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Guidelines for Expenses

Issued: June 30, 2010
Revised: February 1, 2017
Updated by: Finance


University of Waterloo (UW) Policy 31, Travel (the Policy) provides the principles and framework for travel and travel related expenses. The Guidelines for Expenses (the Guidelines) are an integral part of the Policy and provide procedural information.  The Guidelines apply to all persons travelling on behalf of the University or in connection with funds administered by the University.  Such persons include faculty, staff, students and visitors. 

Please note that this guidance can be referenced by corollary for non-travel expenses as well.

Policy 31 references and additional information

The references throughout the Guidelines relate to Policy 31, Travel.

The Claimant is defined as one of the following:

  • A traveler who incurs out-of-pocket expenses on his/her own behalf.
  • One member of a group travelling together who incurs out-of-pocket expenses on behalf of the group.
  • An individual incurring non-travel related out-of-pocket business expenses on behalf of the University and claiming for reimbursement.