Professional Expense Reimbursement

In order to load PER allocations a project must be set up for each eligible staff member. Once Research Accounting as set up the projects, HR then loads the employee's allocations to each project. If the project has not been set up the client will get this message. If this is the case, email hracadem@ucalgary.ca for an update on project set-up.

No, you can carry forward unspent PER balances from one academic year to the next, but cannot use PER funds to reimburse an expense that occurred in a previous year. Eligible expenditures must be made and reimbursed in the same academic year.

Yes, provided you have a current Canadian bank account and an email address on file at the University of Calgary.  Exception: qualifying Academics in Qatar (see top of page for more details).

Yes, you can grant access to someone else to view and submit PER expenses on your behalf in the Finance PeopleSoft System. The PER Handbook provides the steps on how to grant access to someone else.

In general once the claim has been approved clients should receive payment within three to five business days.

All expenses, documentation requirements, especially for travel, must comply with the Travel and Expense Handbook Guidelines. Please see “What are examples of eligible expenses?” and refer to the Professional Expense Reimbursement (PER) Handbook

• Books, textbooks and manuscripts

• Subscriptions

• Office equipment to assist with professional duties

• Computers and instruments (examples: iPad, laptops, tablets, Apple Watch, Kindle etc.)

• Internet and phone charges (receipts must be in Academic Staff Member’s name and must show a payment)

• Materials or supplies relating to professional duties, including software. Please note however, that software purchases on managed devices must follow IT protocol.

• Mandatory fees related to professional duties (e.g. police checks)

• Fees for professional training courses

• Travel or local expenses related to meetings or research activities not covered by normal travel grants in accordance with the University travel policy (e.g. Internet on flights), but no travel advances will be issued out of Professional Expense Funds

• Membership dues in professional associations or learned societies (but not the University of Collective Agreement: Schedule B, Article 7)

• Unspent PER from one contract can be carried forward to any Sessional appointment in the same academic year.

• Unspent PER from the current academic year may be carried forward into the next academic year if the Sessional Appointee receives a subsequent appointment in that year Calgary Campus Recreation dues or those of other health / recreation facilities)

• Business meeting expenses Note: Business meeting expenses including the purchase of food must include an agenda as well as a list of attendees (See Appendix A: Quick Reference Guide for Meals, Hospitality and Travel Expenses in the Travel and Expense Handbook Guide for more details)

Expenditures must relate to the Academic Staff Member’s present responsibilities for teaching, research, professional or general University duties. Please refer to the Professional Expense Reimbursement (PER) Handbook.

• Gifts of any kind (examples: gift cards, flowers, household items, clothing, etc.)

• Items not supported by a valid proof of payment

• Items previously reimbursed by the University

• Services provided to the Academic Staff Member by a third party (e.g. editing, writing, marking, etc.)

• Items or services provided to or for people, employees, or students of the University

• University parking fees

• Parking any of the University of Calgary campuses (Foothills, Downtown, Main Campus, etc.)

• Alcohol

• Immigration fees and/or citizenship costs, including vehicle and license registration

• Food and beverages not directly associated with a professional seminar, training program or meeting or the travel associated with such events (celebratory events may be reimbursed under a department or faculty policy)

• Interest or other finance or administrative charges associated with a purchase

• Fees for training courses of a general interest or non-professional nature

• University of Calgary Campus Recreation dues or other health / recreation facilities.

• Payment to / payment for hiring any individual (example: students, spouses, dependents, honorarium, etc.)

• Subject Fees-For description of subject fees refer to Travel and Expense Handbook section 9.3

Please refer to the Professional Expense Reimbursement (PER) Handbook

Expenditures must be in the name of the claimant. Therefore, invoices or receipts where the billing name does not match will be denied.

• Scanned copy of itemized receipt or invoice uploaded. 

• Academic Staff Member’s scanned copy of cancelled cheque and copy of related invoice if available. 

• Credit card statements will be accepted as proof of payment where the goods or services were purchased via the internet or phone and no original paid invoice was issued by the supplier. 

• The credit card statement along with documentation from the supplier verifying the items ordered and the costs, for example, a copy of the internet order, dues assessment notice, priced packing slip that accompanied the shipment. 

• Debit/Credit card receipts by themselves will not be reimbursed. They must be accompanied by an itemized cash register receipt or paid invoice. 

• In the event that evidence of payment is not available for expenses over $100 CAD, reimbursement will not be authorized. For expenses $100 CAD or less refer to the Travel and Expense Handbook, section 1.3.