How to claim member expenses until the Member Portal is back online.

Good afternoon OPSEU/SEFPO members,As you are likely already aware, in early April 2025, we discovered that an unauthorized third party had accessed our IT systems. We continue to work with our third-party cybersecurity experts to assist with remediation and to conduct a thorough investigation to assess the cause and extent of this incident. We are also working with external legal counsel, our insurance company, and law enforcement.While disruptions to normal operations continue to be expected, we are working diligently to restore normal operations and implement alternative solutions to minimize the impact of the incident.Until our Member Portal is back up-and-running, expense claims must be submitted by email to [email protected].Please download this fillable Member Expense Claim Form as well as a Manual Expense Claim Checklist, which members can use to assist them to fill out the Member Expense Claim Form.Additionally, if you submitted an expense claim before April 2, 2025 that has not yet been reimbursed, please submit your expense claim again, with receipts, by emailing it to [email protected].If you are unable to submit expense claims by email (which is the fastest and easiest way to be reimbursed), you may mail your Member Expense Claim Form and receipts to:

OPSEU/SEFPO Attention: Member Services Unit 100 Lesmill Road North York, ON   M3B 3P8

If you have any concerns or require assistance, please reach out to OPSEU/SEFPO First Vice-President/Treasurer, Laurie Nancekivell ([email protected]), copying [email protected]. In solidarity,JP Hornick and Laurie Nancekivell President and First Vice-President/Treasurer OPSEU/SEFPO

Expense claim checklist

Printable version of expense claim checklist

• Personal Information (Top Left Section)
  • Fill out the section with your personal
  • If you do not know your Union # or Local #, leave
• Event Information (Top Right Section): This information can often be found in the Event Call-Out Letter/Package
  • Name of the Event/Meeting
  • Event Location, Event Date(s), Event ID Number, Time of the Event
• Expense Details: For each expense, complete the Date of Expense, Explanation/ Reason for Expense, and Dollar ($) Amount

Specific Categories (only complete applicable columns):

• Own Time & Wages – Enter claimed amount
• Mileage
  • # of OPSEU members driving with you (0 if alone)
  • KM driven (round trip or split into two lines), Google maps is helpful to determine the distance
  • Calculate at $0.60/km if you’re the only member in the vehicle (multiple passenger info found on 2^nd page of claim)
• Meals (receipts not necessary for meals)
  • Check applicable meal boxes (Breakfast, Lunch, Dinner)
  • Enter total $ amount per meal
• Family Care
  • For Family Care Claims, ensure ONE of the following is completed:
    • Attach the Family/Attendant Care Claim Form, OR
    • Complete the Family/Attendant Care Section on Page 2
  • Enter hours range for each date and total $ amount per day
• Hotel – Enter amount (need receipt showing zero balance/$0 still owing for hotel)
• Miscellaneous Expenses (e.g., parking, airfare, taxi, )
  • Label the expense (e.g., “Airfare”) and enter $ amount
• Totals & Final Calculations
  • Total each column of expenses
    • Add all column totals and enter Subtotal
    • If applicable, enter Advance amount & Advance #
    • Enter final Balance Owing to Member
  • Sign and date the completed claim form

Submitting your Member Expense Claim Form (with receipts):

Subject line for email: your name, event, date (e.g., Susan Smith, Convention, Apr 24-27 2025)

• Submit all documents by email to: [email protected]
  • Attach all required itemized receipts
    • Note: Receipts not required for mileage and meals
  • Hotel receipt (with $0 balance)
  • Airfare receipt, Taxi/Uber receipt, Train receipt
  • Cell/Internet receipt
  • Parking receipt

Tips for a smooth claim process:

• If possible, use the electronic version of the claim form and TYPE the appropriate
• Once it is filled out, save the form as a PDF file. If possible, rename it with “NAME EVENT DATE” and submit that as your expense claim (e.g., Susan Smith Convention 2025 April 24-27)
• If you are writing in information by hand, write legibly… we can’t process what we can’t read/understand.
• Check the scan/pictures of your receipts for clarity (blurry pictures cause issues).
• Only include one event per claim form.
  • If you have two or more events, even if they are on same day or one after another, use SEPARATE FORMS for each event.
• Only include one event per email
• Double check that you have all receipts If you are missing a receipt, it will cause delays.
• If you complete the TOTALS of each column, it is easier to
• If you use a subject line for the email that has: NAME, EVENT, DATE, it makes it very easy to match the claim with the event you attended (e.g., Susan Smith, Convention 2025, April 24-27 2025).
• If you received an advance, remember to put it on the
• If you have special approvals or additional information on your claim, please include it in the email.
• Submit your claim as soon as possible AFTER the event, in accordance with OPSEU/SEFPO policy; claims received 90 days after an event require additional
• Keep your information in the same email or email chain and send all documents at the same time. It is almost impossible to match a random receipt with an existing claim. Keep a copy of your claim and receipts.