Travel Expense Management System

Overview

Project Sponsor: Vice-President (Finance and Administration)

Part A: Travel Expense Policy and Procedures Review 

As part Policy Review Plan, research conducted by Memorial’s Policy Office showed that comparator and U15 universities typically employ one or two travel expense policies, whereas Memorial currently holds nine:  

  1. Graduate Student Field Trips 
  2. Travel – General   
  3. Travel - Familiarization Visit   
  4. Travel - Guest Lecturers and Other Official Visitors   
  5. Travel - Pre-Employment Interview   
  6. Travel - Relocation and Removal   
  7. Relocation Guidelines - Postdoctoral Fellows   
  8. Travel – Regents Policy   
  9. Travel (Chancellor)   

The review also includes 13 related procedures and the Schedule for Reimbursable Expenses. Forms will also be updated as part of the travel expense management system implementation. Hosting and Travel Outside of Canada policies are not being reviewed as part of this project but are in review through the Policy Review Plan.  

Part B: Travel Expense Management System Sourcing and Implementation 

Memorial University currently processes approximately 750 expense claims per month using a manual, paper-based / fillable PDF system, which is approved through various email correspondence. This approach is inefficient, error-prone, and a source of significant dissatisfaction among claimants within the institution and employees who process such claims. Key challenges with the current system include: 

  • High administrative burden on processors and travelers. 
  • Delays in reimbursements. 
  • Limited policy enforcement and audit controls. 
  • Inconsistent user experience across departments. 
  • Limited visibility into travel spending. 
  • Lacking modernization and technological advancement. 

Why This is Important

Policy and procedure revisions will be updated to establish consistent principles governing university-related travel, ensuring accountability, fiscal responsibility, safety, and compliance with funding and legal requirements, which is in alignment with Auditor General recommendations. 

Further, updated policies and procedures along with the implementation of travel expense management technology solution will help: 

  • alleviate administrative burden on processors, authorizers and travellers;  
  • expedite reimbursements through accelerated approvals;
  • reduce errors through receipt capture and real-time policy compliance checks; and 
  • provide more visibility into travel spending to further optimize travel and expense claims processes, drive new opportunities, mitigate risks and measure success. 

Updates

Policy Review 

  • The draft Travel Expense Management Policy and related draft procedures are on the agenda for the Oct. 1 meeting of the Board of Regents. 
  • The Travel Expense Management Policy Working Group reviewed consultation feedback and revised drafts through summer 2026.   
  • Posted draft policy and procedures to the Policy Office website for Memorial community consultation as per the Policy Framework Process in June 2026
  • Reviewed and revised draft travel expense management policy and procedures with Travel Expense Management Policy Working Group through spring 2026.
  • Held early consultation meetings through winter 2026. 
  • Formed a travel expense management policy working group in January 2026. 
  • Reviewed and revised draft travel expense management policy and procedures with the Travel Expense Management Policy Working Group.

System Sourcing and Implementation

  • Project initiation is underway and targeted consultation in support of system design is expected to begin in October 2026.
  • In August 2026, RFP-016-26 was awarded to Emburse Inc.
  • RFP-016-26 submissions were evaluated through spring/summer 2026
  • RFP-016-26 was posted in April 2026. 
  • Request for Proposals RFP-016-26 for a travel expense management system was developed through winter 2026.