Personnel

B.2.3 Travel Approval and Reimbursement

Approved/revised: May 6, 2008

  POLICY

The Institute will cover/reimburse the cost of authorized travel expenses incurred by members of faculty, staff and administrators and, when appropriate, students or other persons travelling on NVIT business, in support of the Institute’s mission, provided the expenses comply with Institute procedures and contracts are authorized, reasonable and appropriately documented. All Institute travel will be conducted in a cost-effective manner.

  PROCEDURE

Travel approval procedures are as follows:

Obtain written pre-approval on a Request For Travel Pre-Approval/Advance Form from direct senior manager (or designate) for Travel within BC. All Travel outside of BC requires the President’s pre-approval.

Reimbursement procedures are as follows:

    1. Retain receipts.

    2. Complete Travel Claim Form or Cheque Requisition within 30 days of travel completion, itemizing expenses and attaching original receipts and approved Request For Travel Pre-Approval/Travel Advance Form.

    3. Submit with supervisor’s signature to Accounts Payable. The Institute will reimburse for travel expenses as per set guidelines (See Appendix 1 below). The traveler and the individual who approves payment are responsible for ensuring that claims for expenses are in accordance with these procedures and are for Institute purposes only. The traveler/individual claiming for reimbursement may be held personally responsible for expenditures on goods and services which are not consumed or received due to a decision of the traveler (e.g. reserved hotel rooms, flights).

Travel Claim Expense Forms

Properly completed Travel Expense Forms have a clear statement of the purpose of the travel, and show all expenses relating to the trip, each expense is supported by an original, dated expense voucher or receipt. By signing the expense claim form, the traveler is certifying that the information contained on the form is accurate to the best of his/her knowledge; the original signature of the claimant is required. All expenses must be clearly detailed. Claims for “miscellaneous” or “sundry” items will be returned to the traveler for clarification. Reasonable expenditures for taxis and public transportation to and from airports, railway stations, between appointments, hotel locations and meeting places are reimbursable, including reasonable gratuities for services.

Receipts

Original receipts (e.g. hotel bills, parking, airport improvement fees, etc.) are required to support a claim. Credit card vouchers for gasoline and meals may also be used. Travel agency invoices, cancelled cheques, credit card statements or “paid” notices, photocopies and carbon copies are not acceptable. If a receipt is lost and a duplicate cannot be obtained, the traveler should submit a signed memorandum to the Vice President Corporate Services.

Combining Institute Travel With Personal Travel

Before travelers take indirect routes or append personal travel to business travel, the direct senior manager and the traveler will agree on a fair allocation of expenses for the travel, accommodation, food and other expenses that would have been charged had the interruption not occurred.

Appendix 1

    1. General Travel Guidelines

The Institute does not provide funds in advance of the actual travel, unless otherwise approved by a Management Committee member.  Under normal circumstances travel advances will not be made more than ten (10) business days prior to the start of the trip. A subsequent travel advance will not normally be made if a previous advance has not been settled.

    2. Air Travel

Air travel will normally be at the standard economy passenger rate. However, the direct senior manager may pre-approve upgrades for flights longer than eight hours. Booking of tickets should be completed sufficiently in advance to take advantage of early booking discounts.

    3. Land Travel

· Employees using personal vehicles for travel will be reimbursed at the standard per kilometer rate. When a private automobile is used on approved Institute business, the owner ensures that personal automobile insurance is adequate. I.C.B.C. regulations require that any vehicle driven in excess of 6 days per calendar month (a partial day is considered a day) for business purposes must have business coverage (Rate Class 007). Such usage could be as little as driving between buildings on campus via public roadways. Failure to have appropriate business insurance could invalidate the member’s coverage for certain claims. Maximum reimbursement may not exceed the cost of a standard economy air flight.

· Reimbursement for car rentals will be based on the rate for a standard compact vehicle.  Insurance must be purchased at the time of rental.  Rental will be approved when it is the most effective means of transportation.

    4. Accommodations

-  Individuals booking accommodation for NVIT business must request a Provincial government rate at the time of booking.
· Reimbursement for accommodation will be limited to reasonable amounts in the particular circumstances and normally will not exceed the standard single occupancy rate.
· If a relative or friend provides lodging for an employee while on business, the Institute will allow reimbursement for a gift or gratuity of $20 per day.

    5. Meals

· Alcoholic beverages will not be reimbursed.
· If meals are included in a convention or seminar fee, they will be subtracted from the per diem.
· Within Canada and the U.S., meals will be reimbursed at the standard per diem rates in either Canadian or US funds, depending on jurisdiction.

The above rates apply to each calendar day an employee is travelling on Institute business.