1.0 Reason for Policy

1.1 To set out those business and travel expenses of University employees and students that are eligible for reimbursement by the University.

2.0 Policy Statement

2.1 The University of Manitoba has a fiduciary responsibility to the public, external sponsors, the Province of Manitoba, certain tax and regulatory bodies, private donors and its students to ensure that funds entrusted to it are managed responsibly and subject to appropriate control procedures.

2.2 With respect to the reimbursement or payment of travel and business expenses to employees and students, the University of Manitoba will comply with all Federal/Provincial tax regulations and external sponsor expense policies or restrictions.

2.3 The University of Manitoba will reimburse employees and students for reasonable expenses incurred for legitimate University business purposes.

2.4 The rule for approval is "one-over-one". All Travel and Business Expense Forms must be signed by the claimant and approved by a senior person who is on an organizational level above that of the claimant and will normally be the person to whom the claimant reports. This rule applies as well for grantees where the grantee is also the claimant. If clarification on granting agency guidelines is necessary, please contact Budget and Grant Accounting Services. Visiting researchers expenses are to be approved by the host's one-over-one.

3.0 Accountability

3.1 The University Secretary is responsible for advising the President that a formal review of the Policy is required.

3.2 The Comptroller is responsible for the communication, administration and interpretation of this Policy.

4.0 Secondary Documents

4.1 The Vice-President (Administration) may approve Procedures and set the standard claim amounts (e.g. per diems, mileage rates, etc.), which are secondary to and comply with this Policy.

5.0 Review

5.1 Formal Policy reviews will be conducted every ten (10) years. The next scheduled review date for this Policy is October 10, 2018.

5.2 In the interim, this Policy may be revised or rescinded if:

(a) the Approving Body deems necessary; or

(b) the relevant Bylaw, Regulations or Policy is revised or rescinded.

5.3 If this Policy is revised or rescinded, all Secondary Documents will be reviewed as soon as reasonably possible in order to ensure that they:

(a) comply with the revised Policy; or

(b) are in turn rescinded.

6.0 Effect on Previous Statements

6.1 This Policy supersedes the following:

(a) all previous Board/Senate Policies, Procedures, and resolutions on the subject matter contained herein; and

(b) all previous Administration Policies, Procedures, and directives on the subject matter contained herein;

(c) Policy 317 Travel and Business Expenses and Claiming Procedures.

7.0 Cross References

Travel and Business Expense Claims Procedures
Petty Cash Policy and Procedures