| Archived Guidelines |
The purpose of this document is to provide information and assistance to Committee and Governing Council members in claiming reimbursement for travel expenses while travelling on CIHR business.
Prepared by Finance & Administration Services, CIHR.
BY AIR Economy Class - First class air travel is not allowed. Travel insurance as well as stopovers between flights en route, except after a continuous flight of at least nine hours, is not permissible.
NOTE: For airfares booked through MKI Travel and charged directly to CIHR, for audit purposes airfare receipts, or a copy of the electronic ticket must be returned to CIHR.
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 PRIVATE OWNED VEHICLES: Rates payable is 43.5¢ per kilometre.
DISTANCE LIMITS: In excess of 325 kilometre/200 miles (one-way) the use of a personal motor vehicle will normally not be authorized. In any case, the maximum for all expenses including accommodation and meals while travelling by car should not exceed the equivalent of economy class air travel plus normal ground transportation costs.
LIABILITY: The Canadian Institute 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 car rental agents for release of liability. In accordance with the Government of Canada Energy Conservation Program, compact-sized or, if necessary, mid-sized cars only will be authorized.
TAXI: Receipts are required for cash payments where the charges exceed $8.00. Specific details (i.e. trip from address to address) must be recorded on the travel claim.
NOTE: The 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 directly to the hotel.
PRIVATE ACCOMMODATION - A person who makes arrangements for private non-commercial sleeping accommodation will be reimbursed $50.00 per night. The incidental allowance payable remains at $11.50.
ONE DAY TRIP (i.e. same day return)- Meals, only, are allowed as follows:
If absent over the breakfast period: $10.70
If absent over the lunch period: $10.45
If absent over the dinner period: $29.35
TWO DAY TRIPS (i.e. overnight with accommodation)- In addition to the applicable meals shown in (A) above, an allowance of $11.50 per day may be claimed to cover incidental expenses.
TRIPS OF MORE THAN TWO DAYS - The first and last days of the trip are claimable as shown in (B) above. For days other than the first and last days of travel, a daily composite allowance of $61.50 may be claimed to cover all expenses.
NOTES: Allowances for meals provided on board aircraft or provided by CIHR cannot be taken into account.
A person will be reimbursed the costs incurred for necessary local and long-distance calls on CIHR business. Long-distance calls must be supported by statements as to which office or official was called.
Travel expense claim forms CIHR/IRSC 112(8/01) must be used and will be provided. The following expenses shall be supported by receipt or other appropriate documents:
All commercial transportation tickets
Hotel receipts when accommodation has not been arranged by CIHR
Car rentals, including insurance coverage
Taxis, where the charge exceeds $8.00
Parking charges (except charges for meters)
Authorized long-distance telephone calls on CIHR business
The first two copies 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
Finance & Administration Services
410 Laurier Ave. W. 9th Floor
Address Locator 4209A
Ottawa, Ont. K1A 0W9
Expenses should be listed in chronological order.
Any additional information required may be obtained from:
Finance & Administration Services
Tel: (613) 954-1948 or (613) 952-5217
Fax: (613) 954-1800
E-mail rlavergne@cihr-irsc.gc.ca or cimbeault@cihr-irsc.gc.ca
