Submitting An Expense Claim

Ensure your banking information is setup in Quest before submitting an expense claim.

If your parent is the claimant, they can only receive a cheque reimbursement.  Alternately you can claim reimbursement for a payment your parent made if your parent sends an email or letter stating that you are their child, and they accept that you will be reimbursed for their expense.

Expense claim form:

https://uwaterloo.ca/finance/sites/default/files/uploads/documents/Expense Claim Form 2022.xlsx

1. Payee is: Click checkbox next to Student
   1. If your parent is the claimant click checkbox next to visitor

1. Claimant Name: Enter name of the person who paid – either your name (or your parent)
2. Employee/Student Number: Enter your student #
   1. Claim # autogenerates from the date prepared + your student #
3. Department: Enter Engineering – SDC
4. Date Prepared: Prefills with today’s date.
   1. To backdate; enter “- #days” in the formula bar. Ex: =Today()-5 to backdate 5 days
   2. Do NOT enter a date, this will affect the claim #
5. Mailing Address: Enter your mailing address, to match your account information in Quest

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1. Destination / Reason for request: field must include team name brief description of purchase.
   1. if using WEEF, also add the full WEEF proposal #, including the line #/description.
   2. Refer to this doc for WEEF proposal #: https://docs.google.com/spreadsheets/d/1V4yUz8EjZCB78KKeBZ5JefzUg3Ql7SdXDFFWxUmVhuE/edit?gid=1505469714#gid=1505469714

• Ex. W21-284-Electrical Components, or S22-561-5

1. Travel Advance Request box – leave blank if not requesting a travel advance.
   1. See Completing Travel Advance request below.

Expense lines:

1. Date: Enter date of the invoice/receipt.