After many months of development, the Finance & Administration division is pleased to be able to present the College’s newly-revised business expense and reimbursement policy, effective February 5, 2026, replacing the former version of the policy. Throughout the development of this policy, several groups across campus have been consulted to ensure its feasibility and practicality, while also supporting the College’s goal of financial stability.

The policy outlines, in more detail, allowable versus unallowable expenses and gives more specific guidelines around how College funds should be utilized and stewarded. Additionally, the policy is more streamlined and structured with clearer documentation standards.

Business Expense Policy

Travel Expense Pre-Approval

Expense Policy Exception

Tips for Adopting the Newly-Revised Policy

  • Read the policy in its entirety, as there are several changes.
  • Plan expenses in advance. With new processes in place, exceptions or approvals may take longer than anticipated.
  • Guideline for where and how to make business purchases:
    • Preferred option - Purchase through a strategic supplier on CTW / One Source,
    • 2nd choice option - Use a P-Card in exceptional cases,
    • Last resort option - Purchase with personal funds and seek reimbursement;
  • While most travel requires a pre-approval through the indicated form, R.F. Johnson and Research Matters travel approvals follow a specific approval process through the Dean of Faculty office and, therefore, do not require the use of the published form.

Feel free to contact the following based on your need: