Travel Information Session


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Travel Information Session


... the CAUBO website for eligible discounted hotel rates ( ... Airfare and Rail. Economy class airfare is eligible for reimbursement ... – PowerPoint PPT presentation

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Title: Travel Information Session

Travel Information Session
Finance Department
  • Travel Policy and Procedures
  • Travel Expense Reporting
  • Scotiabank Travel Credit Card

Finance Department
Travel Policy and Procedures
  • New Travel Policy was recently approved by the
    Senior Management Group.
  • The new policy is available at

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
  • Where funding regulations are different from
    University policies, the more stringent policy
    will take precedence.

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.

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.

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
  • Cash (post travel reimbursement only)

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 (
  • Gratuitous Accommodations the maximum
    reimbursement allowance is 25.00 no receipt is

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

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
  • Please refer to the CAUBO website for eligible
    discounted car rentals (

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).

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.

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

Finance Department
  • 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.

Finance Department
  • Without Receipts (Per Diem )
  • No receipts are required when claiming the per
  • 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.

Finance Department
  • 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

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.

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.

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

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

Finance Department
Ineligible Travel Expenses
  • Inclusive but not limited to
  • Any expenses related to accompanying travel
  • 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

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

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
  • Per diem rates are found in Appendix A of the
    Travel Policy.
  • If receipt is lost please complete Lost Receipt
    Form found at

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
  • 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.

Finance Department
  • Original receipts are required for reimbursement
  • Credit card statements are not sufficient
  • Boarding passes are also required
  • New Lost Receipt Form available online at

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

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

Finance Department
Key Information about the new Travel Credit Card
  • Your monthly VISA statement will appear from
  • 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.

Finance Department
Responsibility for payment of the Travel Credit
  • 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.

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

Finance Department
  • Any Grant related questions should be directed
  • -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
  • and then click on the Research Grants flyout on
    the left.

Finance Department
Quick Web Access
  • Travel Policy
  • Travel Expense Form
  • Lost Receipt Form
  • Services Support/Purchasing/Credit Cards
  • Visa Auto Rental Collision/Loss Damage Insurance
  • Flight Delay, Emergency Purchases, Hotel/Motel
    Burglary and Lost Luggage Insurance