the non-resident tax is to be paid.
7) Non-resident tax waiver forms can be filled out in order to avoid having to pay this tax, however this may significantly delay the payment of the honorarium/speaker fee. The forms available on the Government of Canada website: form 105 for non-residents and form T1261. The forms should be completed at least 2 months prior to the individual entering the country as to allow for sufficient processing time by the government (6-8 weeks) and to ensure prompt payment of the honorarium after the event. If the payment is for over $1,000.00, a form for Revenu Québec must also be filled out. Please contact the Dean of Students Office to get this form.
8) Payment to guest speakers can be made in foreign currencies (e.g. $US, €, £, ¥ etc.) so be sure to indicate if the honorarium/speaker fee is to be paid in a currency other than Canadian dollars.
9) If the individual to be paid is a non-resident but has a work permit, they are not subject to the non-resident tax. The government has given this person the right to work in Canada without paying this tax. A photocopy of the work permit must be submitted and their temporary SIN must be included on their invoice.
