How to complete an expense report and direct deposit form

This Support Portal article is designed to help you understand how to complete your employee expense claims and direct deposit form. The direct deposit form only needs to be completed and submitted once and will remain on file, unless you need to update your banking information.

Before you begin

Please make sure you have all your corresponding receipts for your employee expense claim. Each line item on your expense report needs to have a corresponding receipt, except for kilometers and per diem meals
Claiming Mileage
- Staff are asked to book the CVA vehicles for work travel, wherever possible.
- In cases when staff need to drive their personal vehicles, they will be reimbursed for travel expenses based on the number of kilometers traveled and a rate of 54.96 cents
- Kilometers traveled are calculated using your home campus or location as your base (not your personal home).
Per diem meals
- Sask DLC reimburses staff based on a daily allowance for meals (Breakfast $16.00, Lunch $23.00, Dinner $31.00).
- If you are claiming a full day (breakfast, lunch and dinner) of per diem, you may select the $70.00 in column L, rather than filling in each meal expense line.
- Receipts for actual costs of meals do not need to be submitted as a flat rate reimbursement is provided.
- The meal rates include reimbursement for GST and gratuities.
- Employees are not permitted to claim meal per diems when food has been provided as part of the event or meeting you attended.

Filling out the Employee Expense Report

Please ensure you fill out all parts of the Employee Expense Form available here.

Print Name: indicate your first name and last name
Print Address: indicate your full home mailing address (city, province and postal must be included as well)
Date Field (column A): this date must be the same date that the expense incurred and must match your receipt date
Columns B and C are to fill in the time you left and arrived back for any travel. For non-travel related expenses, these columns can be left blanks.
Columns D and E indicate the cost line these expenses should be charged to. If you are unsure, please talk to your supervisor.
Description of (Column G): indicate your expense type
1. If you travel in your own vehicle, indicate the reason for the expense and include the start and end addresses (i.e.: Staff Meeting, Kenaston (408 5 Ave Kenaston SK S0G 2N0) to Saskatoon High School Campus (331 1 Ave N Saskatoon SK S7K 2X5)
2. If you travel to multiple locations in a day, please create a separate line item for each “trip”. For example, you will need three separate line items if you travel from Kenaston to the Saskatoon High School Campus, the Saskatoon High School Campus to a restaurant for lunch then the restaurant to Kenaston all on the same day.
# of Kilometers: Use Google Maps to determine total kilometers (i.e.: Kenaston Campus to Saskatoon High School Campus is 80.50 kilometers)
Cost of Kilometers: this field should auto-populate but if it doesn’t, multiply the number of kilometers by .5496
Other (Column M) is for any other non-mileage or meal per diem related costs such as parking, purchasing items, hotel bills, etc. that have not been charged to a PCard. Receipts are required for these expenses. The amount to enter is the total less the GST.
GST (Column N) is for the GST amount to be entered from the purchase that was made. As an example, if parking was purchased for $10.50, and of that total amount, $0.50 was for GST, then .50 will be entered in column N and 10.00 will be entered in column M.
Total Cost (Column O): This field should auto-populate
Submitted By: Type your name
Date: the date you completed your expense report
Approved by: your supervisor needs to complete this field
Date: your supervisor will indicate the date they approved your expense report
Completed and approved expense reports can be submitted to corpfinance@saskDLC.ca once the employee's supervisor has approved and dated the report. Please note that all expense forms are required to be submitted within the fiscal year they were incurred and ahead of the fiscal-year end deadline. Employees must submit approved expense forms with supporting documents within 90 days after trip completion or expense date, whichever is later.

How to complete the direct deposit payment request form

The Direct Deposit Form only needs to be completed once (to go along with your first employee expense form). Completed direct deposit forms can be sent to corpfinance@saskDLC.ca. Please note this direct deposit form is different from the one you completed for payroll.

Full name: indicate your last name, first name
Mailing address: indicate your full home mailing address and postal code
Email address: indicate your personal email address
Section 1:
- Signer’s Name: indicate your first and last name
- Title: indicate your Sask DLC title
- Authorizing Signature: employee signature
- Telephone Number: employee telephone number
Section 2:

Please only do A OR B, not a combination of both

A) Attach a copy of a personal cheque with the word VOID written across it. Please make sure your name and address is on the cheque. All banking apps allow customers to access a VOID cheque for free.

B) The employee's financial institution must provide the employee's Branch, Institution, and Account number and must sign and stamp the direct deposit form. The name and address of the financial institution must also be indicated.