Process analysis showing the $$As Is$$ process map based on the information provided to you in Appendix A$.$ Students start the process by using a PDF fillable template for Faculty Expense Reimbursement Form $($FERF$).$ They scan the completed FERF and supporting documentation $($e$.$g$.,$ receipts, boarding passes$)$ and send them electronically to one of the school administrative assistants at the Faculty of Management $($FoM$).$

The administrative assistant receives the FERF and reviews it to ensure that the expenses are acceptable, and all necessary supporting documents are provided. If any information is incorrect or missing, the assistant notifies student and requests the necessary updates or additional information. If the expenses and documentation are deemed acceptable, the assistant sends the FERF to the school director for approval $($signature$)$ indicating that the expenses have been reviewed and meet the necessary criteria. The school director typically takes approximately $4$ days to review and sign the FERF. Once approved by the school director, the administrative assistant forwards the FERF to the Finance Department of the University.

The university finance department receives the FERFs from various faculties. It may take up to one week or more to begin processing them. An Accounts Payable $($A$/$P$)$ assistant meticulously verifies the FERFs, ensuring that the expenses comply with the university's guidelines and that calculations for taxes and totals are accurate. If any discrepancies or policy violations are identified, the A$/$P assistant communicates with the student to resolve these issues through a sub$-$process. Once the FERFs are deemed acceptable and reconciled, the A$/$P assistant can immediately initiate the reimbursement process if the expenses are below $$1500$ CAD. Otherwise, the FERFs are forwarded to the director of the finance department for further assessment and approval. The director typically takes two weeks to process these FERFs and make a final decision.

For approved FERFs, the A$/$P assistant updates the student's file in the system and initiates a direct e$-$transfer to the student's financial account. It takes approximately one week for the funds to be deposited into the student's account. Once the reimbursement request is completed, the student receives a notification confirming the deposit of funds into their account.