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Accounts Payable Deadlines:  Employee Reimbursement Reminder

Posted on: Dec 16, 2022

December and Holiday Schedule

Please refer to the schedule below for the upcoming Employee Reimbursement submission and pay dates.   If your complete and fully approved expense claim is received in the Chrome River Accounts Payable Approval queue by the deadlines listed below it will be paid on the Payroll Pay Date as noted.

Accounts Payable Deadline                                                         Payroll Pay Date

Monday, November 14, 2022                                                      December 2, 2022     Deadline has past

Monday, November 28, 2022                                                      December 16, 2022   Deadline has past

Monday, December 12, 2022                                                       December 30, 2022   Deadline has past

Thursday, December 22, 2022                                                     January 13, 2023

Reimbursement Claim Guidelines:

  • All Expense Claims must include both the purchase details (receipt/invoice showing what was purchased) and proof of payment (support showing the expense was paid and how it was paid including the last four digits of a card number e.g. Visa XXXX). If the proof of payment is not clearly indicated or incomplete on the receipt or invoice then additional support of a credit card or bank statement is required.    

Reference:  Expenditure Procedure

  • All receipts must be listed individually. Do not combine receipts and enter as one total.  Also, do not split 1 receipt into 2 Expenses items.  Chrome River allows you to split the coding on one receipt to multiple general ledger accounts and departments.   Chrome River also allows you to claim multiple receipts on one claim providing they are all the same claim type.    
  • If the expense is Hospitality related you must include the names of gift recipients or those in attendance at the hosted event. 

Reference: Gift and Hospitality Expenditure Procedure

  • If your receipt includes personal items you must clearly identify on the receipt what items are for CUE business. The total you claim for reimbursement must prorate all fees, taxes, shipping and tip for the CUE business portion only.  
  • All employee reimbursements must be submitted via Chrome River. Employees should allow sufficient time for approval routing and follow up with approvers to ensure that the Accounts Payable Deadlines above are met.
  • Expense Claims that are incomplete or incorrect will be returned to the Claimant and will result in delayed processing.

For assistance please email: accountspayable@concordia.ab.ca