Accountable Advance Guidelines
Synopsis from the University of Toronto’s published procedures (Guide to Financial Management) at:
http://www.finance.utoronto.ca/gtfm/travel/aadvance.htm
Usage of advance funds:
 For travel-related costs where cash is the only means of payment and in rare situations for non-travel expenditures.
 If the amount required is greater than or equal to $10,000, a detailed budget is required.
 RESTRICTIONS
 NOT for prepaid travel arrangements: where an expense claim should be completed instead.
 NOT for the purchase of equipment and supplies in excess of $5,000, where an on-line purchase order is required.
 NOT for Conference Fees, where payment is made and then an expense reimbursement is submitted.
 NOT for payments to individuals; payroll payments are processed by Human Resources.
 NOT for any other purpose than those stated on the request.
 NOT for accommodation where credit card payments are possible.
 If specified travel is cancelled, the funds must be returned: NOT used for other expenses.
Timing information:
 Checks are issued no earlier than 3 weeks prior to the trip.
 Central Financial Services, St. George Campus prepares a check run once weekly on Wednesdays.
 Requests should reach UTSC Financial Services one week prior to the weekly check run to allow both for
mailing of the original request to Central St. George Financial Services, and for mailing of the check from
the St. George campus.
 SETTLING – submitting receipts for expenses paid with the advance funds:
An accountable advance should be settled as soon as possible, with a maximum delay of three working
weeks following completion of travel or other activity for which the expenses were incurred. As well, if
the purpose of the accountable advance (i.e. travel) is significantly delayed (i.e. by three weeks or
more), the accountable advance should be returned to the University.
Stipulations:

Per Diem: Daily Meal Allowance

Breakfast
$11.00
$15.00
Lunch
$17.00
$22.50
Dinner
$27.00
$37.50
Total per day
$55.00
$75.00
If meals are claimed as part of another (expense) reimbursement request (e.g. hotel, conference), meal
allowance is not permitted.
If claimant stays with a friend or relative during the period of travel, U of T will reimburse a maximum of
$30.00 per night, providing that there is verifiable contact information on a receipt signed by the recipient.

Within Canada
Outside Canada
INELIGIBLE TRAVEL EXPENSES
 Parking and other traffic fines while using a personal or rented automobile.
 Personal travel insurance.
 Service charges on personal credit cards and late payment charges on both personal credit cards and the
University travel cards.
 Excess baggage charges
I have understood and retained a copy of the guidelines above for my personal reference.
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Name (PRINT)
Updated: August 27, 2010
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Signature
Date