Paper receipt submissions no longer required for expense reimbursements
To: All financial systems users
Financial Services is making an update to its expense reimbursement process and will no longer require original paper receipts to be submitted via interoffice mail. While the pause on submitting original paper receipts to Financial Services has been in place since March 2020, this will now be a permanent change to the process.
Expense reimbursement process
The process for expense reimbursements is as follows:
- Submit an electronic reimbursement claim through the Ryerson University Financial Information System (RUFIS or Oracle).
- Follow the prompts within RUFIS to upload supporting documents that justify the expenses claimed.
Records retention requirement
While you are no longer required to submit paper receipts to Financial Services, you must retain the receipts for 90 days from the date your claim is submitted in RUFIS, in case they are required to complete your reimbursement request.
Receipts are to be destroyed once the 90-day retention period has passed. Destroying original documents is a regulatory requirement that ensures our imaged documents are accepted as originals.
What to expect once a reimbursement request is submitted
Once submitted, your reimbursement request will be sent via RUFIS to your approver who will also verify that:
- expenses are compliant with applicable university policies; and
- supporting documents justifying the expenses claimed are included in the reimbursement request.
As normal practice, once approved, RUFIS will route the request to Payment Services where expense claims and supporting documentation will be reviewed for compliance with Financial Services processes. In cases where additional supporting documents or further rationale to justify an expense are required, Payment Services will contact the original claimant.
Questions?
If you have any questions related to university financial systems, please contact the RUFIS Help Desk at fishelp@torontomu.ca.
For questions related to payables reviews or retaining receipts, please contact Mary Jane Pacheco, manager, payment services, at mpachec@torontomu.ca.