Project employees may be required to incur expenses on behalf of the Project. In these cases, employees are entitled to receive reimbursement for their expenses. To claim a reimbursement, the employee must upload electronic copies of all receipts to Concur.

If employees frequently incur expenses on behalf of the Project, the Project Director should contact the Support Team to inquire about getting a MakeWay credit card. 

Business-related use of a personal vehicle is reimbursable by claiming mileage. The CRA posts the maximum allowable mileage rate. Some funders may establish their own guidelines on allowable rates. For both employees and contractors, mileage reimbursements are non-taxable provided they relate to reasonable business use of one’s personal vehicle.

Use the Mileage Log Claim Form to request mileage reimbursements. The information on this form (date, starting and ending location, kilometers, and business purpose) is required to demonstrate that the mileage reimbursement is non-taxable.  The form lists the maximum allowable mileage rate per the CRA. For claims more than the CRA allowed maximum,  contact the Project's Finance Specialist for a revised form (this requires the approval of the Project Director). 

For people who regularly submit mileage claims, MakeWay recommends they keep a written odometer record in their vehicle to support the distance claimed for each individual trip as an assurance in case of audit. Submission of this record with the claim form is recommended but optional. Business use of personal vehicles is an area of particular scrutiny by the CRA as it is commonly abused. It is therefore important to keep good records to support the non-taxable nature of mileage expense reimbursements.  

Kilometers in excess of 5,000 per year per person are reimbursed at a slightly lower maximum rate in accordance with CRA regulations. When completing the mileage claim form, add the previous total mileage claimed in the calendar year at the bottom of the form.