Travel Policy

This policy applies to travel taken up to and including March 31, 2012.

This policy applies to all University travel and related expenses from all sources of funding administered by the University. Where travel is funded by an external agency (e.g. research grant) and the University's policy varies from that agency's published policy for such grants, the agency's rules will apply. In addition, faculties and departments may impose more stringent restrictions on funds that they administer.

At times, because of unusual situations or special circumstances, it will be necessary to allow exceptions to this policy. Exceptions might include things like automobile travel beyond the 500km limit. When claiming an exception, please add a brief explanation on the face of the travel claim form. If more space is required, attach a seperate sheet and make reference to the explanation on the claim form. A travel claim with such an exception must be approved by the Dean or Vice-Principal.

This policy is intended to provide for reimbursement of reasonable and necessary expenses of persons travelling for University-approved purposes. It is intended that persons be afforded travel and accommodation arrangements which are comfortable and of good quality. It is not intended to render the individual expense free during the period of travel for those expenses incurred by reason of personal preference.

The individual is responsible for making the most economical travel arrangements available under the circumstances. The University has made special arrangements with certain suppliers to help travellers obtain the best price for services needed.

In addition, your department, faculty office, or Strategic Procurement Services should have up-to-date information on preferred rates and suppliers.

Travel expenses can be reimbursed only by submitting a properly completed and approved travel expense claim form. This form, accompanied by original documents, should be submitted to the Financial Services Main Office within 15 working days following completion of each trip.

Any travel expenses paid for by the University may not be used by the claimant for income tax purposes or for any claim to another organization.

 

Guidelines for Reimbursement of Transportation Expenditures

General

Most airlines, hotel chains, car rental agencies offer a variety of rates for similar services. The University has negotiated favourable rates with a number of suppliers and is elegible, in many cases, for rates negotiated by the Province of Ontario. In addition, travel agents will be aware of special arrangements offered by suppliers such as seat sales, room sales, etc.

Personal Automobile

Under normal circumstances, individuals will be reimbursed at the rate of 40 cents per km for the use of a car within a radius of 500km of Kingston. If a private automobile is used out of personal preference beyond this radius, reimbursement will be limited to the cost of the most economical alternative mode of travel.

If a private automobile is used for approved University purposes, the owner must ensure that the personal car insurance on the vehicle is adequate. A minimum of $1,000,000 third party liability insurance is recommended. For further information in relation to auto insurance, visit: http://www.queensu.ca/financialservices/policy/insurance/auto.html .

Rental Cars

For rented cars, rental cost and gasoline will be reimbursed. The University carries collision damage and comprehensive perils insurance, so the purchase of additional insurance on rented cars should be unnecessary. For further information in relation to auto insurance, visit: http://www.queensu.ca/financialservices/policy/insurance/auto.html .

University employees are generally entitled to preferred rates negotiated by the Government of Ontario - Ministry of Government Services. The CAUBO Rental Car Standing Offer is with BUDGET car rental . However, the BUDGET office in Kingston has been closed. Queen's does not currently have a preferred supplier for rental cars.

Cost of parking and tolls may be claimed.

Traffic fines are not allowable expenses.

Air/Rail/Bus/Local Travel

In general, travel on local carriers will be reimbursed at econmoy rateonly. When requesting reimbursement for air travel you must include the invoice from the travel agent and the ticket stub.

Queen's University has no specific contract or agreement with airlines. The following list provides links to the websites of some frequently used carriers.

• Air Canada: AirCanada.com
• West Jet: WestJet.com
• Porter Airlines: flyporter.com

Queen's University has a corporate discount arrangement with Via Rail . This provides a 10% discount off the best available fare at the time of booking or purchase of a train ticket (rail passes and Bizpak are excluded) and applies to the purchase of train tickets at a VIA Rail ticket counter, via Internet at www.viarail.ca/corpo/queen / or by calling 1-888-VIA RAIL.

If booking your trip in advance to obtain a more economical airfare, you may request a travel advance to pay for the air ticket. Airline tickets will not be site stamped prior to travelling. Requests for a travel advance must include destinations and travel dates.

Where rail travel spans a meal period, first class fare is acceptable.

Cost of flight cancellation insurance is an allowable expense. However, there are very few categories of cancellation that are covered by this insurance, and most travellers will find that it is not economical.

The cost of local travel by bus, subway or taxi is allowable. Off campus parking is allowable.

Electronic Ticketing  

Queen's has contacted various granting and contract agencies to determine the acceptable documentation for electronic tickets. Queen's travelers using e-ticketing must provide a copy of the itinerary/invoice (provided to them prior to travel) and the original boarding pass. Site stamping of tickets for reimbursement prior to travel will not be possible.

 

Guidelines for Reimbursement of Accommodation and Meals

Accommodation

Reimbursement for hotels, motels, and other accommodation will be provided at the actual rate, provided those amounts are reasonable and supported by receipts. Persons travelling on University purposes are generally elegible for Ontario Government preferred rates, which are substantially lower than regular rates. When making a reservation at a hotel, ask for the Ontario Government Rate. When they ask what Ministry you are with, indicate "Ministry of Education and Technology - Queen's University". There are some hotels which do not extend this rate to Universities, but most do. When registering at the hotel, you will likely be required to provide a staff card.

Queen's University is also eligible for preferred rates through the Canadian Association of University Business Officers (CAUBO), which negotiates low rates for its members. These rates can be as much as 40% below regularly quoted rates. To view the CAUBO Canadian corporate hotel directory, please follow the link to CAUBO Hotels.

When making a reservation at a hotel, ask for the Ontario Government Rate. When they ask what Ministry you are with, indicate "Ministry of Education and Technology - Queen's University". There are some hotels which do not extend this rate to Universities, but most do. When registering at the hotel, you may be required to provide a staff card.

If you use express checkout, ensure you obtain your hotel invoice/receipt.

Persons staying with relatives or friends may claim $20 per day in lieu of accommodation cost. 

Meals

Meal allowances are the most common form of reimbursement and do not require receipts to be submitted. Meal allowances include gratuities and taxes. The rates are stated in Canadian dollars for travel within Canada and in US dollars for travel in the USA.

Meal Allowance Amounts:

• Breakfast: $10
• Lunch: $13
• Dinner: $27

In exceptional situations, claims may be made for actual expenses for meals, which exceed the above amounts provided the claim is supported by a full explanation and appropriate receipts (credit card slips are not sufficient documentation - you must provide the restaurant invoice/receipt).

When travelling outside Canada and the USA, claim the actual amount paid, provided that amount is reasonable and supported by appropriate receipts. Alternatively, meal allowances will be paid in accordance with Treasury Board of Canada Secretariat guidelines. See Appendix D, "Daily meal rates at locations abroad".

When meals are included in the transpotation fare, or in the cost of the conference fees, no claim for meals may be made.

Entertainment

The University will reimburse the actual costs of entertainment of others (unlike meals for which an allowance applies). A claim for reimbursement of entertainment costs must include an invoice or receipt from the restaurant (credit card receipts alone are not acceptable), persons entertained, occasion, University or organization affiliation, etc. Please be advised that most granting agencies do not permit hospitality or entertainment expenses.

Conferences

When claiming reimbursement for conference travel, the claim must include the itinerary for the conference.

 

Other Expenses

Dependency Care

A maximum of $25 per day may be claimed for the care of children and dependant adults. Receipts must be submitted. Amounts paid to spouse may not be claimed.

Currency Conversion Costs

In space provided for miscellaneous costs, please indicate amount converted, rate and date.

Health Insurance

Cost of additional health insurance during travek outside of Canada is elegible for reimbursement. The optional supplementary medical plan offered to Queen's employees provides coverage for most medical costs outside of Canada not covered by OHIP.

 

Travel Claims/Documentation/Approvals

Travel Claims

Travel claims may be reimbursed only by submitting a properly completed and approved travel claim form. The travel claim form should be submitted within 15 days of completing trip.

Expenses should be listed by day, and type of expense. Where hotel bills list other charges (meals, etc.) these expenses should be shown separately on the claim form.

Amounts expended in foreign currencies must be translated to Canadian dollars. When preparing your claim, indicate the rate used in the space provided for miscellaneous costs.

The claim form must describe the purpose of the trip.

If the trip covers more that 7 days, use more than one claim form.

Documentation

Any single expenditure of more than $10, must be supported by an original invoice or like receipt, which indicates the amount spent, the nature of the expenditure and the recipient of the payment. It is not necessary to provide documentation to support amounts claimed using allowances.

The following are not ordinarily acceptable supporting documentation:

• Credit card slips
• Credit card statements
• Canceled cheques

Where a claimant requires the return of original invoices (e.g. where several organizations are contributing to the cost of a trip), the claimant must write across the original copy in pen "$X reimbursed by Queen's University", make a photocopy of the original and submit both the original and the copy along with the claim to Financial Services. The spoiled original will be returned to the claimant.

Approvals

Claims must be signed by the claimant and approved by the person with signing responsibility for the account.

A person may not authorize payment to him/herself. Where the claimant is the person primarily responsible for the account (i.e. the principal investigator of a research grant or the department head), the approval must come from the next higher level in the origanization (the department head approves the principal investigators claim and the dean approves the department head's claim, and so on).

Signature stamps are not acceptable.

The signature of the claimant means that the claim conforms to this policy (or other applicable travel policy) and expenditures were incurred for University approved purposes and have not been reimbursed from another source.

The signature of the person approving the claim means that expenses are reasonable and were incurred for University approved purposes.

Individuals monitoring accounts and approving travel claims are expected to return claims that do not comply with this policy.

Harmonized Sales Tax (HST)

The University is eligible for a rebate on a portion of HST paid. The person submitting the travel claim is responsible for indicating on the claim form, in the space provided, the amount of HST paid. Specifically, the claimant must:

• Identify and add up all HST detailed on invoices attached to claim
• The new travel forms will automatically calculate the HST included for kilometer allowance, taxi fares and meal per diems.

Claimants are advised to keep copies of claim forms and supporting documents for their own record keeping purposes.

Other

Incomplete or inadequate claims will be returned.

Claimants are advised to keep copies of claim forms and supporting documents.

If you require assistance, please contact the Financial Services Main Office.