COVID-19 Expense Reimbursement Fund (PDAD&C #12)

From: Kelly Hannah-Moffat, Vice-President, People Strategy, Equity, and Culture
Heather Boon, Vice-Provost, Faculty & Academic Life
Date: August 12, 2021
Re: COVID-19 Expense Reimbursement Fund (the “CERF”) (PDAD&C #12)

Following the University’s agreement with UTFA on a COVID-19 specific Letter of Understanding, we are announcing the establishment of the COVID-19 Expense Reimbursement Fund (the “CERF”) to reimburse faculty members and librarians for expenses incurred by them related to the performance of undergraduate and graduate teaching and, in the case of librarians, professional practice remotely due to the COVID-19 pandemic.

Note: Instructions for processing CERF claims for reimbursement are being developed and a communication from Financial Services will follow later in the Fall with details. Faculty members and librarians will also receive detailed instructions about the process for submitting claims for reimbursement.

COVID-19 Expense Reimbursement Fund (CERF)

Throughout the pandemic, we have advised that expense claims for furniture or other items such as keyboards, monitors, and wrist rests are reimbursable via the faculty member or librarian’s PERA account for reasonable out of pocket expenses related directly to University business activity and the faculty member or librarian’s position at the University of Toronto.

Now, on an exceptional and one-time only basis, the University has established a fund to reimburse faculty members and librarians for expenses incurred by them related to the performance of University of Toronto undergraduate and graduate teaching and, in the case of librarians, professional practice remotely due to the COVID-19 pandemic including but not limited to office furniture, microphones, cameras, ring lights, and computers.

All faculty members and librarians are eligible to claim reimbursement from the CERF for eligible expenses actually incurred between March 1, 2020 and December 31, 2021, up to a maximum amount of $750 in total per faculty member or librarian inclusive of tax. Permissible expenses must be in accordance with the University of Toronto’s “Guide to Financial Management” for faculty and librarians and any relevant provisions of the Income Tax Act and regulations or directives related thereto.

Goods reimbursed under the CERF are the property of the University.

Please note: Faculty members and librarians who elected to participate in the Special Retirement Program or were on LTD or unpaid leave throughout this period (March 1, 2020 and December 31, 2021) are not eligible.

Reimbursement Process

Faculty members and librarians will submit eligible claims to their units for reimbursement under the CERF, which shall include proof satisfactory to the University that the expenses were incurred by them during the relevant period, i.e., March 1, 2020 to December 31, 2021.

Claims for reimbursement may be submitted up to March 31, 2022.

Further details about the process for submitting claims for reimbursement will be communicated to faculty members and librarians in the coming weeks.