Financial Documents

All CNS members organizing events and participating in activities requiring reimbursements are highly encouraged to read the POLICY ON TRAVEL and OTHER EXPENSES (Revision 14, September 13, 2019).

Expense claims will be submitted using the expense report Excel file, a copy of which can be downloaded using the following link: CNS Expense Report – July 26, 2022

Assuming you have read through the policy document and determined that your expenses are eligible for reimbursement by the CNS, then the following are the steps involved in submitting your reimbursement and receiving payment:

5.1: Expense Report Approval Process:

5.1.1: Conference/Course Related Expenses:

  1. Fill out the expense report (see Appendix 2 in the Policy document for guidance). Print (or print to PDF) the report and sign it.
  2. Send the following electronically in a single email:
    • Excel Expense report
    • Signed (.PDF/.JPG/etc.) expense report
    • Scanned (.PDF/.JPG/etc.) receipts to provide the basis of the claim
  3. Include the following addressee’s in the email:
  4. The Conference/Course Treasurer will approve/reject expenses.  Rejected expenses will be returned to the claimant.  Approved expense reports will be forwarded to the Program Chair for final approval.  The Conference/Course Treasurer will forward the approved report (including all attachments) to the following individuals:
  5. Upon approval, the approval email, indicated a request for payment will be sent by the Program Chair to the following:
    • The Claimant.
    • The Conference/Course Treasurer
    • The CNS Accountant (amanda@blosser.ca)
    • The CNS Treasurer (treasurer@cns-snc.ca)
    • The CNS office (cns_office@cns-snc.ca)

5.1.2: Non Conference/Course Related Expenses:

  1. Fill out the expense report (see Appendix 2 in the Policy document for guidance). Print (or print to PDF) the report and sign it.
  2. Send the following electronically in a single email:
    • Excel Expense report
    • Signed (.PDF/.JPG/etc.) expense report
    • Scanned (.PDF/.JPG/etc.) receipts to provide the basis of the claim
  3. Include the following addressee’s in the email:
    • The approval authority, who is the associated Division/Committee/Branch Chair or CNS Executive associated with the expenses (if unknown or unsure send to the CNS Treasurer – treasurer@cns-snc.ca).
    • The CNS office (cns_office@cns-snc.ca)
  4. The approval authority will approve/reject expenses.  Rejected expenses will be returned to the claimant.  Approved expense reports will be forwarded to the CNS Treasurer for final approval, or to the CNS President in the event that the CNS Treasurer is the account holder.  CNS Treasurer/President will forward the approved report (including all attachments) to the following individuals:
  5. Upon approval, the approval email, indicated a request for payment will be sent by the CNS Treasurer/President to the following:
    • The Claimant.
    • The approval authority (first approver)
    • The CNS Accountant (amanda@blosser.ca)
    • The CNS office (cns_office@cns-snc.ca)