Travel and Expenses Policy

1. SCOPE
This policy governs travel expenses and other expenditures (e.g., office equipment, professional development) of CAUL-CBUA employees. CAUL-CBUA does not normally cover the expenses of member library employees volunteering on CAUL-CBUA Committees.
 
2. EXPENSE REQUESTS
All employees will be reimbursed for expenses incurred while traveling on authorized company business, subject to the various guidelines relating to business travel as outlined in section 5. Amounts for yearly travel and related business expenses will be estimated and shown in the current operating budget for approval by the Board of Directors. Any clarification should be requested from the employee's immediate supervisor. Employees with authority to approve personal expense reports shall ensure that claims are fair and reasonable.
 
3. SUBMITTING EXPENSES
  • All expenses must be submitted to the Interuniversity Services Inc. (ISI) Office.
  • P-Card holders shall submit all expenses, including out-of-pocket expenses, using the Scotiabank Centre Suite. Expenses must be submitted to the CAUL-CBUA Treasurer for approval at the end of each month, through the Centre Suite. Expenses must be accompanied by the appropriate receipts. Copies/scans of receipts are acceptable as long as the original is retained.
  • Individuals without a P-card must use the ISI Expenses Claim Form to submit authorized expenses for reimbursement.
  • Claims should give details per item and not aggregated on a per trip basis.

4. REIMBURSEMENT
  • Reimbursement of expenses will be in the form of mailed cheques from ISI.

5. ELIGIBILITY AND ALLOWANCE OF EXPENSES
The following expenses are consistent with the eligible amounts outlined by ISI:

A. Transportation 
A.i. Personal Vehicle
  • Mileage allowance is as indicated in ISI’s Travel and Expenses policy.
  • When a personal vehicle is used for the purpose of traveling, reimbursement to the employee is limited to the cost of actual kilometers traveled, or the equivalent of one return, lowest, economy airfare plus airport transportation service, whichever is the lesser. In no case will monies paid for out-of-town travel exceed economy airfare and ground transportation service.
  • Employees are responsible for maintaining adequate insurance when using a personal vehicle for business travel.
  • Employees will be responsible for any traffic violations, vehicle damage, or vehicle expenses incurred while using a personal vehicle for business travel.
  • A Google Maps image showing the route travelled and calculating the number of kilometres should be submitted with the claim.
A.ii. Rental Cars
  • Employees are encouraged to make use of memberships and discounted offers.
  • Employees shall ensure that appropriate insurance coverage is in place when renting a vehicle for business purposes.
  • Purchase of gas will be reimbursed, with receipts.
A.iii. Rail, Bus, Airfares, & Taxi Fare
  • Receipts are required for all fares.
  • Reimbursement of a fare may be made in advance of the travel to take advantage of any fare discount offer.
  • Should any discount fare offer be ignored, or the travel time not taken, it will be considered a personal choice of the employee with the possible result of a charge-back levied to the employee, should no satisfactory reason be provided.
  • Air travel shall be reimbursed at an amount not exceeding the most economical fare by the most direct route. In those circumstances, where air travel has occurred at rates less than economy, reimbursements will be the actual out-of-pocket fare expense.
  • Additional fare costs incurred for stopovers, which are not related to company business, may not be reimbursed.
  • Employees are expected to select the most cost efficient mode of transportation.
A.iv. Parking
  • Parking fees will be reimbursed with receipts. Reasonable un-receipted parking fees will be reimbursed in the event that parking receipts are not available.
B. Accommodations
  • Original receipts are required.
  • Employees are encouraged to take advantage of discounted rates and promotions.
  • In-room movies or other non-business related expenses are not eligible for reimbursement.
  • Internet access, if required for business purposes, is eligible for reimbursement.
  • In the event that an employee stays with relatives and/or friends, an un-receipted personal accommodation allowance of $30.00 / day may be claimed.
C. Meals
  • Meal allowance - $47.00 per 24 hour period will be allowed.
  • In less than a 24-hour period, the following allowance may be claimed: breakfast - $9.00, lunch - $14.00, dinner - $24.00.
  • When traveling in the United States, the above allowances will prevail in US dollars.
  • Employees are not to claim for meals where meals are provided as a component of the business travel or conference attended.
  • Guest meals and other hosting require an explanation of the nature of the business, guest name(s), title(s), and affiliation(s).
  • Reasonable gratuities will be eligible for reimbursement.
  • Alcoholic beverages are not eligible for reimbursement.
6. INELIGIBLE EXPENSES 
Non-authorized expenses will not be reimbursed. In the case of a P-Card being charged for ineligible expenses, the employee will be responsible for reimbursing the organization for the expenses. Under extreme circumstances, such as a stolen card, this stipulation may be waived.

7. COMMITTEE MEMBER EXPENSES
All committee member expenses must be pre-approved by the CAUL-CBUA Executive Committee.

Approved February 20, 2015
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PDF icon Procedures - Travel and Expenses.pdf342.24 KB