Expense Backup Documents
When submitting for reimbursements related to research, you may need to provide additional backup documents, as required by your granting agency’s audit compliance committee. Check which documents are needed for your submission by referring to the quick reference section on this page.
Be sure to review the eligibility of specific expenses within your grant details.
Back-up documents
Some backup documents you’ll be asked to provide are templated forms. Here, you’ll find the supplemental forms to support research claims:
The (PDF file) Declaration of Receipt Form is submitted by principal investigators or their authorized delegates who have distributed cash honoraria or gift certificates to research participants. To support the rationalization for distributing compensation, you’ll need to provide:
- date(s) of participation
The (PDF file) Supplemental Receipt Form is used when original receipts have been misplaced. It is signed by the researcher or their delegate and requires the one-up approver where applicable. Up to five receipts can be listed on the same form.
Quick reference guide
To determine the documents and approvals you’ll need to gather, start by clicking the type of request you’d like to submit.
What you’ll need to submit:
- Cheque Requisition Form
- approval from the principal investigator
- approval from your one-up approver
If applicable, include:
- research abstract
What you’ll need to submit:
- Cheque Requisition Form
- approval from the principal investigator
If applicable, include:
- research sub-grant agreement
What you’ll need to submit:
- a request in the expense claims and reimbursement system (iExpense)
- approval from the principal investigator
- approval from your one-up approver
If applicable, include:
- original invoices or receipts
- proof of payment
- research abstract
- (PDF file) Declaration of Receipt Form each research participant
- Approval from the principal investigator should also appear on this form
What you’ll need to submit:
- Cheque Requisition Form
- approval from the principal investigator
If applicable, include:
- original invoices or receipts
- proof of payment
- research abstract
- (PDF file) Declaration of Receipt Form from each research participant
- Approval from the principal investigator should also appear on this form
What you’ll need to submit:
- a request in the expense claims and reimbursement system (iExpense)
- approval from the principal investigator
- approval from your one-up approver
If applicable, include:
- original invoices or receipts
- proof of payment
What you’ll need to submit:
- Cheque Requisition Form
- approval from the principal investigator
If applicable, include:
- original invoices or receipts
- proof of payment
What you’ll need to submit:
- approval from the principal investigator
- approval from your one-up approver
If applicable, include:
- copy of approved Research Travel Authorization Form
- conference agenda
- original invoices or receipts
What you’ll need to submit:
- approval from the principal investigator on your TMU Purchasing Card statement
If applicable, include:
- copy of approved Research Travel Authorization Form
- conference agenda
- original invoices or receipts
What you’ll need to submit:
- approval from the principal investigator
If applicable, include:
- quotes, contracts or agreements
- original invoices or receipts
What you’ll need to submit:
- Travel Advance Form
- approval from the principal investigator
- approval from your one-up approver
If applicable, include:
- copy of approved Research Travel Authorization Form
- conference agenda
- original invoices or receipts
What you’ll need to submit:
- Cheque Requisition Form
- approval from the principal investigator
If applicable, include:
- copy of approved Research Travel Authorization Form
- conference agenda
- original invoices or receipts
What you’ll need to submit:
- approval from the principal investigator
- approval from your one-up approver
If applicable, include:
- copy of approved Research Travel Authorization Form
- conference agenda
- original invoices or receipts
- proof of payment
- boarding pass for air or train travel
For more on supporting documentation for travel expenses, visit the Travel and subsistence section of the Eligible Research Expenses page.
What you’ll need to submit:
- Cheque Requisition Form
- approval from the principal investigator
If applicable, include:
- copy of approved Research Travel Authorization Form
- conference agenda
- original invoices or receipts
- proof of payment
- boarding pass for air or train travel
For more on supporting documentation for travel expenses, visit the Travel and subsistence section of the Eligible Research Expenses page.