Travel Information Session

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Travel Information Session
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Finance Department
Overview

• Travel Policy and Procedures
• Travel Expense Reporting
• Scotiabank Travel Credit Card

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Finance Department
Travel Policy and Procedures

• New Travel Policy was recently approved by the
  Senior Management Group.
• The new policy is available at www.uwindsor.ca/tra
  velpolicy.

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Finance Department
What is the Scope of the Travel Policy ?

• Applies to all University travel including
  research grant travel.
• Travel claims funded by a third party (e.g. under
  a research grant or contract) will be governed by
  the policies and regulations of the funding
  agency.
• Where funding regulations are different from
  University policies, the more stringent policy
  will take precedence.

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Finance Department
Who is Responsible ?

• Traveller is responsible for ensuring claims for
  reimbursement are accurate, conform with the
  Travel Policy and Procedures and where applicable
  funding agency rules.
• All expenditures must be supported by original
  detailed receipts.
• Travel Expense Claim Form should be submitted
  within 15 working days and not later than twelve
  months from the completion of the trip.

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Finance Department
What is the authorization process ?

• Signature of the claimant/traveller
• All travel expenses must be approved by a minimum
  of one level of authorization above the claimant
• When two or more persons are travelling together
• All travel expenses must be submitted by the
  traveller who incurred the expense and
• The travel Expense Form must be approved by a
  minimum of one level of authorization above the
  individual with the highest authority who is
  included in the expenses incurred.

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Finance Department
How can you pay for University Travel ?

• Direct billing - from the vendor to the
  University Accounts Payable Department
• Corporate Travel Credit Card (Scotiabank VISA)
• Personal Credit Card (post travel reimbursement
  only)
• Cash (post travel reimbursement only)

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Finance Department
Eligible Travel Expenses

• Hotel Expenses Single room rate per traveller
  not to exceed 200.00 exclusive of taxes
• Please refer to the CAUBO website for eligible
  discounted hotel rates (www.caubo.ca/procurement/a
  greements/hotels)
• Gratuitous Accommodations the maximum
  reimbursement allowance is 25.00 no receipt is
  required

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Finance Department
Airfare and Rail

• Economy class airfare is eligible for
  reimbursement
• Claims for First Class and Business Class travel
  will be reimbursed at the economy rate unless
  special circumstances so warrant (e.g. medical
  certificate)
• Enrolment fees for frequent flyer points are not
  reimbursable
• Frequent flyer status is NOT to be a determining
  factor in the selection of the carrier
• First Class Travel is acceptable for traveling by
  rail

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Finance Department
Car Rental

• Original gas receipts must be attached to your
  expense form
• If you are renting a vehicle you cannot claim the
  mileage allowance on the expense form
• You cannot use the BTA Card to book a rental
  vehicle
• Please refer to the CAUBO website for eligible
  discounted car rentals (www.caubo.ca/procurement/a
  greements/carrentals)

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Finance Department
Privately Owned Vehicles

• Mileage allowance is designed to cover vehicle
  operating costs including gasoline, insurance,
  repairs and maintenance.
• When completing the Expense Form, dates,
  kilometers and destination must be included.
• When traveling in a group, only one person may
  claim mileage on any one business trip. The
  names of the passengers must be shown on the
  Expense Form.
• The current kilometer allowance is 0.38 per
  kilometer (current kilometer allowance rate can
  be found in Appendix A).

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Finance Department
Collision/Loss Damage Insurance

• When renting a vehicle in Ontario and using your
  Scotiabank Travel Visa Card, a Cardholder may
  decline the Rental Agencys collision damage
  waiver (CDW) if you strictly adhere to the credit
  card requirements.
• When renting a vehicle outside of Ontario you
  must purchase the collision and damage offered
  through the Rental Agency.

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Finance Department
Receipts

• Parking
• Highway Tolls
• Ferries
• Bridge Tolls
• receipts must be obtained and attached to the
  Expense Form for reimbursement purposes

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Finance Department
Meals

• With Receipts
• Reasonable amounts incurred for meals when
  travelling on University business.
• Receipt must be an original itemized receipt.
• A credit or debit card receipt is not acceptable.
• Meals claimed on a receipt basis must exclude any
  charges for alcoholic beverages.
• For amounts significantly over the per diem an
  explanation is required.

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Finance Department
Meals

• Without Receipts (Per Diem )
• No receipts are required when claiming the per
  diem.
• When meals are included in registration fees for
  seminars and conferences, or are included in
  travel, individuals will not be permitted to
  claim an allowance for those meals.
• Refer to Appendix A found in the Travel Policy
  for Maximum Per Diem Rates.

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Finance Department
Registrations

• Registration fees should be charged against the
  travellers corporate travel card when possible.
• Conference registration fees can be reimbursed
  before the conference only if using the corporate
  travel card.
• A copy of the full conference registration must
  be included with the Expense Form

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Finance Department
Out-of-Country Travel

• Persons travelling outside of Canada will be
  reimbursed for expenses if they were specifically
  incurred and necessary for their travel.
• Such expenses include, but are not limited to,
  the cost of
• Travel visas
• Currency exchange conversion or surcharge fees
• Airport/departure taxes
• Immunization shots
• When claiming expenses on the Expense Form, state
  the amount and type of currency used.

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Finance Department
Out-of-Country Travel

• The exchange rate will be calculated by Accounts
  Payable unless proof of exchange is provided.
• The exchange rate should be the applicable rate
  on the transaction date.
• When possible, provide a copy of the cardholders
  statement to support exchange rates.

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Finance Department
Benefits Derived

• Any benefit derived while on University Travel
  with a value of 200.00 or more from any one
  source should be disclosed as required under the
  Gifts, Hospitality and Other Benefits Policy
  (www.uwindsor.ca/giftacceptance).

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Finance Department
Other Eligible Travel Expenses

• Fax and e-mail charges
• Reasonable Laundry/Dry Cleaning (after seven
  consecutive days of travel)
• Transaction fees levied by travel agency
• Reasonable Telephone Charges
• Travel expenses related to physical/medical
  disabilities of the traveller
• Flight cancellation insurance
• Work visas required as a result of travel
• Conference activities published in the conference
  program, if pre-approved
• Bank service charges related to cash advances

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Finance Department
Ineligible Travel Expenses

• Inclusive but not limited to
• Any expenses related to accompanying travel
  companions
• Pet care expenses
• Non-business or personal related expenses
• Parking fines and other traffic fines
• Library fines
• Personal travel insurance
• Insurance coverage for privately owned vehicles
• Expenses for repairs of privately owned vehicles
• Expenses related to damages to uninsured rental
  cars and privately owned vehicles

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Finance Department
Questions on the Travel Policy ?
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Finance Department
Travel Expense Claim Form
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Finance Department
Expense Reporting

• Cheque requisitions and expense reports are
  reviewed by Accounts Payable for accuracy,
  reasonableness and backup (original receipts).
• A reasonable expense is deemed to be based on
  sound judgement and moderation.
• The traveller is to ensure that all trip expenses
  are both allowable (see Section E of the travel
  policy) and reasonable based on our guidelines,
  per diems etc.
• You are responsible to account for your total
  trip expenses.
• Travel Expense Form found at www.uwindsor.ca/expen
  seform.

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Finance Department
Expense Reporting

• Each section of the Travel Expense Form must be
  completed if applicable.
• Mileage claim cannot be claimed along with gas
  receipts (rental car only).
• Air and rail travel should include stubs and
  boarding passes.
• Parking and toll receipts should be provided (if
  receipt is lost please complete Lost Receipt
  Form).
• Per diem rates are found in Appendix A of the
  Travel Policy.
• If receipt is lost please complete Lost Receipt
  Form found at www.uwindsor.ca/lostreceipt.

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Finance Department
Expense Reporting

• Conference Registrations can be booked using the
  new travel card (VISA).
• If your claim includes entertainment costs,
  complete the detailed area list names of
  individuals, dates and amounts.
• Please use box stating US or CDN dollars.
• Expense Form will automatically calculate GST
  rebate.
• Expense report must be properly authorized (see
  Section C of Travel Policy.
• Area for account distribution that can be carried
  forward to your cheque requisition.

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Finance Department
Receipts

• Original receipts are required for reimbursement
• Credit card statements are not sufficient
• Boarding passes are also required
• New Lost Receipt Form available online at
  www.uwindsor.ca/lostreceipt

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Finance Department
Accounts Payable

• The Accounts Payable Department has specific
  staff that can answer your travel questions
• Susan Boughner Sr. A/P Clerk x2120
• Vera Potocek A/P Clerk x2123
• Ryan Kenney Procurement Manager x2119
• For further information, please visit our
  Accounts Payable website at www.uwindsor.ca/payab
  le

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Finance Department
Key Information about the new Travel Credit Card

• For business travel related expenditures only
• Cash advances are available (on the corporate
  travel credit card)
• Monthly visa statement will be e-mailed to your
  University e-mail address
• Visa card cycle goes from the 16th of the month,
  ending the 15th of the following month

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Finance Department
Key Information about the new Travel Credit Card

• Your monthly VISA statement will appear from
  TransPlus_at_procard.com.
• The subject line will read Scotiabank VISA
  Stmnt-UofWTRAVEL Cardholder Name.
• You are responsible to pay the balance on your
  statement each month directly to Scotiabank.

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Finance Department
Responsibility for payment of the Travel Credit
Card

• It is the cardholders responsibility to pay the
  full balance on the statement each month.
• If the cardholder defaults on payment of the
  credit card Scotiabank will notify the cardholder
  and the Finance Department after 60 days.
• The Finance Department will be monitoring overdue
  balances and be notifying the appropriate
  individuals in the organization.
• The University will not pay for interest or late
  payment charges on your travel card.

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Finance Department
Purchasing Services

• University Credit Card Co-ordinator
• Saundra Parent ext. 2081
• Ryan Kenney ext. 2119
• Procurement Manager

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Finance Department
Grants

• Any Grant related questions should be directed
  to
• -Heather Pratt-Supervisor, Grant Accounting
  ext. 2127
• -Donna Bergamin-Grant Accountant ext. 2132
• (CFI,OIT,Sharc-Net,HRDC,Contracts,Contribution
  Agreements and any other funding sources)
• -Kathy McGorman-Grant Accountant ext. 2129
• (SSHRC/NSERC/CIHR Grants, Start up Grants)
• -DJ Lafreniere, Accounting Clerk ext. 2134
• Visit the Grants website at www.uwindsor.ca/fina
  nce
• and then click on the Research Grants flyout on
  the left.

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Finance Department
Quick Web Access

• Travel Policy uwindsor.ca/travelpolicy
• Travel Expense Form uwindsor.ca/expenseform
• Lost Receipt Form uwindsor.ca/lostreceipt
• Services Support/Purchasing/Credit Cards
• Visa Auto Rental Collision/Loss Damage Insurance
• Flight Delay, Emergency Purchases, Hotel/Motel
  Burglary and Lost Luggage Insurance