OAN Expense Claim Portal

Expense Claim Portal
This form is used to submit a claim for expenses related to an event or activity hosted by the Ontario AIDS Network (OAN), Women's HIV/AIDS Initiative (WHAI), Positive Leadership Development Institute (PLDI), Gay Men's Sexual Health Alliance and/or the African and Caribbean Council on HIV/AIDS in Ontario (ACCHO).

You will be asked to provide your contact details, information about the event, and details of the expenses you are claiming (such as travel, meals, or accommodation). You will also need to upload receipts or supporting documents.

If you have submitted a claim before, some sections may be skipped if your information has not changed.
About the event or activity:
Event or activity name:
Event or activity date:

MonthDayYear
2 digit month, 2 digit day, 4 digit yearDate
Your email address:
example@example.com
Which organization are you submitting this claim to?
Your name:

First NameLast Name

Payment (banking) information
Have you been reimbursed by us in the past year?
Has your banking information changed since then?

Banking Information
Financial Institution No:
Bank Branch No:
Deposit to Account No:
Telephone Number of the Financial Institution:
Please enter a valid phone number.Format: (000) 000-0000.
Name(s) of the account holder(s):

Claim Selection
What types of claims are you making?
Transport - Flights, Trains and Buses
Travel Details:
Total travel cost ($):
Upload travel receipts and/or supporting documents:

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Mileage
If renting a car, prior approval must be obtained.

Car travel reimbursement rates follow directives defined by the Government of Ontario are set at:
- 40 cents/km for southern Ontario.
- 41 cents/km for northern Ontario.
While you are not required to submit a receipt for a mileage claim, you must submit an image (screenshot) of the general route travelled on a map (Google, Apple, Waze etc.) that includes the distance.
Mileage details:
Total Mileage travelled (km):
Were you travelling in Northern or Southern Ontario?
Screenshot of the general route travelled, including the distance:

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Total Mileage Claim ($):
Accommodation
Accommodation Details:
Accommodation Total Claim (*):
Enter the Total Accommodation cost.
Accommodation Document Support/ Receipts

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Meals
Meal reimbursement follows the Government of Ontario directive and will be reimbursed up to the following guides and rates:
- Breakfast: $10.00
- Lunch: $12.50
- Dinner: $22.50
Original itemized receipts ONLY will be accepted in your claim - credit/debit transaction slips will not be accepted.
Meal Details:
Meals Total Claim ($)
Meals Support Document/ Receipt

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Childcare
You must get approval in advance to be reimbursed for childcare costs for each workshop or meeting.

We reimburse childcare at $10 per hour, up to a maximum of $75 per day, regardless of the number of children.

You may be eligible if you:
- have a child aged 15 or younger, or a child over 15 who requires additional care
- are claiming costs that are extra (above your usual childcare costs) and directly related to attending an OAN workshop or meeting
- are not claiming for childcare during your regular work hours or during normal school hours (exceptions may apply on holidays, vacation days, or school closure days)
- are not claiming for childcare provided by family members (such as a partner or relative)
- paid a childcare provider (someone who is not a family member) while attending the event
To receive reimbursement, you must submit your childcare expense form within 10 days of the event.
Total Childcare Claim ($):
This is the extra cost (above your usual childcare costs) that you are claiming from us.
Please upload the receipt from the childcare provider:

If you are unable to provide a receipt here, please reach out to your OAN contact.
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Other Claims
Other Claims total ($):
Other Claims details:
Other Claims Support Document/ Receipt:

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Total Claim Amount:
Budget Code (for internal office use only)
Signature
Should be Empty:

Expense Claim Portal

About the event or activity:

Payment (banking) information

Banking Information

Claim Selection

Transport - Flights, Trains and Buses

Mileage

Accommodation

Meals

Childcare

Other Claims