TRAVEL FACTS

	Checking on the Status of a Travel Claim
	Guidelines for Submitting Travel & Business Expense Claims
	Travel & Business Expense Claim Instructions
	Travel Agents
	Per Diem Allowance
	Mileage Rates
	Local Mileage Chart
	Reimbursable / Non-Reimbursable Expenses

Travel Agents:

Carlson Wagonlit	(866) 855-9850
American Express	(800) 665-3423
VISA Air	(204) 474-6090

 Effective October 26 2011:

Maximum Per Diem Allowance (all countries) for Meals when travelling on University Business:

Within Canada:
$50.00 per day (Cdn)
Partial per diem:	Breakfast - $10.00	Lunch - $15.00	Supper - $25.00
Outside Canada:
$60.00 per day (Cdn)
Partial per diem:	Breakfast - $15.00	Lunch - $15.00	Supper - $30.00

Maximum Allowance for Use of personal automobile while on approved University Business:

$0.43 per km

C. Reimbursable / Non-Reimbursable Expenses

EXPENSE	Y/N	LIMITATIONS
Academic gowns and tuxedo rentals	Yes	Required for University business
Air Miles	No	Not reimbursable for airfare paid using air miles which the traveler has accumulated
Alcoholic Beverages	Yes	Dean's prior approval necessary
Amex transaction fees	Yes	When withdrawing Express Cash from ATM Machine
Baggage Excess	Yes	Only allowable on University owned equipment
Conference Activities	No	Extra-curricular and activities for guests or partners are not reimbursable.
Conference Registration Fees	Yes	Provide proof of payment (deduct personal expenses)
Donations	No
Employment VISAs for visitors	No	Considered personal expenses
Gas for commercial rental vehicles	Yes	Provided the vehicle rental is approved.
Gifts	No	Purchase of gifts for staff or their families will not be reimbursed
Gifts	Yes	For visitors in lieu of honorarium
Gratuities	Yes	Included in the meal rate (also within reason)
Hotel double-occupancy rate	No	Only reimburse at single room rate
Hotel "No Show" Charges	No	Except in emergency situations as determined by approving authority
Inoculations/Vaccinations	Yes	If required for international travel only
Insurance - Flight Cancellation	Yes	Processed on Travel Authorization form
Insurance - Health	No	For full time staff only.  Supplementary health insurance provided by the University
Insurance - Health	Yes	Part time and non-employees (contact Staff Benefits)
Insurance - Rental Vehicle*	No	Amex Corporate Card provides coverage at no
Insurance - Rental Vehicle*	Yes	To students and non-full time staff who are not eligible for Amex Card
Laundry / Valet	Yes	Within reasonable limitations (provide explanation on Travel Claim)
Living Expenses during Sabbatical	No	Personal expense
Memberships/Professional Fees	No	Personal memberships in clubs not reimbursable
Mileage claim	Yes	Will not exceed the equivalent to the lowest logical cost of airfare (if extenuating circumstances, provide explanation)
Mini-bar charges	No	N/A
Movies, in flight/room	No	N/A
Parking Fees	Yes	Reasonable.  Parking fees and mileage reimbursement should not exceed the cost of round trip taxi fare from the traveler's home.
Parking/Traffic Fines	No	N/A
Passport	No	Personal expense
Penalties for airfare change or cancellation	Yes	Should be applied to the Travel Authorization form
Per Diem Allowance	Yes	Provided no additional meal claims are submitted
Service fees	No	Reimbursement not provided for failure to cancel lodging or transportation reservation
Taxi fares	Yes	Reasonable; not to exceed cost of vehicle rental
Telephone calls	Yes	For University business.  Other calls at department discretion
VISAs	Yes	When required to enter a country to enable a staff member to conduct University business.