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 |
|---|---|
| Expense Codes | These expense codes are used to categorize your reimbursement. Please refer to #3 below. |
| COVID-19 Related Expense Codes | These expense codes are used to categorize your COVID-19 Expenses |
| Research Supplement Guide | This document will help you understand what necessary "back-up" is required for your reimbursement. |
| Expense Policy | Please review the policies that pertain to your reimbursement. You must be in line with the policy to be eligible for a reimbursement. |
| Signing Authority | Please review the policies that pertain to signing authority authorization and limits. |
| Credit Card Statement | Statements 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 Sheet | Effective 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). |
| Petty Cash Form | Fill in this form if you are being reimbursed under $100.00 and submit to the cash office, 1st Floor, Queen Entrance of St. Michael's Hospital. |
| 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. |
| Wire Payment Transfer | If your payee would like to receive a WIRE transfer, please complete, print and attach to your requisition form. |
| 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 Form – For Multiple Participants | Due 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 | |
| Recurring Payment Form | Research staff may use this form for payments that are recurring each month or year. Most commonly used for contracts or commitment payments. |
| Internal Transfer Form | Research 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 Form | Unity 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. |
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