FINANCIAL AND ADMINISTRATIVE SERVICES

TRAVEL POLICIES AND PROCEDURES

October 9, 2012

TRAVEL POLICIES

General

Guest Lecturers and other official Visitors

GENERAL PHILOSOPHY

Purpose:

The purpose of these policies is to provide for proper control of travel and related expenses when travel is necessary and approved activity.

GENERAL PHILOSOPHY (cont’d.)

Authority:

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

An application for deviation from these guidelines or to cover costs not provided in these guidelines must be made to the appropriate Vice-President.

GENERAL PHILOSOPHY (cont’d.)

Responsibility:

It is the responsibility of the Unit Head to ensure that these guidelines are observed and that strict economy is exercised.

TRAVEL - GENERAL

DOCUMENTATION STANDARDS

Original vouchers must accompany claims Vouchers must exist for all claims in excess of $5.00

except for per diem meal allowances, private accommodation allowance and mileage reimbursements for personal use of vehicle.

Original signatures only can be accepted. Stamps for signature will not be accepted.

All vouchers where HST is charged must identify their HST registration numbers.

DOCUMENTATION STANDARD (cont’d.)

Credit Cards/Debit SlipsCredit or debit card receipts are accepted as vouchers for the purchase of gasoline and taxi services only. In these cases, the receipt must state that the purchase is for gasoline or taxi service, with the name of the company clearly displaced.

Confirmation of Exchange Rate must be attached to the travel claim/travel advance

DOCUMENTATION STANDARDS (cont’d.)

Claims being partially reimbursed by third party must have original vouchers. Should the third party require them, they will only be returned once Financial and Administrative Services has marked them appropriately.

DOCUMENTATION STANDARDS (cont’d.)

When original vouchers are lost or not available Obtain a copy/confirmation of amount paid An appropriate witnessed affidavit

Meals

The maximum rate of each full day of travel is:

CanadaUS & Other Countries

Breakfast 10.00 10.00

Lunch 15.00 15.00

Dinner 25.00 25.00

50.00 50.00

Currency Cdn US

OWN VEHICLE vs AIR TRAVEL

Standard method of travel is by Air Most economical, not to exceed economy.

When travelling by own vehicle: Actual cost not mileage Not exceed 14 day advance booking Original vouchers Quote from travel agent or from the web of a 14

day advance booking

OWN VEHICLE vs AIR TRAVEL (cont’d.)

Travel within Newfoundland Mileage

GUEST LECTURES AND OFFICIAL VISITORSOF THE UNIVERSITY

REIMBURSEMENT EXPENSES

All expenses for Visitors of Memorial must be approved by Unit Head.

Allowable expenses will be paid to a maximum of FIVE days. Air Fare Taxi Accommodations Meals

PER DIEM MEAL ALLOWANCES

• The maximum rate of each full day of travel is:

Canadian

Breakfast 10.00

Lunch 15.00

Dinner 25.00

50.00

Currency Cdn

STIPENDS/HONORARIUMS

Social Insurance Number (or equivalent) Arts and Consulting Fees HST Registration Number or Small Traders form required

for stipends/honorariums for amounts of $1,000.00 or more.

Non-Canadian 15% withholding tax

HOME HOSTING

Hosting a single visitor A maximum of the visitor and three university

employees.

A group of official visitors Total number as approved by the appropriate Unit

Head. Number of University employees shall not exceed the

number of visitors.

HOME HOSTING (cont’d.)

The maximum reimbursement for home hosting is: Receptions

$10.00 per person to maximum of 25 people

Luncheon$15.00 per person

Dinner$25.00 per person

RESTAURANT HOSTING (cont’d.)

The maximum reimbursement for restaurant hosting is:Breakfast - $15.00 per personLuncheon - $25.00 per personDinner - $50.00 per person

OPTIONS OF BEING REIMBURSED

Non-Accountable Expenses Accountable Expenses

RESPONSIBILITY OF SIGNING AUTHORITY

All expenditures are valid In compliance with Travel Policies Sufficient funds are available Travel was required and approved Process Travel Claim in reasonable time period