| Archived Guidelines |
The purpose of this document is to provide information and assistance to individuals claiming reimbursement for expenses incurred while traveling on approved CIHR business, including (but not necessarily limited to):
Prepared by Corporate Financial Services, Service & Operations Portfolio, Canadian Institutes of Health Research.
By air:
For air travel within Canada and the United States with an overnight stay, economy class will be used. Travel insurance and stopovers between flights en route are not permitted. For international flights with more than nine (9) hours airtime, upgrade to business class air travel will be permitted.
Note: For airfares booked through Algonquin Travel & MKI Conference Management and charged directly to CIHR, airfare receipts, or a copy of the electronic ticket must be returned to CIHR, for audit purposes.
By rail:
VIA 1 (business class) travel is now permitted within the Montreal/Toronto/Windsor corridor. For longer trips, this class is still permitted with roomette or equivalent accommodation being provided for overnight travel.
By privately owned vehicles:
The kilometric rate payable when a Canadian registered vehicle is driven on government business travel in more than one provice or in the USA shall be the rate applicable to the province or territory of registration of the vehicle.
The rate payable for:
Ontario is 43.5¢ per kilometre
Quebec is 46.0¢ per kilometre
Distance limits:
The use of personal motor vehicle will normally not be authorized for travel excess of 325 kilometre (200 miles) one way. In any case, the maximum for all expenses while travelling by car, including accommodation and meals, should not exceed the equivalent of economy class air travel plus normal ground transportation costs.
Liability:
The Canadian Institutes of Health Research shall not be held responsible for any accidents, injury or death to persons or damage to property arising from Committee and Governing Council member's use of a private motor vehicle.
By rental car:
The use of rental vehicles may be authorized where, in the opinion of the CIHR, this method of travel is economical and practical. Reimbursement shall include the costs of insurance paid to the car rental agents for releases of liability. The standard for rental vehicles is mid-size. Rental vehicles beyond the standard shall be authorized based upon factors such as, but not limited to safety, the needs of the traveler and the bulk or weight of goods transported.
Taxi:
Receipts are required for cash payments where the charges exceed $10.00. Specific details (i.e. trip from address to address) must be recorded on the travel claim.
Note: The Federal Government encourages the use of trains and buses rather than air or private and/or rented vehicles for trips under 325 kilometres/200 miles.
Commercial accommodation:
As a rule, accommodation arrangements will be made on your behalf and CIHR will pay the basic room charge plus taxes directly to the hotel.
Private accommodation:
A person who makes arrangements for private non-commercial sleeping accommodation will be reimbursed $50.00 per night, plus the incidental allowance of $17.30.
One day trip (i.e. same day return):
Meals, only, are allowed as follows:
Two day trips (i.e. overnight with accommodation):
In addition to the applicable meals shown above, an allowance of $17.30 per day may be claimed to cover incidental expenses, such as tips, dry cleaning, long distance calls.
Trips of more than two days:
The first and last days of the trip are claimable as shown above. For days other than the first and last day of travel, a daily composite allowance of $71.45 may be claimed to cover all expenses.
Note: Allowances for meals provided on board aircraft or provided by CIHR cannot be taken into account.
Personal communication is included in the incidental expense allowance. Business related calls, either local or long-distance, and internet connections are not included in the incidental expense allowance and can be claimed as part of your travel expenses.
Travel expense claim forms CIHR/IRSC 112(8/01) must be used and will be provided. The following expenses shall be supported by receipts or other appropriate documents:
The first copy of the claim form CIHR/IRSC 112(8/01) signed by the claimant, together with supporting receipts, are to be forwarded to:
Canadian Institutes of Health Research
Service & Operations
Corporate Financial Services
410 Laurier Avenue West, 9th floor
Address locator 4209A
Ottawa ON K1A 0W9
Expenses should be listed in chronological order.
Additional information, as well as hard copies of the Travel Expense Claim Form, may be obtained from:
Corporate Financial Services
Tel: (613) 954-1948 or (613) 952-5217
Fax: (613) 954-1800
e-mail: rlavergne@cihr-irsc.gc.ca or jallen@cihr-irsc.gc.ca
