Staff Services / Research Finance / Submit a Reimbursement Request

Submit a Reimbursement Request

All reimbursements related to research must be submitted to the Office of Research Administration, Research Finance.

The information below will assist you in submitting a reimbursement for a research purchase you have made. Please kindly follow the instructions below using the research expense policy, research supplement and the expense code to guide you. The necessary (1) documentation and (2) signatures are required to avoid any delay with processing your payment.
Policies & Forms
Description
Common Expense CodesThese expense codes are used to categorize your reimbursement.
Research Supplement GuideThis document will help you understand what necessary "back-up" is required for your reimbursement.
Expense PolicyPlease review the policies that pertain to your reimbursement. You must be in line with the policy to be eligible for a reimbursement.
Research Signing Authority
Please review policy on contractual signing authority and financial approval authority delegated to research staff and Principal Investigators.
Credit Card StatementStatements are required for payments made by credit card showing (1) first and last name of payee, (2) last four digits of credit card to match payment and (3) transaction line item.
*NEW* Travel & Expense Supplement - Payment Lead SheetEffective immediately, due to COVID-19 all Unity Health staff and vendors are required to submit a payment lead sheet when requesting payment.
Research Reimbursement Forms - Employees
Employee Reimbursement Requisition Form Effective June 1, 2020, all employee reimbursements with employee ID’s are to be prepared through the Expense Reporting Management System (ERMS).
Research Reimbursement Forms - Non-Employees
Payment Requisition Form Payment Lead Sheet - Fill this out if you are not an employee at Unity Health Toronto and would like a reimbursement.
Research Honorarium Forms
Honorarium Log Form – For Participant/ Patient Research staff must use this form if their participants/patients are provided a honorarium. This log can be used for single participants/patients. Must be attached to a requisition.
Honorarium Log for Multiple ParticipantsDue to confidentiality of PHI, we are asking that all staff only use the single participant/patient log, We will no longer be providing access to the multiple participant honorarium log form.
Gift Cards & Reimbursements

Research staff may use this form if their participants/patients are provided a gift card as honorarium
Other Forms
Internal Transfer FormResearch staff may use this form to transfer funds in-between companies. (Ex, 1 to 2, 2 to 1, 1 to 3, 3 to 1, 2 to 3 or 3 to 2)
*NEW* EFT Payment FormUnity Health Toronto now has the option of EFT payments instead of cheques or wire. If you're payee would prefer an EFT payment, please have them complete this form and attach to the requisition.

To process a reimbursement:

  1. Choose the appropriate requisition form
  2. Fill in your Name, Employee ID (if applicable), Address, Payment Amount and Payment Option
  3. Please provide your research activity information that the payment will be charged to:
    • Enter your Company (Co) which is one digit number (i.e. 2 for Research Activities)
    • Enter your Accounting Unit (AU) which is a two digit number (i.e. 61)
    • Enter your Account which is also referred to as the expense code a six digit number (i.e. 562407).
    • Enter your Activity which is a ten digit number (i.e. 00000-00000)
  4. Enter your amount, HST/GST and the total cost.
  5. Please state a reason for the reimbursement submission.
  6. If you are receiving an honorarium/stipend/service payment, please enter the Social Insurance Number of the recipient. (Especially if person is receiving more than $500 worth of payments)
  7. Once completed the form needs to be signed by the Activity’s Authorized Signing Authority.
    Note: Forms without wet ink signatures or signatures from incorrect delegates will not be processed.
  8. Please fill out the Internal Contact Information in case requisition needs follow up.
  9. Submit your completed form along with all of your original receipts (including itemized receipts and proof of payment receipts) to Research Finance