1. Requests for such reimbursement must be made within 15 months of the expenditure; OR

2. In cases where the faculty member or librarian is on an approved leave or has exceptional circumstances meriting an extension of the deadline, requests for reimbursement must be made within 18 months of the expenditure.

Requests for reimbursement from externally funded grant monies are subject to the deadlines set by the granting agency and, where such deadlines require shorter timelines for reimbursement requests than those set out above, the deadlines set by the granting agency take precedent. In particular, the deadlines set out above are not intended to replace deadlines set by the granting agency pertaining to the conclusion of the grant.

Expense Reimbursement Deadlines

6 May 09 – YUFA and the Employer have reached a settlement with respect to expense reimbursement deadlines.

To that end, effective 1 May 2009, the following deadlines will apply to requests for reimbursement of expenditures from Professional Expense Reimbursement (PER) monies and monies from externally funded grants:

1. Requests for such reimbursement must be made within 15 months of the expenditure; OR

2. In cases where the faculty member or librarian is on an approved leave or has exceptional circumstances meriting an extension of the deadline, requests for reimbursement must be made within 18 months of the expenditure

Requests for reimbursement from externally funded grant monies are subject to the deadlines set by the granting agency and, where such deadlines require shorter timelines for reimbursement requests than those set out above, the deadlines set by the granting agency take precedent. In particular, the deadlines set out above are not intended to replace deadlines set by the granting agency pertaining to the conclusion of the grant.

Faculty members and librarians will be provided a one-time opportunity to resubmit requests for reimbursement previously denied for not having been made within six months of the expenditure(s). Such requests must be resubmitted to Research Accounting as soon as possible but no later than 1 September 2009.

Expense Reimbursement Claims

11 Dec 08 – Many members have contacted YUFA regarding an invitation they have received from the Office of the Comptroller to attend an Educational / Information Session on Expense Claim Reimbursements.

During this educational / information session, YUFA understands members have been informed that receipts for expenditures less than two years will be paid until May 2009; after May 2009 receipts older than six months will not be paid.

Last September members were advised that the proposed timeline was a change in practice under Article 17 of the Collective Agreement and that YUFA believes the limit to be unreasonable. Discussions between YUFA and the Employer failed to reach an agreement on a reasonable timeline and YUFA filed a policy grievance with respect to the proposed timelines. YUFA is consulting with legal counsel regarding next steps and ask members continue to forward your concerns to yufa@yorku.ca with respect to these proposed timelines. YUFA will provide members with additional information as it becomes available.