Travel Guidelines - General

• T-1.1 Introduction
• T-1.2 Travel Requests
• T-1.3 Travel Advance
• T-1.4 Request for Standing Travel Advance
• T-1.5 Claimable Expenses
• T-1.6 Filing a Travel Claim
• T-1.7 Questions and Answers
• Schedule A: Allowances
• Schedule B: Hotel Rates

T-1.1 - INTRODUCTION

T-1.1.1 - PURPOSE

The purpose of this policy is to provide for the proper control of expenses under the heading of travel where such travel is a necessary and approved activity.

T-1.1.2 - SCOPE

1. These policies apply to all funds administered by the University, i.e., operating funds, research grant funds and trust funds.
2. These policies are intended to provide for the rates and conditions of reimbursement of reasonable out-of-pocket expenses necessarily incurred on University business.
3. These policies will apply to all employees of the University.
4. Separate guidelines have been established for Prospective Faculty (T-2), Staff Relocation (H-1), Guest Lecturers (T-3), Relocation - Post Doctoral Fellows (R-1), Graduate Students Field Trip Expenses (G-1) and Hosting (H-3).

T-1.1.3 - AUTHORITY

The Department of Financial and Administrative Services is responsible to the Vice-President (Administration and Finance) for the administration of these policies and procedures.

An application for deviation from these policy guidelines or to cover travel expenses not provided in these guidelines must be made to the Vice-President (Administration and Finance) through the appropriate Vice-President.

T-1.1.4 - RESPONSIBILITY

It is the responsibility of the Dean, Director, Executive Director of the Marine Institute, and Principal of Sir Wilfred Grenfell College (for the purpose of this policy these positions will be hereafter referred to as Dean) to ensure that the correct procedures and guidelines are observed and that strict economy is exercised. This responsibility may be delegated to Heads of Departments.

T-1.2 - TRAVEL REQUESTS

T-1.2.1 - TRAVEL REQUESTS FOR POSITIONS REPORTING UP TO THE LEVEL OF DEAN

1. Prior to the travel being undertaken, the traveler's Dean must sign a Travel Request acknowledging that:
   1. The travel will be for legitimate purposes.
   2. It will be appropriate for the employee to be away from his/her normal workplace.
   3. The proper account is listed to which the travel costs will be charged.
2. Upon return, the traveller shall prepare and sign his/her claim. One claim is to be prepared for each trip (effective April 1, 2007).
3. A departmental employee (e.g. Administrative Staff Specialist, etc.) shall verify that the amounts claimed comply with the University's travel policy and attach one copy of the Travel Request completed in (a) above.
4. A Financial and Administrative Services employee shall audit the claims for accuracy.

T-1.2.2 - TRAVEL CLAIM PROCESSING FOR POSITIONS REPORTING TO A VICE-PRESIDENT OR PRESIDENT

1. All Deans, Principals, Executive Directors and Vice-Presidents are required to report in writing to their Vice-President or the President all absences due to travel prior to the travel occurring.
2. Upon return, the traveller shall prepare and sign his/her claim. One claim is to be prepared for each trip (effective April 1, 2007).
3. A departmental employee (e.g. Administrative Staff Specialist, etc.) shall verify that the amounts claimed comply with the University's travel policy.
4. The Dean or Vice-President shall forward their travel claim to the next level of authority for processing.
5. A Financial and Administrative Services employee shall audit the claims for accuracy.

T-1.2.3 - GRANTEE TRAVEL NOTIFICATION

1. Prior to the travel being undertaken, the grantee shall forward a Travel Request form to the Department Head for notification and clearance of absence from campus.
2. Upon return, the traveller shall prepare and sign his/her claim. One claim is to be prepared for each trip (effective April 1, 2007).
3. A Financial and Administrative Services departmental employee (e.g. Administrative Staff Specialist, etc.) shall verify that the amounts claimed comply with the University's travel policy and attach one copy of the Travel Request completed in (a) above.
4. A employee shall audit the claims for accuracy.

T-1.2.4 - RESPONSIBILITY OF CLAIMANT

1. The employee is responsible for familiarity with and adherence to these guidelines.
2. The employee is responsible for the security of travel funds committed to his charge.
3. The employee is responsible for ensuring that travel funds derived from a Research Grant or from Trust Funds are expended in accordance with terms specified by the granting agency or by the Trust.

T-1.2.5 - FORMS

All forms to which reference is made in these guidelines can be obtained from the Department of Financial and Administrative Services upon request.

T-1.3.1 - TRAVEL ADVANCE

Employees requiring an advance should complete a "Travel Advance Request" form and forward it to the Department of Financial and Administrative Services with a completed "Travel Request" form. The University will issue travel advances to employees under the following circumstances:

Advance seat sale airline tickets

In accordance with guidelines T-1.5.6(b) and T-1.5.7(b), the University encourages employees to travel at the lowest obtainable cost which, in most cases, will be an advance purchase seat sale.

The University will issue travel advances to employees who purchase advance seat sale tickets. Employees should complete a "Travel Advance Request Form," accompanied by a photocopy of the original airline stub, and forward it to the Department of Financial and Administrative Services with a completed Travel Request form for processing.

Incidental Expenditures (Taxis and Meals in Non-Major Restaurants Which Do Not Accept University Corporate Charge Cards - enRoute or American Express)

Travel advances will continue to be processed for specific trips for the estimated incidental expenditures noted above. Holders of an American Express Corporate Card may obtain a cash advance of up to $300 on their corporate card from the Cashier's Office during normal working hours. However, new employees or employees who have not travelled in the past may receive travel advances pending processing of applications for the University's corporate travel cards.

Travel advances must be accounted for and claims submitted within ten (10) days of completing a trip.

Travel to a location where corporate cards are not accepted

Travel advances will continue to be processed for specific trips for the estimated cost of the trip in cases where corporate cards are not accepted.

Extended field travel

Travel advances will continue to be processed for extended field trips for the estimated cost of the trip in cases where travel claim reimbursement cannot be efficiently arranged.

Hotel/Motel Accommodations, Gasoline and Meals in Major Restaurants

The University will ONLY issue travel advances to employees for the above approved expenditures in rare cases when a Dean has issued an exemption or in cases where new employees have not had sufficient time to apply for a University corporate card. Employees who choose not to apply for a University corporate card will, in the short-term, have to purchase airline tickets and pay travel related expenses using their own personal resources.

Please contact Pam Clancey, Staff Accountant - Disbursements, for credit card information.

T-1.3.2 - TRAVEL ADVANCE CHEQUES

Travel advance cheques issued under the guidelines of T-1.3.1 may be picked up at the Department of Financial and Administrative Services or may, upon request, be delivered through the internal mail service.

T-1.4.1 - REQUEST FOR STANDING TRAVEL ADVANCE

1. An employee, who travels on a frequent and regular basis, may upon the recommendation of the Dean be provided with a standing travel advance of a reasonable amount.
2. Normally an employee may not hold more than one standing advance or regular travel advance, at any one time.

T-1.4.2 - ACCOUNTING FOR STANDING TRAVEL ADVANCE

1. The standard travel claim form should be used for recording expenditures incurred against a Standing Travel Advance.
2. Expenses should be accounted for on a per-trip basis in accordance with guidelines T-1.5 and T-1.6 below.

T-1.4.3 - RETURN OF STANDING TRAVEL ADVANCE

1. It is the responsibility of the Dean to ensure, in so far as is possible, the prompt refund of any standing advance held by an employee who ceases for whatever reason to occupy the position that justified the standing advance.
2. Whether or not, in such a case, a refund is made, it is the responsibility of the Dean to notify the Department of Financial and Administrative Services that such a refund is owing.
3. An employee who does not use his standing travel advance during three consecutive months is required to repay such an advance, unless, in the opinion of the Dean, exceptional circumstances prevented the employee from travelling during that period.

T-1.5.1 - CLAIMABLE EXPENSES

VOUCHERS

1. Vouchers are proof of the disbursement of cash and must be submitted with all travel claims, except as provided in Policy T-1.5.
2. Vouchers must be current, originals and must relate directly to the claim with which they are submitted.
3. Vouchers should be on a payee's bill head or receipt form; should be prepared by the payee; and should show the payee's address, the date of the receipt, the purpose of the charge and the vendor's GST registration number. In most cases, vouchers will also contain a cash register impression.
4. Graduate students who travel frequently and are in regular receipt of funds through the University payroll system are eligible to receive corporate credit cards. Graduate and undergraduate students who do not qualify for credit cards will be accommodated with a travel advance.

T-1.5.2 - CREDIT CARDS

1. Credit card receipts are not accepted as vouchers except in the case of gasoline and meal purchases.
2. Credit card service charges incurred by an employee who uses his card in lieu of cash are not a claimable expense.
3. When credit cards are used, it is still necessary to submit with the travel claim an acceptable voucher as defined in Policy T-1.5.1.

T-1.5.3 - TRAVELLER'S CHEQUES

Appropriate receipts are required to cover the cost of obtaining traveller's cheques which is a claimable expense whenever the expenses of a trip exceed $100.

T-1.5.4 - FOREIGN EXCHANGE

1. Appropriate receipts are required for conversion of Canadian funds to and from foreign currencies.
2. Claims submitted in respect of travel outside of Canada must specify the exchange rates used in completing the claim. A credit card statement or a print out of the foreign exchange rate from any bank website for the appropriate dates of travel is required to support the exchange rate used.

T-1.5.5 - MEALS

1. Expenses for meals are to be paid when they are incurred and are not to be charged to the University for future payment. The maximum that may be claimed for meals is specified in Schedule "A" attached.
2. Meal per diems will only be paid for meals not included in the registration fee.
3. Notwithstanding the foregoing, an employee may, under exceptional circumstances when exposed to unusually high costs, be reimbursed his actual expenses for meals based on proof of payment to the extent that the expenses claimed are reasonable and justifiable in the circumstances. This provision is only applicable on an individual trip basis, the details of which have to be briefly documented and approved by the appropriate administrative authority.
4. If travel is for an extended period of time (longer than 30 days in one general location) alternate accommodations should be obtained (i.e. apartment, boarding house). The appropriate meal per diem in this circumstance is 50% of the per diems specified in Schedule "A" attached.

T-1.5.6 - TRANSPORTATION - GENERAL

1. It is required that all travel at University expense must be by the most economical mode of transportation that is available and practicable, bearing in mind the purpose and the urgency of the trip.
2. The shortest direct route must normally be chosen.

DISCOUNTS

3. Unless the nature of the trip renders it impossible or imprudent, employees should take advantage of any special discounts available.

STOP-OVERS

4. Expenses connected with stop-overs not relevant to University business will not be allowed.
5. Travel expenses should normally be submitted only in respect of the mode of travel approved on the Travel Request Form; however, necessary changes that are fully explained and approved by the appropriate Dean will be allowed.

T-1.5.7 - TRANSPORTATION - AIR

1. Except when another mode of travel is practical and more economical, air travel is the accepted normal mode of transportation for University business.
2. All air travel on scheduled flights should be made at the LOWEST OBTAINABLE COST and, in any event, should not exceed economy or tourist-class fare. Business class (or equivalent) may be authorized when, in the opinion of the Vice-President, the cost is justified by the following reasons:
   

   1. No less expensive transportation is immediately available and a delay is not acceptable.
   2. The employee is officially accompanying a person travelling business class (or equivalent).
   3. Some other exceptional circumstances dictate the necessity for departure from basic policy.

3. Persons will purchase and pay for their own airline ticket and must submit the ticket stub as the appropriate voucher to accompany the travel expense claim. When submitting an electronic ticket, a receipt from the travel agency must be attached. The receipt will identify type of seat sale and all applicable taxes. In all cases, Boarding Passess must be included for each flight (effective April 1, 2007).
4. The standard method of travel is by air. If an employee does not choose to travel by air, than the University will reimburse the actual cost of travel, not mileage, based on a direct routing to destination. The total cost cannot exceed the cost of a 14 day seat sale airfare as confirmed by a written quotation from a recognized travel agency. Original vouchers covering travelling expenses, i.e. gas receipts, hotel bills, ferry changes and meals (using per diem rate) must be submitted on a travel claim.
   
   Reimbursement for travel within Newfoundland will be per kilometer allowance based on a direct routing to destination. Refer to Schedule "A" for current mileage rate.

REFUNDS

5. The employee is responsible for recovering funds for unused portions of airline tickets.

TRAVEL INSURANCE

6. Expenditures for travel insurance will not be allowed except insurance against forfeiture of ticket cost because of trip cancellation.

DELAY OF FLIGHT

7. If an airline ticket is purchased using the enRoute or American Express Travel card, then the employee should be aware of the benefits to be obtained from the card for missed connections, delayed flights and denied boarding. If in doubt, please call the Department of Financial and Administrative Services, Staff Accountant for Disbursements for further information.

T-1.5.8 - TRANSPORTATION - RAIL

Where travel by rail is authorized, the employee will be reimbursed for the cost of first class accommodations where overnight travel is involved.

T-1.5.9 - TRANSPORTATION - SEA

1. Because of the time and cost, travel by sea is not normally authorized. However, where this mode of travel is necessary, the employee will be reimbursed the cost of first class accommodations.

TRANSPORTATION - FERRY

2. When ferry travel is authorized, transportation of a vehicle, necessary to the travel, will be permitted.

BOAT CHARTERS

3. Under exceptional circumstances, the Dean may authorize the hire of a boat. Should boat hire be permitted, the Department of Enterprise Risk Management must be consulted in respect of insurance.
4. Proper receipts are required for all types of sea travel and should be attached to the employee's travel expense claim.

T-1.5.10 - TRANSPORTATION - TAXI

1. A taxi may be used when the use of such transportation is justifiable and reasonable and when it is the most economical means of transportation under the circumstances. Vouchers are required for all taxi expenses in excess of $5.00.
2. The starting point and destination of a taxi trip must be stated on the travel claim.
3. Whenever a taxi is hired for travel other than within an urban area, care must be exercised to ensure that the rate is not excessive for the distance to be travelled and that it is the most economical mode of travel available. Where possible, public transportation, a personal vehicle or a University vehicle should be used.
4. When a taxi has been hired contrary to these provisions, the claim will be reduced to an amount equal to the cost of travelling the same route by public transport, if such were available, or by private vehicle if that were a practical option.
5. For transportation to or from an airport or other terminal, the most economical form of transportation available should be used whenever possible.
6. When an employee is travelling from his/her normal place of residence to the airport or the normal drop-off point of a commercial carrier, reimbursement shall be as follows:

1. During the normal working day. The standard limousine or taxi fare from the employee's normal place of work to the normal pick-up point of the carrier or from the normal drop-off point of the carrier to the employee's normal place of work, whichever is applicable.
2. Outside of the normal working day. Transportation from the employee's home to the normal pick-up point of the carrier or from the normal drop-off point of the carrier to the employee's home up to a maximum of $30 each way to cover the cost of standard limousine or taxi fare or mileage.

7. Reimbursement for travel under clause (f) above will be made for parking fees and mileage where the total does not exceed the standard limousine or taxi fare to and from the airport or drop-off point of a commercial carrier.

T-1.5.11 - TRANSPORTATION - EMPLOYEE-OWNED VEHICLE

1. Travel by employee-owned vehicle will be authorized only when this method is economical and practical.
2. In many instances, because of the unavailability of a University vehicle, an employee may be requested to operate his/her own vehicle. In these cases, the standard rate per kilometer will be used. See Schedule "A" for current rates.
3. All claims for mileage must be reported on the Daily Car Mileage Report and attached to the employee's travel expense claim.
4. Charges for bridge, ferry and highway tolls are allowed; but claims may not be made for storage, gasoline, traffic violations, repairs, towing, etc. Claims for parking will be allowed only when paid parking lots are the only type available.
5. When an employee chooses to drive and the University does not require him/her to drive, reimbursement will be for the actual cost of travel, based on a direct routing to destination. The total cost cannot exceed the cost of travel for a 14 day seat sale airfare. Mileage will not be reimbursed. Refer to T-1.5.7.

VEHICLE EXPENSES

6. The mileage allowance covers all vehicle expenses.

T-1.5.12 - VEHICLE RENTALS

1. Rental of vehicles may be authorized only when it is the most economical means of transportation or when it is justifiable under the circumstances. Vehicle rental, when on University business outside of North America, is not recommended except with the prior approval of the Vice-President (Administration and Finance) or the Director of Enterprise Risk Management. Written justification must accompany travel claims within North America.
2. Receipts must be obtained for all such rentals. When renting vehicles on University business, employees are NOT to accept the collision damage waiver option. The University will self-insure all collision damage losses due to accidents by employees when renting vehicles on University business. If possible the vehicle should be rented using the enRoute or American Express Travel card, as use of these cards will provide automatic coverage of the collision damage waiver. In any case, the University will self-insure on collision damage.
3. When renting vehicles on University business, employees are NOT to accept the personal accident insurance available. This type of insurance is not necessary as University employees are adequately covered by the various personal insurance plans, by Workers' Compensation and by the travel accident insurance policy in place on employees when on travel status for the University.
4. The Vehicle Coordinator will endeavour to negotiate a special rate for short-term rental of vehicles for University use across the Province. The CAUBO car rental rates attached to this policy should be used wherever possible. You should consult with the Vehicle Coordinator one week prior to making rental arrangements in order to ensure you are obtaining the most favourable rates.

T-1.5.13 - TELEPHONE

1. Reimbursement of telephone costs may be requested if the calls were related to University business.
2. When such claims are made the person to whom the calls were made must be noted with a brief explanation on the travel claim form.

T-1.5.14 - CONFERENCE FEES

A conference brochure, agenda, or propectus must be attached indicating the purpose of the conference (effective April 1, 2007). Conference fees are claimable on your travel claim or, to avoid difficulties with advance payment of conference fees, a Direct Pay may be issued to the conference organizers. This can also be paid by Procurement Card.

T-1.5.15 - INTERNATIONAL TRAVEL

When employees are required to travel abroad, the necessary documentation such as visa, inoculations, vaccinations, x-rays and health clearance certification will be paid for at the discretion of the Dean, Department Head, etc. However, passports are considered a personal item and must be obtained at the cost of the individual.

T-1.5.16 - EXCESS LUGGAGE

An employee may be reimbursed costs incurred in transporting personal effects or University equipment at excess luggage rates only if specifically approved and where it can be demonstrated that it was necessary for the effects or equipment to be taken on the trip.

T-1.5.17 - LOSS OF EQUIPMENT AND BAGGAGE

1. Claims for loss of, or damage to personal effects are the responsibility of the employee and should be made to the carrier.
2. Loss of University equipment during travel must be reported to the Dean or Director. Any claims should be made by the employee in consultation with the Dean or Director and the Director of Financial and Administrative Services. For further information on off campus use of equipment and related insurance, refer to Policy R-3 Risk Management Insurance.
3. If an airline ticket is purchased using the enRoute or American Express Travel card, then the employee should be aware of the benefits to be obtained for luggage delay and/or loss. If in doubt, please call the Department of Financial and Administrative Services, Staff Accountant for Travel for further information.

T-1.5.18 - MEDICAL

Charges for medical and hospital treatment must not be included with the travel claim, but must be submitted separately to the Director of Human Resources. The University health plan provides worldwide travel health insurance coverage for employees when travelling outside of the Province. For further information call on the Department of Human Resources.

T-1.5.19 - SUNDRY

No expenditure on the travel claim designated as "sundry," "miscellaneous," etc., will be permitted.

T-1.5.20 - OVERNIGHT ACCOMMODATIONS

1. Accommodation expenses are not to be charged to the University, but paid for by the employee.

FAMILY

2. When accompanied by spouse or other family member(s), the claimant should reduce double room hotel accommodation rates to a single room rate - not to the single occupancy rate for a double room.

HOTELS

3. The type, standard, and cost of accommodation should not be in excess of the minimum rate, for a single room in a commercial establishment of reasonable class. Approval will not be given for accommodation at obviously high rates except when a fully satisfactory explanation is provided. Schedule "B" to this policy provides hotel reservation telephone numbers and rates and should be used wherever possible.
4. Employees should request government rates. In any case, the lowest possible rate should be obtained.

PRIVATE

5. An employee may make private arrangements for overnight accommodation with the appropriate approvals. Such arrangements will be reimbursed at the standard nightly rate. See Schedule "A."

EXTENDED TRAVEL

6. In cases where an employee is required to spend in excess of one continuous month on travel status at one location, appropriate approvals should be obtained by the employee in order to make reasonable living arrangements. Board and lodging should be sought on a weekly or monthly basis. Where possible, accommodation should be arranged prior to the start of travel. Reimbursement for per diems on extended travel using board and lodging will be at 50% of the per diem rates outlined on Schedule "A".

T-1.5.21 - ENTERTAINMENT

Entertainment expenses are not a claimable expense while on travel status. The only exceptions are those as outlined in the Hosting Guidelines Policy H-3.

T-1.6 - FILING A TRAVEL CLAIM

T-1.6.1 - TRAVEL CLAIM FORM

1. When completing the "Travel Claim" Form A and B all expenses should be adequately identified on a daily basis.
2. Vouchers submitted should be originals and numbered consecutively in the order charged on the claim.
3. The claimant must sign the travel claim form in the appropriate area. This cannot be delegated.

T-1.6.2 - SUBMISSION DEADLINE

The Travel Claim should be submitted to the Department of Financial and Administrative Services within ten (10) working days of trip completion. No further advances can be issued until this is done.

T-1.6.3 - PETTY CASH

Claims for less than $75 (including taxes) will be reimbursed through petty cash. Persons with such claims should personally present them to the Department of Financial and Administrative Services for payment after receiving appropriate approvals.

T-1.6.4 - CHARGE

The University will not settle hotel or travel agency billings.

T-1.7 - QUESTIONS AND ANSWERS

1. I want to travel funded by the University. What do I do?

Individual faculties and schools have their own internal process for the selection of travel to be funded from the University Budget. Once you have been selected, you must have a travel request form completed and signed by your Dean or Director. The Department of Financial and Administrative Services will not process a travel claim without this authorization.

2. I want to go on an ordinary trip. How do I pay for it?

You can charge your airfare, hotel and meals to your own personal credit card. Upon return, you file a travel claim and get reimbursed before your credit card statement becomes due.

3. If I choose to drive my own vehicle rather than travel by air, what expenses can I claim?

Our standard method of travel is by air, if an individual does not choose to travel by air then we will reimburse their actual costs. When an individual chooses to drive and we have not required them to drive than we would only reimburse actual gasoline receipts and hotel costs, ferry and meals based on a direct routing to destination. Total cost cannot exceed the cost of a 14 day seat sale airfare.

4. I don't want to use my personal credit card(s) for University travel. How else can it be handled?

You may request a "corporate" enRoute or American Express card through the Department of Financial and Administrative Services. The University has an arrangement with both companies to issue credit cards to our employees to be used for University-related travel.

5. Will enRoute or American Express conduct a credit check on me before issuing a card?

No.

6. Will the University get a copy of my charges against this card?

No.

7. Does the statement from the card company go to the University for payment?

No. The statement will go to you, the cardholder. It is your responsibility to pay the card company.

8. I don't mind using my personal credit card(s) for University-related travel expenditures. Is there any reason why I should request and use the corporate card(s)?

Many people find it more convenient to keep their University related expenses on a separate card. In addition, using a corporate card will free up credit for personal use, provide travel accident insurance at no cost and, if you rent a car, it covers the supplementary insurance coverage.

9. How do I pay for "incidentals" where a credit card, whether personal or corporate, cannot be used.

You may use your own cash resources, keeping in mind that claims are processed on average within 6 or 7 working days after they are received by the Department of Financial and Administrative Services. Or, if you prefer, you may request an advance. If you have a corporate American Express card, you may obtain up to $300 in cash from the Cashier's Office in the basement of the Arts and Administration building upon presentation of the card. If you need more than $300 and have an American Express card, the Department of Financial and Administrative Services can authorize a higher amount. Such an advance does not cause interest to be charged against the account. If you do not have a corporate credit card, you must submit a request for an advance through your department head in accordance with paragraph T-1.3.1 of this policy.

10. An advance of $300 is not enough in my circumstances. I go on field trips where I have to charter a fishing boat to take me to an island. The fisherman doesn't take any plastic cards. What do I do?

Ask your dean or director to authorize a larger cash advance. If, for example, you are going for three months to a remote area where mail and banking services are not available, you can have all the cash you need for the entire period.

11. When I plan to go to a conference, the conference registration fee has to be paid in advance. Also, there is usually a lower fee if it is paid early. How can this be handled?

Your department (or faculty/school, as appropriate) will issue a Direct Pay upon your request to cover such pre-paid expenses. The Department of Financial and Administrative Services will mail the cheque along with your conference registration form or, if you wish, the cheque will be returned to you for mailing. Simply indicate your preference to the person completing the Direct Pay form.

12. Sometimes I go on long field trips. My credit card expenses might come due while I am away. How can you help with this?

Speak to your dean or director. Arrangements can be made to make interim claims on some regular basis, such as bi-weekly, thus assuring that you will have the resources to pay the credit card bills when they come due. If this is not a workable solution, contact the Department of Financial and Administrative Services to make an alternate arrangement.

13. Sometimes I see a seat sale, but it is far in advance of my actual travel. If I buy the ticket, and my credit card bill comes due before the trip is completed, (or if I pay for it by some other means requiring reimbursement before I travel), how do I pay for it?

Simply submit a photocopy of the airline ticket and request a travel advance to cover it. The advance will be deducted from your claim at the conclusion of your trip.

14. You encourage us to take advantage of advance seat sales. But what happens if I take advantage of such a sale, and then the conference is canceled? Who is responsible for the ticket purchased which cannot be refunded?

In cases where the ticket is non-refundable to the purchaser, the University will reimburse the purchaser. If, however, you advise your travel agent of the cancellation before the date of travel on the ticket, you can sometimes purchase an upgrade for another time period. This may, however, be more expensive than the cost of the original ticket. In any case, the employee should try and keep the cost to the University as low as possible.

15. What happens if I buy a seat sale ticket to a conference but then the location of the conference is changed? It's not canceled, just changed from one city to another. What happens then?

The University would treat this like a cancellation. Your ticket would have to be changed to the new location and we would absorb the difference for the upgrading. This is such a low probability event that it does not obviate the overall savings to the University from using seat sale tickets whenever possible.

16. I sometimes pay for a graduate student to attend a conference out of my grant funds. How can she/he be expected to pay for a trip and then claim expenses afterward?

If the graduate student travels frequently and is on our regular payroll in any capacity, she/he is eligible to receive corporate cards. Graduate students who do not qualify for cards or who do not hold them will be accommodated through advances.

17. If the University delays payment on an entire travel claim due to a dispute about the eligibility of some items for reimbursement, will the University assume liability for interest charges to credit cards?

That depends. If the claim processing is held up due to an error or other fault of the University, then the University will pay the interest. If the claim is delayed because the claimant has not provided required documentation, then interest charges are the responsibility of the claimant. However, this point brings out another good reason to use the corporate charge cards. Bills are received approximately 30 days after a purchase. Interest for enRoute cards does not start until about 28 days after billing. In the case of American Express, it is about one month longer before interest is charged. That is long enough to settle any travel claim.

18. Suppose that the University delays payment of the whole travel claim because one or two minor amounts claimed are not receipted or otherwise eligible for payment. Will the University agree to pay me for the rest of the claim so that I may be in a position to make my required payment to the credit card company on time?

Yes.

The University will pay your actual expenses, traveling the most direct route to destination. Expenses can only be paid for the employee, i.e. meal per diem, hotel accommodations should be reduced to a single room rate - not to the single occupancy rate for a double room. Total expenses cannot exceed the cost of a 14 day seat sale airfare. Refer to T-1.5.7.

SCHEDULE "A"

T-1.5.5 - PER DIEM ALLOWANCE

The maximum rate for each full day of travel is:

Employees travelling for less than one day which does not involve overnight stay are entitled to claim the applicable meals only. The individual meal rates (including gratuity) are detailed above.

Employees on extended travel in one location (in excess of one month) should obtain alternate accommodations (apartment, boarding house). The per diem rate in this circumstance will be 50% of the above rates.

INCIDENTALS

For persons travelling in excess of two consecutive nights an extra $5.00 per day will be added to the meal per diem [ T-1.5.5(a)] to cover the costs associated with personal telephone calls, laundry, gratuities, dry cleaning, valet services and other incidentals associated with travel away from home.

T-1.5.11 - VEHICLE "MILEAGE" ALLOWANCE

The Board of Regents, as its meeting on October 20, 2005, approved the adoption of the Provincial Government's new "Kilometer Rate Adjustment Formula", effective October 1, 2005.

“The mileage reimbursement rate for the period April 1 - June 30, 2008, is 35.62cents/kilometer.”

Historical rates are as follows:

The kilometer rate adjustment formula includes the following:

1. Base Fuel Rate

2. Fuel Price

“Fuel prices” shall be those set by the Petroleum Pricing Office for the Avalon Region (Zone 1).

3. Adjustment Formula

a) The “base kilometer rate(s)” shall be adjusted (up or down) on each of the “adjustment dates” based on the difference in the “fuel price” on the “adjustment date” and the “base fuel rate” multiplied by 1/10.

(“fuel price” on “adjustment date” - $0.794) x 0.10

= km rate adjustment)

{km rate adjustment is added to the “base kilometer rate”}

b) Kilometer rates shall be rounded to three decimal places after the dollar ($0.000).

4. Adjustment Dates (Quarterly Adjustment)

The first adjustment date is October 1, 2005, the kilometer rate shall be adjusted, based on the “Adjustment Formula”, on a quarterly basis as follows:

January 1^st , April 1^st , July 1^st and October 1^st

5. Reimbursement Rate

T-1.5.20 - PRIVATE OVERNIGHT ACCOMMODATION

Standard rate of $25.00 per night in Canada and $25.00US per night in the US or other countries.

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