LiRN will cover the hotel and travel expenses for 1 person from each Association if travelling from outside Toronto (50 km radius).
- Please complete the 2025 LiRN Expense Form after the conference.
- New for 2025 – Reimbursements will be made via Electronic Funds Transfer (EFT). Cheques will no longer be issued. Please complete and return one of the following:
- 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 using EFT, include that with your form.
- If you purchased room service you may not have a receipt, so include information on what the purchase was and a declaration about any alcohol.
- 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.
Deadline for Expense Form completion is Nov. 25, 2025 (to have it completed for year-end).
Note:
- Transportation includes mileage, air / rail (including GO), parking, public transportation, TTC / taxi / rideshare. You can now swipe your credit or debit card at TTC stations. If you use your credit card on the TTC you will not get a receipt. In that case provide a written or typed note listing the travel details and amount(s). One way cash fare is $3.35 with a 2 hour transfer.
- You may claim up to $45. total for dinner on Wednesday with attached receipts (no Alcohol can be included). Breakfast, breaks and lunches are part of the conference schedule.
- If you attended the dinner on Thursday night (or did not RSVP on time) then you would not claim any meal charges for Thursday night. Refer to that information on the Conference website page.
- Itemized receipts must be attached. Food receipts must show the itemized food choices (i.e., do not submit the credit card receipt that only shows the total).
- Alcohol purchases as part of dinner are not reimbursable by LiRN.
- If your receipts total more than $45, you will only be reimbursed to a maximum of $45.
- Accommodation includes hotel costs for the individual participating in the conference if from outside the GTA. Hotel expenses are only reimbursed at the conference rate, so remember to book yours before the deadline.
- Expense form submission deadline is November 25, 2025. 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 cheque be made out 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.
• Don’t forget 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 expenses under the appropriate column. If you are summarizing more than
one expense on that line (e.g. dinner on both Wednesday and Thursday), include both dates.
Type of Expense and Total:
• This has already been filled out with the types of expenses.
• The rows for driving to and from the Conference include an automatic calculation. Add the
number of kilometers you drove under the appropriate column and the form will calculate the
total reimbursement.
• For the rest of the expenses, include the total expenses incurred for that type of expense,
including HST. For example, add the cost of Wednesday’s and Thursday’s dinner and include
the total in the Total column.
• If your dinner costs exceed $45, you should claim $45 in total.
• If your dinner included alcohol, you should subtract those costs.
• Receipts for food must show the itemized purchases. Do not submit the credit card receipt.
Total Claimed:
• The total claimed is an automatic calculation.
Date / Signature:
•All expense forms must be signed and dated.
Checkbox for Receipts:
• Receipts must be included for all expenses (except where no receipt is possible). Attendees
are not expected to include receipts for TTC fare or kilometrage; please include a written or
typed note listing the travel details and amount(s).
• Please check this box to indicate that you have included all of your receipts.
• Include Your Receipts!
• Please scan your receipts into PDF format and combine them with the expense form.