Expense Type to GL Account Mapping

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 CONCUR EXPENSE TYPE GL ACCOUNT USE CASE
01. Travel Expenses


Hotel 64600 Accommodation Enter the hotel expense for business travel.

Incidentals 64700 Other Travel Expenses Enter the amount of your receipt, or the per diem associated with the travel jurisdiction.
02. Transportation


Airfare 64100 Air Travel Enter the Airfare amount

Airline Fees 64100 Air Travel Enter any airline fees and surcharges, not including un-allowable expenses such as seat upgrades. Refer to the Travel policy for more guidelines.

Car Maintenance/Repairs 64800 Vehicle Repair and Maintenance Repair and maintenance for a Tides Canada owned vehicle asset. This is not to be used for personal vehicles, or rental cars.

Car Rental 64200 Ground Transport Enter the car rental amount used for business travel.

Fuel 64200 Ground Transport Enter the fuel expense associated with a Rental Car commission for business purposes. Fuel expenses should not be claimed when claiming a personnel mileage reimbursement.

Other Ground Transport 64200 Ground Transport Enter the amount calculated based on the rate of the jurisdiction in which you are travelling. This is only to be claimed if you are using a personal vehicle, not a rental car.

Parking 64200 Ground Transport Enter parking expense for a business event - parking for day-to-day work is not reimbursable.

Personal Car Mileage 64200 Ground Transport Enter the amount calculated based on the rate of the jurisdiction in which you are travelling. This is only to be claimed if you are using a personal vehicle, not a rental car.

Public Transport 64400 Public Transport Use for bus, skytrain, tram, etc. travel for business purposes. This should not be used for staff Transit Benefit reimbursement.

Taxi 64200 Ground Transport Enter the taxi expense, including an allowable tip, as per the travel policy.

Tolls/Road Charges 64200 Ground Transport Tolls and expenses incurred while travelling for business purposes.

Train 64200 Ground Transport Travel by train for business purposes.

Water Transport 64300 Water Transport Enter Water Taxi or Ferry transport expenses during business travel.
03. Meals


Breakfast 64100 Air Travel Enter the amount of your receipt.

Dinner 64500 Travel Meals Enter the amount of your receipt.

Lunch 64500 Travel Meals Enter the amount of your receipt.

Per Diem - Breakfast 64100 Air Travel Enter the amount of the per diem associated with the travel jurisdiction.

Per Diem - Dinner 64500 Travel Meals Enter the amount of the per diem associated with the travel jurisdiction.

Per Diem - Lunch 64500 Travel Meals Enter the amount of the per diem associated with the travel jurisdiction.
04. Relationship Management


Business Meals (Attendees) 66600 Relationship Development Enter the amount of your receipt for a meal with a contact, donor, client or grantee.

Entertainment - Clients 66600 Relationship Development Record the expense relating to activities or outings with clients, grantees, donors, or contacts.

Gifts - Clients 66600 Relationship Development Enter expense for Grantee Gifts.
05. Office Expenses


Courier/Shipping/Freight 63330 Postage and Courier Enter charges for courier services.

Employee OT / Extra Hours #N/A DO NOT ENTER IN CONCUR - CONTACT HR FOR PAYMENTS OF WAGES / OT. 

Office Supplies 63300 Office Supplies Enter expenses for supplies that are not considered computers, equipment, or software, such as pens, paper, toner, folders, etc.

Postage 63330 Postage and Courier Enter expense for items sent via regular mail, for courier or freight service, use "Courier / Shipping / Freight"

Printing/Photocopying/Stationery 63320 Photocopying|Printing Enter expenses relating to printing and photocopying in-house, or the ordering of printer materials, such as envelopes and stationary, from a third party.
06. Communications


Conference Calls 63280 Conference Calls Enter the expense of conference calls used for business purposes.

Internet/Online Fees 63270 Telephone,  Fax, and Internet Enter the expense of reimbursable internet connection for regular business (if approved) or when travelling.

Marketing/Promotional Costs 66400 Marketing and Promotion Enter expenses relating to marketing materials, communications, or promotions.
06. Communications Ctd.


Meetings 63290 Meetings Enter expenses associated with setting up, managing, or organizing meetings for business purposes - this could include room rental, AV rental or technician, etc.

Mobile/Cellular Phone 63270 Telephone,  Fax, and Internet Enter reimbursable portion of mobile phone invoice for regular use (as approved) or when travelling for business purposes.

Newspapers/Magazines/Books 63340 Subscriptions Enter expenses related to Newspaper, Magazine, or other publication, subscriptions that are used for business purposes.

Telephone/Fax 63270 Telephone,  Fax, and Internet Enter expenses related to non-mobile phone, such as long-distance calling while on a business trip, or an approved office landline.

Website Design|Host|Maintain 66700 Website Design|Host|Maintain Non-capitalized expenses relating to the design, hosting, and ongoing maintenance of company websites.
07. Events & Programming


Catering - Events and Programming 68200 Events and Programming - Meals Enter the catering / meals amount for a Tides Canada-run event or meeting.

Materials - Events and Programming 68100 Events and Programming - Materials Enter expenses incurred for Materials required for running Events or Programming. E.g. Agendas, itineraries, signage, etc.

Other - Events and Programming 68500 Events and Programming - Other Other expenses relating to hosting and managing a Tides Canada event.

Travel - Events and Programming 68400 Events and Programming - Travel Enter the amount of reimbursable expenses for participants of a Tides Canada (internally hosted) event.

Venues - Events and Programming 68300 Events and Programming - Venues Enter Venue rental costs for a Tides Canada-run event.
08. Staffing and PD


Consultants 62500 Consultants Enter expenses paid to a third-party who is performing work that it outside of day-to-day activities and would not be regularly performed by a TCF internal employee.

Contractors and Temporary Staff 61500 Contractors and Temporary Staff Enter amounts paid to contractor (third parties performing work generally performed by an internal employee) or temporary / backfill employees.

Entertainment - Staff 63310 Employee Engagement Expense Record the expense related to outings or activities for staff.

Gifts - Staff 63310 Employee Engagement Expense Gifts purchased by HR for staff in celebration of a going away, retirement, baby, or other special occasion.

Honorariums 62300 Honorariums For use when small, cash, honorariums have been paid at an event - in all cases a signed receipt of honorarium should be attached and signed by the recipient.

HR Recruitment 62130 HR Recruitment Enter expenses related to recruiting and hiring new employees.

Seminar/Course fees 61330 Professional Development Course fees for Staff PD reimbursement.

Staff Awards/Incentives 63310 Employee Engagement Expense Enter the expense for treats, gatherings, or outings for staff.

Transit Benefit 61220 Transit Benefit Enter the reimbursable staff Transit Benefit that is considered a taxable benefit. This should not be used for business travel.

Tuition/Training Reimbursement 61330 Professional Development Reimbursement of allowable staff PD for tuition or job training.
09. Other


Computer 63240 Computer Purchase of non-capitalized computer equipment, such as laptops, PCs, monitors, and accessories.

Computer software 63260 Computer Software and Licensing Enter purchased, or licensed, software programs for computers, such as Adobe, Office, Visio, etc.

Employer Incentives 69200 Employer Incentives For Storefront (P048) reporting use only.

Equipment 63250 Equipment Office Equipment such as printers, scanners, adding machines, etc.

Organizational Conferences 66100 Organizational Conferences Enter the cost of attendance for an Organizational Conference on behalf, or as a representative of, Tides Canada. E.g. CEGN attendance fees.

Organizational Memberships 66200 Organizational Memberships Enter the cost of membership in an Organization for Tides Canada - e.g. Annual membership fee for Arctic Funders Collaborative

Personal Employment Supports 69100 Personal Employment Supports For Storefront (P048) reporting use only.

Petty Cash Short (Over) 65200 Petty Cash Short (Over) Used to identify a variance when completing the Petty cash reconciliation for the month,

Professional Subscriptions/Dues 63340 Subscriptions Used for reimbursable Professional Dues, such as PMI memberships, or organizational HR memberships.

Rented Facilities 63100 Rented Facilities Used for the reimbursement of rentals of desks or work-space that is one-time or short term, and should not be used for any rentals requiring a lease.

Repair and Maintenance 63220 Repair and Maintenance Enter the expense related to the maintenance or repair of assets or equipment not covered by the building manager.

Utilities 63210 Utilities Payment of utilities, not including phone or internet, such as Hydro, electric, or water expenses for an office.