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Professional Expense Reimbursement (PER) – Overview & FAQ

Submitted by 21232f297a57a5a... on Fri, 06/27/2014 - 10:31am

The Professional Expense Reimbursement (PER) program is designed to enable Academic staff to access, in a tax efficient manner, funding for expenditures that support them in successfully performing their professional duties.

Each academic year (July 1 – June 30) eligible academic staff are given a PER allocation that provides funding for expenditures that relate to their teaching, research, professional and/or general University duties.

PER Resources

For more information and a list of eligible and ineligible expenses for the PER Program, please refer to the following:

PER Allocation Schedule

Academic Staff Group

Session 

Date allocations are loaded 

 Sessional Academics     Fall  Mid October
 Winter  Mid February
 Spring  End of May
 Summer  End of July
 Regular Academics  Academic Year (July 1 - June 30)  Mid - late September

Purchases made after July 1 can be submitted for reimbursement even if new PER allocations have not been added to your account.

Eligible Amounts

Academic staff members – Initial Term, Contingent Term and Limited Term (full-time)
a maximum of $1,500 for each academic year (July 1 – June 30)

Term Certain (Sessional)
$150 per half course equivalent of duties, to a maximum of $1,500 for each academic year (July 1 – June 30)

How to access your PER account

Log on to myUofC
Navigate to My work> Finance & Supply Chain > PER Statement

How to submit a PER expense claims

Log on to myUofC
Navigate to My work> Finance & Supply Chain > Create Expense Report

Frequently Asked Questions

Who is eligible for the program and how much are they allocated?

Academic staff members – Initial Term, Contingent Term and Limited Term (full-time) Amount of Eligibility: To a maximum of *$1,500 for each academic year (July 1 – June 30)

Academic Sessional Instructor Amount of Eligibility: $150 per half course equivalent of duties, to a maximum of $1,500 for each academic year (July 1 – June 30)

*PER allocations are prorated based on FTE and/or start date after July 1

What type of expenses can I use my PER allocation for?

The PER Handbook outlines the policies and administrative procedures related to the Professional Expense Reimbursement program, including eligible and ineligible expenses.

How do I see my PER Balance?

Your PER Statement contains your up-to-date PER Balance and can be accessed through the myUofC portal. The path to view your PER statement is outlined below:

Login to myUofC
Click: Finance and Supply Chain Management > Employee Self Service > Professional Expenses > PER Statement

I just started, why can't I or when will I see my PER Balance?

PER allocations are made sometime after an employee has started, so new employees may not see their balance immediately. Refer to the chart below for allocation dates by academic staff type.

Academic Staff Group

Session

Date allocations are loaded

Sessional Academics  

Fall

Mid October

Winter

Mid February

Spring

End of May

Summer

End of July

Regular Academics

Academic Year (July 1 - June 30)

Mid - late September

Purchases made after July 1 can be submitted for reimbursement even if new PER allocations have not been added to your account.

When should I submit a claim?

Academic staff members – Initial Term, Contingent Term and Limited Term (full-time)

Claims may be submitted at any time during the academic year but staff are encouraged to submit claims as the expenses are incurred. This will ensure claims are received and eligible for reimbursement during the allowable claiming period. All claims for expenditures made within the current Academic year must be submitted and received in Human Resources no later than August 31 (two months following the end of the academic year).

Academic Sessional Instructors

Claims can be submitted at any time during the contract period, but all claims must be submitted no later than 2 months after their contract end-date.

How do I submit a claim?

Claims are submitted in the Finance PeopleSoft System.

I try to create PER expense claim and when I select PER I get an error message?

In order to load PER allocations a project must be set up for each eligible staff member. Once Research Accounting as set up the projects, HR then loads the employee's allocations to each project. If the project has not been set up the client will get this message.

Error Message

If this is the case please email hracadem@ucalgary.ca for an update on project set-up.

I have an expense from the previous academic year. Can I be reimbursed for that expense using funds from this year’s allocation?

No, you can carry forward unspent PER balances from one academic year to the next, but cannot use PER funds to reimburse an expense that occurred in a previous year. Eligible Expenditures must be made and reimbursed in the same academic year.

Can you deposit the reimbursements directly to my bank account?

Yes, provided you have a current Canadian bank account and an e-mail address on file at the University of Calgary.

Can someone submit a claim on my behalf?

Yes, you can grant access to someone else to view and submit PER expenses on your behalf in the Finance PeopleSoft System. The PER Handbook provides the steps on how to grant access to someone else.

I submitted my claim when do I get reimbursed?

In general once the claim has been approved clients should receive payment within 3-5 business days.

I purchased an eligible expense on my Travel & Expense card how do I charge that to my PER?

When you submit the expense report and your receipts for all purchases you simply select T&E card, rather than Employee Paid Expense under payment type.

Please note PCard purchases are not eligible for reimbursement under PER

I want to buy something at the book store or the micro store using my PER?

Professional Expense Reimbursement (PER) account holders are able to purchase items from the Bookstore and/or the Micro Store and charge these expenses directly to their PER account. There is no requirement to submit an expense claim.

  • Minimum requirement of $150.00 per purchase.
  • The Bookstore and Micro Store require a signed copy of your PER Statement indicating that you have enough funds in your PER account to cover the cost of your purchase.
  • Please indicate at the bottom of your PER Statement that you do not have any outstanding PER claims that would draw down the balance indicated.
  • All purchases must fall within the PER regulations. Please refer to the PER Handbook for allowable expenses as well as procedures.

For all other inquiries, please contact the Integrated Service Centre (ISC) at 403-220-5932 or hr@ucalgary.ca