Expense reimbursement
If you spend money on behalf of the University, you have 12 months from the purchase date to submit a claim for reimbursement.
This applies to UQ staff, contractors, students and volunteers.
You can only claim money spent on official UQ purposes. If you are a student, contractor or volunteer, talk to a UQ staff member first.
Making an expense claim
The process to claim depends on whether you have a staff login.
You will need supporting documentation.
Staff (including paid HDR students)
All staff and paid HDR student claims must be submitted using ExpenseMe Pro.
Learn more about ExpenseMe Pro
Non-staff (including all other students, contractors and volunteers)
The form used to make a claim depends on whether you spent the money in Australia or overseas.
To make a claim for an expense incurred:
- In Australia – use the Non-staff domestic expense reimbursement form (PDF, 517.96 KB)
- Optional when claiming multiple expenses – Domestic receipts summary (XLSX, 31.77 KB)
- Optional when claiming multiple expenses – Domestic receipts summary (XLSX, 31.77 KB)
- Outside Australia – use the Non-staff overseas expense reimbursement form (PDF, 502.38 KB)
- Optional when claiming multiple expenses – International receipts summary (XLSX, 32.01 KB).
If you are outside Australia, you must provide a complete physical address – not a post office box or mailing centre address.
Return the form to your UQ contact, who will send the form to the relevant Finance Professional Services team (staff login required).
What happens next
Your claim will be checked, and if everything is correct, payment will be made into your nominated bank account – usually within a week.
What you can claim
Travel expenses
You have 12 months from your travel return date to make a claim.
Staff and HDR students can claim a travel allowance.
Non-staff can claim actual travel expenses.
We will not usually reimburse claims that exceed the amount of travel allowance that would have been paid. In extenuating circumstances, if you are claiming more than the amount of a travel allowance, you must provide:
- supporting documentation
- a statement explaining why the costs incurred were higher.
For more information, see:
Hospitality (food and drink)
Hospitality costs, such as food or drinks for business lunches, award nights or field trips can be claimed.
See the Hospitality Procedures for further information.
Fuel and kilometres (mileage)
If you're a staff member using a private vehicle for business travel you can claim a kilometre reimbursement (previously referred to as a mileage claim) through MyAurion.
Staff members can't claim reimbursement for fuel purchases for a private vehicle.
Non-staff can claim reimbursement for fuel purchases.
Contact askhr@uq.edu.au if you have questions about fuel and kilometre claims.
Foreign currency purchases
When travelling overseas, you must document the exchange rate on the day of purchase. You can document the exchange rate using:
- a receipt for the exchange of AUD for foreign currency – subsequent purchases can then be calculated at this rate
- a bank statement identifying the exchange rate per transaction
- a foreign exchange rate as provided by the Australian Taxation Office (ATO) for the respective country and date.
Contact
Email expenses@uq.edu.au for assistance.