Expenses in Canada

Conditions, reimbursements, per diems, and more.

Updated on November 15th, 2022

Please reference our Canada Expense Policy for more details. 

 

What can or cannot be expensed? 

Your supported employees in Canada may be required to incur different types of expenses/disbursements to perform necessary job duties (e.g., materials purchase, travel expenses, local meals, taxis, etc.). Velocity Global will reimburse your supported employees for their approved expenses on your behalf if the following conditions are met:

  • The expense must be incurred wholly, exclusively, and necessarily in the performance of a supported employee’s duties
  • All expenses must demonstrate that the expenditure has been incurred for professional purposes
  • The expense, whatever its amount is, must be duly supported with evidence

Gift cards, gym memberships, and medical/wellness expenses will be considered taxable expenses.

Your supported employees can also request professional or educational reimbursements. The amount can range between CA$500 and CA$1,000 but may sometimes be higher depending on the course. Employers typically will not pay until their employee has successfully completed their course and/or receives a C+ grade. 

Please note that employers typically reimburse employees that earn professional designations required by the employer, like a CPA or HRPA.

How are expenses reimbursed?

Velocity Global uses a cloud-based expense platform to simplify the expense-reporting process. We will reimburse expenses via direct deposit to your supported employee’s bank account (no cash or checks) if the following conditions are met:

  • The supported employee’s supervisor has approved the expenses
  • The expense claims are submitted within 45 days of when the supported employee originally incurred the expense 
  • The expense must be incurred wholly, exclusively, and necessarily in the performance of the supported employee’s duties
  • All expenses must demonstrate that the expenditure has been incurred for professional purposes
  • The expense, whatever its amount is, must be duly supported with evidence

Can supported employees avoid paying out of pocket and waiting for expense reimbursements?

Unfortunately, no. We can only reimburse an expense once your supported employee submits it in our cloud-based expense platform and provides the supporting documentation.

How do expenses need to be documented in Canada?

Expense claims must include a scanned version of the original invoice, receipt, or travel ticket. Credit card and debit receipts should be accompanied by an itemized statement showing full details of amounts and any Goods and Services Tax (GST), Harmonized Sales Tax (HST), or Provincial Sales Tax (PST). Each receipt or invoice must also include:

  • The date of the purchase
  • The name and address of the seller or supplier
  • The name and address of the purchaser (in the case of an invoice or ticket)
  • The full description of the goods or services
  • The vendor’s business number if they are a GST/HST registrant

If an invoice does not contain any of the above items, you or your supported employee should contact the issuer to make the appropriate updates.

Can Velocity Global help us provide per diems instead of expenses? 

Unfortunately, we do not cover per diems under our Canadian expense reimbursement policy.