Submitting Expenses

Project employees are responsible for uploading, coding, and authorizing all expenses in Concur. Project employees incur the expenses; therefore, they are the most knowledgeable about allocating and approving those costs.

The Project Director must approve all employee expenses. A member of the Steering Committee must approve the Project Director's expenses. 

A person approving an expense claim cannot be related to the individual who submitted the claim. Such circumstances create a situation where an individual could unduly benefit or assert inappropriate influence. This is also in contravention of MakeWay’s Conflict of Interest Policy. Accounts Payable is not able to accept expense claims that have been approved by a person related to the claimant.

The payment of an expense may be delayed if it is not supported by the correct documentation. Hints about correct documentation:

Expense Type 

Acceptable Receipt 

Unacceptable Receipt 

Travel 

  • Invoice and ticket stub  

  • Credit card or debit card receipt alone  

  • Boarding Pass only  

  • Itinerary only  

Hotel 

  • Invoice/Statement of Account  

  • Hotel stubs with no reference to details and amounts  

  • Credit card or debit card receipt only  

Supplies and Meals 

  • Receipt or invoice indicating what was purchased and how much GST/HST was paid, except where per diems are used 

  • Credit card or debit card receipt only  

Projects do not need to submit original paper (hard copy) expense receipts to MakeWay. Electronic (soft copy) expense receipts uploaded to Concur are sufficient for payment processing.

MakeWay is a fiscally conservative organization, which means Projects are not allowed to incur expenses if they do not have sufficient funds to pay for them.