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.
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 .
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.
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.
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.
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.