Submit Expenses & Claims

MySparkrock - Submit Expenses & Claims

If you have questions about the financial aspect of expense claim submission, please contact Angela Brodt at kucap@kings.uwo.ca

Create a new Expense Claim


Add Expenses to the Claim

  • Click on the Expenses line to open the Expenses section.
  • Add a new expense.
  • Click on the expense type field to open the list of options.
  • Choose the expense type from the list. Filter the list by the expense category, or use the Search to find the fund in the list faster.
  • Enter the Cost and update the Currency if needed.
  • The Quantity defaults to 1 but can be changed if needed.
  • Select the Account Set from the list. If the required Account Set is missing despite your eligibility, submit a ticket at https://www.kings.uwo.ca/its/service/.

  • The Sales Tax populates automatically but may need to be adjusted:

    • GST On Books 100% Recover – Use for purchases of in-print books.
    • HST Purch Recov Fed67%Prov78% – Use for Canadian receipts showing 13% HST.
    • No Tax On Line – Use for international orders or receipts with no tax.

Add Receipts and Complete the Expense Entry

  • Use the box on the right to upload a receipt.
  • Drag and drop the file into the frame or click to upload.
  • Add a description (optional) .
  • Click Add to attach the receipt.
  • Upload additional files if needed.
  • Save the claim to complete the expense entry.

Submitting, Reviewing, and Re-opening the Claim

  • Submit the claim once all receipts are entered and the information is correct.
  • After submission, the approver will be notified for approval.
  • To review a submitted claim, change the Status filter to "All Claims" or "Pending Approval."
  • If changes are needed, reopen the claim, make the updates, and resubmit. This will restart the approval process.