LiRN will cover the expenses of 1 person from each association:
~LiRN will cover the hotel and travel expenses if travelling from outside a 50 km radius.
~Or, LiRN will cover the mileage expenses for 1 person who is within the 50 km radius and not staying at the hotel.
- Please complete the 2026 form after the conference. (2026 Form Pending):
- Reimbursements are only made via Electronic Funds Transfer (EFT). Cheques will no longer be issued. On the form you can indicate whether we already have your EFT on file. If not, complete and include one of the following with your expense report as a separate PDF:
- Individual Bank Information Form (for reimbursement directly to you), or the
- Corporate Bank Information Form (for reimbursement to your association).
- Please scan and attach all your receipts with your completed expense form into 1 combined PDF for reimbursement. This makes it very efficient for us to approve and submit so that you get your reimbursement quickly. If submitting an EFT form, include that as a separate document.
- Deadline for Expense Form completion is November 23, 2026 (to have it completed for year-end).
Policies:
- Claiming mileage: LiRN uses the LSO reimbursement rate for 2026 of .64/km.
- Other transportation: When making your air or train reservation use your best judgement in choosing the type of fare (i.e. while LiRN cannot reimburse for first class, if you need to pay a little extra to reserve a seat so that you have enough leg room, that is reasonable). Save boarding passes to include with your receipts.
- Wednesday dinner: You may claim up to $45. total for dinner on Wednesday with an itemized receipt showing the food purchased and the credit card receipt showing tip (if any). Alcohol is not reimbursed and should be deducted from the receipt.
- Thursday dinner: If you attended the vendor-sponsored dinner on Thursday night (or did not RSVP on time) then you would not claim any meal charges for Thursday night.
- Accommodation includes hotel costs for the individual participating in the conference if from outside the GTA (more than 50 km). Hotel expenses are only reimbursed at the conference rate of $279/night before taxes, so remember to reserve your hotel room before the deadline.
- Questions? Email Susan at [email protected].
How do I fill out the Expense Form?
Attendee, Association, and Payee Information:
At the top of the form, include:
• Your Name
• Your Association’s name
• Payee – i.e. who should the EFT payment be made to? In some cases, the staff member pays out of pocket, in which case they are reimbursed directly. In other cases, the association pays up front and LiRN reimburses the organization.
• Answer the question about the EFT form.
The body of the form includes rows for you to summarize your expenses.
Date of Expense: Add the date of the expense in the appropriate column. If the expense spans more than one day then type in October 21, 2026.
Driving to/from the conference: Provide the total number of kilometers for each trip. NEW this year: include a screenshot from Google maps with the to/from addresses and the total kilometers. The rows for driving to and from the Conference include an automatic calculation.
Air or train travel: Include boarding passes.
Hotel and Parking: If there were personal charges on your hotel receipt, deduct those (along with any percentage of the taxes) and claim the total amount. NEW this year: You do not need to separate out the parking charges. If you accidently charged room service to your hotel room for either the Wednesday or Thursday night dinner, you will need to provide a letter that includes:
- Your name and association
- Itemized list of the food ordered, including alcohol if any and the charges (you can contact the hotel for this information)
- If alcohol was not included, a declaration stating this
- Total amount you are claiming for reimbursement
- Your signature and date
Wednesday night dinner:
- Provide total, including taxes and tip.
- If alcohol was included on the receipt, delete that expense as LiRN does not reimburse alcohol.
- Provide the itemized receipt showing which food was purchased, and the credit card receipt that shows the amount of the tip. The credit card receipt alone is not sufficient.
- If your dinner costs (minus alcohol) exceeds $45, you should claim $45 in total.
Thursday night dinner: You can claim another $45.00 reimbursement for your dinner Thursday night only if you indicated on the dinner RSVP form that you were not planning to come. Otherwise your meal was already paid for at the restaurant and LiRN will not be reimbursing you for any other meals on Thursday evening.
Taxi/Rideshare/TTC: Claim total amount for this area. You do not need a receipt for TTC. Claim $3.35 per trip ($2.30 for those over 65 if you used your PRESTO card).
Total Claimed: The total claimed is an automatic calculation that the form will make for you.
Date / Signature: All expense forms must be signed and dated.
Checkbox for Receipts:
• Receipts must be included for all expenses except TTC.
• Please check this box to indicate that you have included all of your receipts.
• Please scan your receipts into PDF format and combine them with the expense form in one document.
How to combine and merge your files into one PDF: Open Acrobat to combine files: Open the Tools tab and select “Combine files.” Add files: Click “Add Files” and select the files you want to include in your PDF. You can merge PDFs or a mix of PDF documents and other files, like jpegs.