How to Submit Sessional Lecturers Professional Development Reimbursement (PDR) Using the Expense Claim System (ECS) Last Updated: November 2017

Table of Contents Professional Development Reimbursement (PDR) ............................. 2 CUPE 3913 Unit 2 Sessional Instructors ....................................................................................... 2

Expense Claim System (ECS) ............................................................... 2

Instructions ............................................................................................. 3 Log onto ECS ..................................................................................................................................... 3 Add a New Claim ............................................................................................................................... 3 Entering a New Claim ....................................................................................................................... 4 1. Expense Input Receipts – NOT Previously Claimed .......................................................... 5 2. Expense Input Receipts – Previously Claimed ..................................................................... 6 DO NOT Enter Coding ................................................................................................................... 7 Print PDR Claim ................................................................................................................................ 7 Submit PDR ........................................................................................................................................ 8 Reimbursement .................................................................................................................................. 8

Professional Development Reimbursement (PDR) CUPE 3913 Unit 2 Sessional Instructors OnanannualbasiscommencinginSeptemberofeachyear,theUniversitywillmakeavailableaprofessionaldevelopmentfundof$35,000.ThepurposeofthisfundistooffsetcoststotheSessionalLecturertoparticipateinacademicconferences/seminarsortopurchasematerialsinsupportoftheirprofessional/academicdevelopment.ASessionalLecturerisentitledtosuchreimbursementtoamaximumof$400oncepersemesterandsubjecttotheavailabilityoffunds(totalreimbursementforallBargainingUnitmemberscannotexceedtheamountavailableperyear).Inaddition,anyremainingfundsmaybetransferredfromoneyeartothenext.Reimbursementtotheallowablemaximumismadeuponreceiptoforiginalreceiptsdetailingexpenses.PleaserefertoAppendixCoftheUnit2CollectiveAgreement.Formoreinformationvisit:http://www.uoguelph.ca/vpacademic/facultyrelations/sessional-reimbursement.php.

Expense Claim System (ECS) AllPDRclaimsaresubmittedelectronicallythroughtheExpenseClaimSystem(ECS).TheECSisthesamesystemusedforTravel&ExpenseClaims.CompletetheECStutorialtounderstandthebasicsofthesystem.However,submittingaPDRhasadifferentprocessthansubmittingaTravel&ExpenseClaim.Pleasefollowthefollowinginstructions:

Instructions Log into ECS LogintotheECShereusingyourcentralloginaccount.Clickonto‘Claims’onthetopright-handcorner.

Add a New PDR Claim Clickon‘AddNewExpenseClaim’.

Entering a New PDR Claim Pleasefillouttheblankshighlightedinblueaccordingtobelow:

• Contact:Yourname.• ContactPhone#:Yourphoneextensionorcellphone.• ExpensesStart:Startdateofyourexpenseaccordingtoyourreceipts.• ExpensesEnd:Enddateofyourexpenseaccordingtoyourreceipts.(Forexample:Ifclaiming

computer/suppliesexpense,thenthestartandenddatewouldbethesame.Ifclaimingexpenseforaconference,thestartdatewouldbethepurchasedateofconferenceandtheenddatewouldbethelastdayoftravel.)

• Destination:Locationofyourexpense.(OnlycompleteifyourPDRinvolvedtravel.)• Purpose/Notes:Type‘CUPE3913Unit2–PDRfor[semester]’andanexplanationofwhatthePDR

wasfor,providingdetails.IncludetheCollegeandAcademicUnit(s)inwhichyouteach.(Forexample:PurchasenewlaptopforaDEcourseyouareteaching;orConferenceinTorontowhichincludestransportationandaccommodations.)

• Supervisor/Chair:NameofyourSupervisor/Chair.(TheywillbesigningyourPDRforsubmission.)• Supervisor/ChairTitle:TitleofyourSupervisor/Chair.• Dean/Director:NameofyourDean/Director.(TheydonothavetosignyourPDRforsubmission,unless

youdonothaveaSupervisor/Chair.)• Dean/DirectorTitle:TitleofyourDean/Director.

Oncecomplete,click‘Save’.

CUPE3913Unit2–PDRforFall2017

1. Expense Input Receipts – NOT Previously Claimed IfapreviousclaimhasbeensubmittedandarecarryingforwardfromyourPDRlastsemester,pleasefollow‘2.ExpenseInputReceipts–PreviouslyClaimed’sectionbelow.

See‘ExpenseInput’sectionbelowtheformyoujustcompleted.Enterallreceiptsaccordingtobelow:

• Receipt#:Eachreceiptisenteredseparatelyandnumberedaccordingly.• ReceiptDate:Dateofpurchase.• Expense/AutoTripDescription:Abriefdescriptionofwhatthereceiptisfor.(Forexample:Laptop,

laptopcase,andcharger;orhotelaccommodations;ortransportationtoToronto)• ExpenseCategoryObject:Selecttheappropriatecategoryorclick‘Other’.• AutoKM:CompleteonlyifmileagewasinvolvedforyourPDR.• LocationTax:Whattaxwaschargedonthepurchasedependingonthelocationofpurchase.Ifyour

PDRinvolvesairfare,click‘LocationTax’inredabovethefield.• PreviousPaidReference/PreviousPaid:Leaveblank.• CanadianAmount:EntertheamountonthereceiptifitisinCanadianDollars(CAD).• Currency/ExchangeRate/ForeignAmount:OnlycompleteifthepurchasewasnotinCAD.For

instructionstocompletethesefields,pleasewatchtheECStutorial.

Continuecompletingthefieldsforallsubsequentreceipts.Ifneeded,addmorerowsbyclicking‘Save’atthebottomof‘ExpenseInput’.

2. Expense Input Receipts – Previously Claimed IfthisisanewPDRclaim,pleasefollowthe‘1.ExpenseInputReceipts–NOTPreviouslyClaimed’sectionabove.ThisstepisonlynecessaryifthePDRclaimisacarryforwardfromaprevioussemester.

See‘ExpenseInput’sectionbelowtheformyoujustcompleted.Enterallreceiptsaccordingtobelow:

• Receipt#:Eachreceiptisenteredseparatelyandnumberedaccordingly.• ReceiptDate:Dateofpurchase.• Expense/AutoTripDescription:Abriefdescriptionofwhatthereceiptisfor.(Forexample:Laptop,

laptopcase,andcharger;orhotelaccommodations;ortransportationtoToronto)• ExpenseCategoryObject:Selecttheappropriatecategoryorclick‘Other’.• AutoKM:CompleteonlyifmileagewasinvolvedforyourPDR.• LocationTax:Whattaxwaschargedonthepurchasedependingonthelocationofpurchase.Ifyour

PDRinvolvesairfare,click‘LocationTax’inredabovethefield.• PreviousPaidReference:Enterthereference#fromthepreviousPDRsubmission.(Itisa5-digit

numberlocatedonthefirstpageoftheprintedPDRform;alternatively,checkyourhistoryofclaimsinECS.AcopyofyourpreviousPDRclaimisrequiredforsubmission.)

• PreviousPaid:Checkthebox.• CanadianAmount:EnterthefullamountonthereceiptifitisinCanadianDollars(CAD).• Currency/ExchangeRate/ForeignAmount:OnlycompleteifthepurchasewasnotinCAD.For

instructionstocompletethesefields,pleasewatchtheECStutorial.

Continuecompletingthefieldsforallsubsequentreceipts.Ifneeded,addmorerowsbyclicking‘Save’atthebottomof‘ExpenseInput’.

DO NOT Enter Coding Thereisnoneedtoentercoding.

Print the PDR Claim Clickon‘PDFExpenseClaimReport’.ThePDFfilewilldownloadtoyourcomputerandwilldisplay‘Unvalidated’acrossthepage.PrintthePDFandyouwillhavetosignunder‘Claimant’.

Submit the PDR Claim SubmittheclaimtoyourdepartmentadministratorforSupervisor/Chair/Dean/Directorapproval.Thedepartmentadministratorwillsubmitthe‘unvalidated’formstoFacultyandAcademicStaffRelations(FASR),UCLevel4intheExecutiveSuite,onyourbehalf.

IfsubmittinganewPDRclaim,besuretoincludeallyouroriginalreceipts.Keepacopyofyoursubmissionandreceipts;especiallyifanotherPDRsubmissionisrequiredforasubsequentsemester.

IfsubmittingapreviouslyclaimedPDR,besuretoincludeacopyofyourprevioussubmissionandreceipts.

Reimbursement IfthePDRclaimisapproved,reimbursementswillbeprocessedthroughdirectdeposit.Ifyoudonothavedirectdeposit,chequeswillbemailedtoyourmaindepartment.