2 Travel Policy and Procedures Travel Expense Reporting Finance DepartmentOverviewTravel Policy and ProceduresTravel Expense ReportingScotiabank Travel Credit Card
3 Travel Policy and Procedures Finance DepartmentTravel Policy and ProceduresNew Travel Policy was recently approved by the Senior Management Group.The new policy is available at
4 What is the Scope of the Travel Policy ? Finance DepartmentWhat is the Scope of the Travel Policy ?Applies to all University travel including research grant travel.Travel claims funded by a third party (e.g. under a research grant or contract) will be governed by the policies and regulations of the funding agency.Where funding regulations are different from University policies, the more stringent policy will take precedence.
5 Finance DepartmentWho is Responsible ?Traveller is responsible for ensuring claims for reimbursement are accurate, conform with the Travel Policy and Procedures and where applicable funding agency rules.All expenditures must be supported by original detailed receipts.Travel Expense Claim Form should be submitted within 15 working days and not later than twelve months from the completion of the trip.
6 What is the authorization process ? Finance DepartmentWhat is the authorization process ?Signature of the claimant/travellerAll travel expenses must be approved by a minimum of one level of authorization above the claimantWhen two or more persons are travelling together:All travel expenses must be submitted by the traveller who incurred the expense; andThe travel Expense Form must be approved by a minimum of one level of authorization above the individual with the highest authority who is included in the expenses incurred.
7 How can you pay for University Travel ? Finance DepartmentHow can you pay for University Travel ?Direct billing - from the vendor to the University Accounts Payable DepartmentCorporate Travel Credit Card (Scotiabank VISA)Personal Credit Card (post travel reimbursement only)Cash (post travel reimbursement only)
8 Eligible Travel Expenses Finance DepartmentEligible Travel ExpensesHotel Expenses – Single room rate per traveller not to exceed $ exclusive of taxesPlease refer to the CAUBO website for eligible discounted hotel rates (www.caubo.ca/procurement/agreements/hotels)Gratuitous Accommodations – the maximum reimbursement allowance is $25.00 – no receipt is required
9 Airfare and Rail Economy class airfare is eligible for reimbursement Finance DepartmentAirfare and RailEconomy class airfare is eligible for reimbursementClaims for First Class and Business Class travel will be reimbursed at the economy rate unless special circumstances so warrant (e.g. medical certificate)Enrolment fees for frequent flyer points are not reimbursableFrequent flyer status is NOT to be a determining factor in the selection of the carrierFirst Class Travel is acceptable for traveling by rail
10 Car Rental Original gas receipts must be attached to your expense form Finance DepartmentCar RentalOriginal gas receipts must be attached to your expense formIf you are renting a vehicle you cannot claim the mileage allowance on the expense formYou cannot use the BTA Card to book a rental vehiclePlease refer to the CAUBO website for eligible discounted car rentals (www.caubo.ca/procurement/agreements/carrentals)
11 Privately Owned Vehicles Finance DepartmentPrivately Owned VehiclesMileage allowance is designed to cover vehicle operating costs including gasoline, insurance, repairs and maintenance.When completing the Expense Form, dates, kilometers and destination must be included.When traveling in a group, only one person may claim mileage on any one business trip. The names of the passengers must be shown on the Expense Form.The current kilometer allowance is $0.38 per kilometer (current kilometer allowance rate can be found in Appendix A).
12 Collision/Loss Damage Insurance Finance DepartmentCollision/Loss Damage InsuranceWhen renting a vehicle in Ontario and using your Scotiabank Travel Visa Card, a Cardholder may decline the Rental Agency’s collision damage waiver (CDW) if you strictly adhere to the credit card requirements.When renting a vehicle outside of Ontario you must purchase the collision and damage offered through the Rental Agency.
13 Receipts Parking Highway Tolls Ferries Bridge Tolls Finance DepartmentReceiptsParkingHighway TollsFerriesBridge Tollsreceipts must be obtained and attached to the Expense Form for reimbursement purposes
14 Finance DepartmentMealsWith ReceiptsReasonable amounts incurred for meals when travelling on University business.Receipt must be an original itemized receipt.A credit or debit card receipt is not acceptable.Meals claimed on a receipt basis must exclude any charges for alcoholic beverages.For amounts significantly over the per diem an explanation is required.
15 Meals Without Receipts (Per Diem ) Finance DepartmentMealsWithout Receipts (Per Diem )No receipts are required when claiming the per diem.When meals are included in registration fees for seminars and conferences, or are included in travel, individuals will not be permitted to claim an allowance for those meals.Refer to Appendix A found in the Travel Policy for Maximum Per Diem Rates.
16 Finance DepartmentRegistrationsRegistration fees should be charged against the traveller’s corporate travel card when possible.Conference registration fees can be reimbursed before the conference only if using the corporate travel card.A copy of the full conference registration must be included with the Expense Form
17 Out-of-Country Travel Finance DepartmentOut-of-Country TravelPersons travelling outside of Canada will be reimbursed for expenses if they were specifically incurred and necessary for their travel.Such expenses include, but are not limited to, the cost of:Travel visasCurrency exchange conversion or surcharge feesAirport/departure taxesImmunization shotsWhen claiming expenses on the Expense Form, state the amount and type of currency used.
18 Out-of-Country Travel Finance DepartmentOut-of-Country TravelThe exchange rate will be calculated by Accounts Payable unless proof of exchange is provided.The exchange rate should be the applicable rate on the transaction date.When possible, provide a copy of the cardholder’s statement to support exchange rates.
19 Finance DepartmentBenefits DerivedAny benefit derived while on University Travel with a value of $ or more from any one source should be disclosed as required under the Gifts, Hospitality and Other Benefits Policy (www.uwindsor.ca/giftacceptance).
20 Other Eligible Travel Expenses Finance DepartmentOther Eligible Travel ExpensesFax and chargesReasonable Laundry/Dry Cleaning (after seven consecutive days of travel)Transaction fees levied by travel agencyReasonable Telephone ChargesTravel expenses related to physical/medical disabilities of the travellerFlight cancellation insuranceWork visas required as a result of travelConference activities published in the conference program, if pre-approvedBank service charges related to cash advances
21 Ineligible Travel Expenses Finance DepartmentIneligible Travel ExpensesInclusive but not limited to:Any expenses related to accompanying travel companionsPet care expensesNon-business or personal related expensesParking fines and other traffic finesLibrary finesPersonal travel insuranceInsurance coverage for privately owned vehiclesExpenses for repairs of privately owned vehiclesExpenses related to damages to uninsured rental cars and privately owned vehicles
22 Questions on the Travel Policy ? Finance DepartmentQuestions on the Travel Policy ?
23 Travel Expense Claim Form Finance DepartmentTravel Expense Claim Form
24 Finance DepartmentExpense ReportingCheque requisitions and expense reports are reviewed by Accounts Payable for accuracy, reasonableness and backup (original receipts).A “reasonable” expense is deemed to be based on sound judgement and moderation.The traveller is to ensure that all trip expenses are both allowable (see Section E of the travel policy) and reasonable based on our guidelines, per diems etc.You are responsible to account for your total trip expenses.Travel Expense Form found at
25 Finance DepartmentExpense ReportingEach section of the Travel Expense Form must be completed if applicable.Mileage claim cannot be claimed along with gas receipts (rental car only).Air and rail travel should include stubs and boarding passes.Parking and toll receipts should be provided (if receipt is lost please complete Lost Receipt Form).Per diem rates are found in Appendix A of the Travel Policy.If receipt is lost please complete Lost Receipt Form found at
26 Finance DepartmentExpense ReportingConference Registrations can be booked using the new travel card (VISA).If your claim includes entertainment costs, complete the detailed area: list names of individuals, dates and amounts.Please use box stating US or CDN dollars.Expense Form will automatically calculate GST rebate.Expense report must be properly authorized (see Section C of Travel Policy.Area for account distribution that can be carried forward to your cheque requisition.
27 Receipts Original receipts are required for reimbursement Finance DepartmentReceiptsOriginal receipts are required for reimbursementCredit card statements are not sufficientBoarding passes are also requiredNew Lost Receipt Form available online at
28 Finance DepartmentAccounts PayableThe Accounts Payable Department has specific staff that can answer your travel questions:Susan Boughner – Sr. A/P Clerk x2120Vera Potocek – A/P Clerk x2123Ryan Kenney – Procurement Manager x2119For further information, please visit our Accounts Payable website at:
29 Key Information about the new Travel Credit Card Finance DepartmentKey Information about the new Travel Credit CardFor business travel related expenditures onlyCash advances are available (on the corporate travel credit card)Monthly visa statement will be ed to your University addressVisa card cycle goes from the 16th of the month, ending the 15th of the following month
30 Key Information about the new Travel Credit Card Finance DepartmentKey Information about the new Travel Credit CardYour monthly VISA statement will appear fromThe subject line will read “Scotiabank VISA Stmnt-UofWTRAVEL: Cardholder Name.You are responsible to pay the balance on your statement each month directly to Scotiabank.
31 Responsibility for payment of the Travel Credit Card Finance DepartmentResponsibility for payment of the Travel Credit CardIt is the cardholders’ responsibility to pay the full balance on the statement each month.If the cardholder defaults on payment of the credit card Scotiabank will notify the cardholder and the Finance Department after 60 days.The Finance Department will be monitoring overdue balances and be notifying the appropriate individuals in the organization.The University will not pay for interest or late payment charges on your travel card.
33 Grants Any Grant related questions should be directed to: Finance DepartmentGrantsAny Grant related questions should be directed to:-Heather Pratt-Supervisor, Grant Accounting ext. 2127-Donna Bergamin-Grant Accountant ext. 2132(CFI,OIT,Sharc-Net,HRDC,Contracts,Contribution Agreements and any other funding sources)-Kathy McGorman-Grant Accountant ext. 2129(SSHRC/NSERC/CIHR Grants, Start up Grants)-DJ Lafreniere, Accounting Clerk ext. 2134Visit the Grants website at: ‘www.uwindsor.ca/finance”and then click on the Research Grants “flyout” on the left.
34 Quick Web Access Travel Policy – uwindsor.ca/travelpolicy Finance DepartmentQuick Web AccessTravel Policy – uwindsor.ca/travelpolicyTravel Expense Form – uwindsor.ca/expenseformLost Receipt Form – uwindsor.ca/lostreceiptServices & Support/Purchasing/Credit CardsVisa Auto Rental Collision/Loss Damage InsuranceFlight Delay, Emergency Purchases, Hotel/Motel Burglary and Lost Luggage Insurance