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Financial Administration

We support all financial administration related to SRC activities, helping researchers maintain control over project expenses and monitor funding allocations.

Our Research Accounts Support Officer (RASO), assists researchers in managing the financial aspects of their projects effectively. Specifically, we can support requests related to:

  • account balances
  • expense eligibility inquiries
  • travel and research expense reimbursement
  • contract processing and payment for research assistants and research staff
  • vendor payments
  • other research finance related question 

Expense Reimbursements & Paying Vendors

Most financial administration occurs through TMU’s Financial Information System (FIS). To get started on the system, please see the requirements for Requesting System Access. 

If you require assistance with system access or login support, contact rufishelp@torontomu.ca.

Launch Financial Information System (FIS)

Non-Travel Expenses

  1. Login to FIS
  2. Click “Create Expense Report”
    1. Change the approver to “Saatjian, Nirva”
    2. Update the cost centre according to the cost centre to be charged
      1. Not sure about the cost centre? Contact The Creative School RASO
    3. Select “Reimbursement” in the Expense Template field
  3. Click “Next”
  4. Enter the details of your expenses for reimbursement
  5. Click “Next”
  6. Review and update the cost centre information for each entry (the other fields can be left blank)
    1. For several lines you can “Select All” and click “Update Allocations”
    2. Internal grant cost centers that start with a “3” require the Employee/Course Field to be completed
  7. Click “Add” at the top in the Attachments field
  8. Attach all receipts 
    1. If you are missing receipts: complete the  (PDF file) Supplemental Receipt Form, including a signature from the department head
  9. Click “Submit”, which will generate a barcode
  10. Click “Email Receipts” link under the barcode, which will automatically compose an email
  11. Click “Send”

  1. Complete the  (PDF file) Travel Expense Form
  2. Login to FIS
  3. Click “Create Expense Report”
    1. Change the approver to “Saatjian, Nirva”
      1. Not sure about the cost centre? Contact The Creative School RASO
    2. Update the cost centre according to the cost centre to be charged
    3. Select “Detailed Travel Exp” in the Expense Template field
  4. Click “Next”
  5. Enter the details of your expenses
    1. All food-related expenses must be entered in the “Per Diem” tab of this section, not the default “receipt-based expenses” tab
    2. All mileage expense must be entered in the “mileage” tab of this section, not the default “receipt-based expenses” tab
    3. If the receipt is in another currency: select “show receipt currency” at the bottom of the page. This will add a field to indicate receipt currency and exchange rate, and then it will calculate the cost in CAD automatically. The exchange rate entered must be the rate at the time of purchase. 
  6. Click “Next”
  7. Review and update the cost centre information for each entry (the other fields can be left blank)
    1. For several lines you can “Select All” and click “Update Allocations”
    2. Internal grant cost centers that start with a “3” require the Employee/Course Field to be completed
  8. Click “Add” at the top in the Attachments field
  9. Attach all receipts 
    1. If you are missing receipts: complete the  (PDF file) Supplemental Receipt Form
  10. Attach the completed Travel Expense Authorization Form and supporting documentation (registration confirmation, conference program, etc…)
  11. Click “Submit”, which will generate a barcode
  12. Click “Email Receipts” link under the barcode, which will automatically compose an email
  13. Click “Send”

*If you are clearing travel expenses, ensure you have completed the  (PDF file) Travel Expense Form to be submitted with your expense report.

  1. Login to FIS
  2. Click “Create Expense Report”
    1. Change the approver to “Saatjian, Nirva”
    2. Update the cost centre according to the cost centre to be charged
      1. Not sure about the cost centre? Contact The Creative School RASO
    3. Select “Scotia-Travel Clearing” or “Scotia- Clearing” in the Expense Template field, depending on the expenses
  3. Click “Next”
  4. Select the expenses you would like to clear
  5. Click “Next”
  6. Review and update the cost centre information for each entry (the other fields can be left blank)
    1. For several lines you can “Select All” and click “Update Allocations”
    2. Internal grant cost centers that start with a “3” require the Employee/Course Field to be completed
  7. Click “Add” at the top in the Attachments field
  8. Attach all receipts
    1. If you are clearing travel expenses: attach the completed Travel Expense Authorization Form and supporting documentation (registration confirmation, conference program, etc…)
    2. If you are missing receipts: complete the  (PDF file) Supplemental Receipt Form, including a signature from the department head
  9. Click “Submit”, which will generate a barcode
  10. Click “Email Receipts” link under the barcode, which will automatically compose an email
  11. Click “Send”

Invoices under $5000

If the invoice is for Professional Services:

  1. Complete the  (PDF file) Services Agreement Form with the appropriate details
  2. Share with the service provider, to be kept on file by the researcher
  3. Confirm with vendor if they have previously invoiced TMU
    1. If they have not previously invoiced TMU, share the Vendor Application Form (external link)  (to be completed prior to invoice submission)
  4. Send invoice to The Creative School Raso (Nirva Saatjian, nirva.saatjian@torontomu.ca)

If the cost of services will exceed $5000, contact The Creative School RASO prior to confirming an agreement.

If the invoice is not for Professional Services

  1. Confirm with vendor if they have previously invoiced TMU
    1. If they have not previously invoiced TMU, share the Vendor Application Form (external link)  (to be completed prior to invoice submission)
  2. Send invoice to The Creative School Raso (Nirva Saatjian, nirva.saatjian@torontomu.ca)
    1. Include details related to payment, such as the preferred cost centre for payment