Travel Business Expense Policies

For the complete Travel and Business Expense Policy and the policy on Refreshment and Hospitality.

What’s New – Summary of Policy Changes

• A roles and responsibilities section has been updated in the Travel and Business Expense Guidelines.  Claimants and supervisors should familiarize themselves with their responsibilities
• The requirement to submit claims within 30 days following the return from a trip has been removed with the expectation that expense claims will be submitted more frequently due to the ability to snap pictures of receipts or scan them and attach to claim electronically
• Submitting claims for expenses exceeding 90 days will require an explanation and may require additional approval
• The limitation on lost receipts has been removed as users have the ability to immediately snap a picture of the receipt and instantly upload to their expense claim
• Failing to provide a detailed receipt may result in an expense being deemed ineligible
• Standard seat selection, inflight Internet/wifi and excess/oversized baggage fees are now reimbursable
• Reinstatement of a 20% maximum on gratuities/tips
• Local transportation costs such as parking meters, public transit, taxi/shuttle and tolls will be reimbursed up to $30.00 per day without receipts
• Revised personal cell phone charges up to 80% with justification to include International travel service plans for cell phones
• Reimbursement of reasonable costs of out-of-pocket payments to individuals for services rendered while the claimant was outside Canada
• Child care continues to be ineligible however there may be exception with pre-approval from the VP Research & Innovation or if specifically eligible under the funding agreement

SABBATICAL LEAVES - Eligible

• Costs related to a vehicle necessary for field work
• Direct research expenses
• Transportation costs to move research equipment/materials to sabbatical location
• Travel costs to attend conferences
• Costs to travel between the home institution and the sabbatical location, limited to one return trip ticket

SABBATICAL LEAVES – Ineligible

• Costs of transporting research personnel to and from a grantee’s sabbatical location for supervisory or academic purposes
• Costs of transporting the grantee to and from the home institution for supervisory or academic purposes
• Living expenses