CCSL Approved Funding
What you need to know
- In order to claim the funding, you must submit all required documentation to the Dean of Students Office no later than December 9, 2019 at 5pm.
- 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 dropped off at the Dean of Students Office: SGW H-440 or Loyola AD-121, in an envelope with your project name and number clearly indicated on it.
All receipts provided must be originals and itemized and should be stapled to a sheet of paper to ensure that none are lost.
All expenses must be incurred and reimbursed/paid within the same funding year for which the project is approved (June 1-May 31).
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 fill in their own expense report.
3) The name, current address, email, Concordia employee ID (if applicable) of the person claiming reimbursement must be written on the expense report, along with their signature as the Claimant. If you have a Concordia employee ID please ensure that it is written on the expense report.
4) Fill in the date, description, amount of each expense and the fund/org code is DEAN12. Only ORIGINAL receipts or paid invoices are accepted (with a vendor receipt or credit card statement as proof of payment). Sample
5) 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.
6) 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.
7) 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.
8) An honorarium must be paid directly by the university to the individual providing the service. Please see section below: “Payment of an honorarium or speaker fee”.
1) If a student group is being reimbursed you do not need to fill in an expense report. The full name and complete mailing address of the group must be clearly indicated on the envelope. You must provide supporting documentation including receipts, bank or credit card statement, and/or copy of a millennium report if paid by an internal account.
2) If the mailing address is internal at the university, you must also leave a contact number or email of the individual in the group that will pick up the cheque from Financial Services (GM-700) 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 or speaker fee”.
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.
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.
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. If the honorarium/speaker fee is less than $1,000, an additional tax of 15%will be paid by the individual; and for an honorarium of $1,000 or more, an extra 9%(24% in total) tax will be paid by the individual. 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 being 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.
