Non-Employee Reimbursement (NER)
Embedded Files
Step-by-Step Guide to Creating a Non-Employee Reimbursement Expense Claim
Step 1 - Download Form
Download the Non-Employee Reimbursement (Fillable PDF) under Accounts Payable from the University of Alberta's Forms Cabinet webpage.
Step 2 - Open Form for Editing
Open the downloaded PDF in Adobe Acrobat in order to fill it out.
Step 3 - Fill out the Form:
The following fields must be filled out if applicable:
Currency of Payment
Select whether the currency being paid in is CAD, USD, or Other (Specify).
Non-Employee Information - Location of Mailing Address
Select the appropriate country (Canada, United States, or Other). This step will auto-populate the "Country" field below and change the available drop-down options in the "Province/State" field for Canadian and American addresses. For other countries, the country and the province/state must be manually entered into the relevant fields.
Fill out the rest of the Non-Employee Information fields:
Relationship
ID# if applicable
Claimant Name
Suite/Apt # if applicable
Street Address
City
Province/State
Country if not auto-populated
Postal/Zip
Email
Details of Business Activity
Select the Business Purpose from the drop-down menu only.
Fill in the rest of the Details of Business Activity fields:
Event/Travel Dates if applicable
Supporting Details
Select whether the expenses are from Research/Specially Restricted Funds.
If NO, do not fill out the Project/Grant ID and Claimant's Affiliation with the Project fields.
If YES, fill out the Project/Grant ID and Claimant's Affiliation with the Project fields with the relevant information.
Expenses
Fill out the Expense columns for the claimed expenses, keeping in mind the following notes:
Select Account - Expense Type from the drop-down menu only.
Ensure that expenses of the same type and SpeedCode are combined and entered on one line (e.g., all registration expenses should be added together and recorded on the same line).
Convert all amounts to the currency selected in the Currency of Payment field above.
Only fill out the GST amount if GST is included in the receipt for the expense.
The Net Amt column and the Total Payable fields should auto-populate based on the amounts inputted above. If they are not being auto-populated, you are filling out the form incorrectly.
Approvals
Fill out the applicable fields for Prepared By.
Fill out the applicable fields for Claimant.
Claimant approval can be given either by filling in the Digital Signature field or attaching an email with stated approval of the expense claim.
Step 4 - Attach Files/Supporting Documentation
All expenses (with some exceptions) must be supported by a detailed receipt. Details regarding exactly which supporting documentation is required for each kind of expense can be viewed on the University of Alberta's Travel Processes & Expense Procedure Appendix A: Schedule of Allowable Travel Expenses and Expense Reimbursement Procedure documents.
In the left navigation pane in Adobe Acrobat, click on the paperclip icon (Attachments: View file attachments)
Click the paperclip with a plus symbol icon (Add a new attachment) to add the relevant supporting documentation.
Step 5 - Form Submission
Save the filled out form, and ensure that the QR code on the second page is still present, especially when sending the form to Finance. There have been incidents where the QR code disappears when downloading/editing the forms.
Email the filled out form with attachments to Pediatrics Finance for review.
Operating - pfinance@ualberta.ca
Research - pfnrsch@ualberta.ca
Education - pedsfin@ualberta.ca
Note: All tri-agency reimbursements will also be reviewed by the Chair as required by tri-agency guidelines.
Once Finance has received and reviewed the form, it will be signed off and approved and subsequently submitted to Shared Services for processing.
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