Travel Regulations

1. All conference travel must be approved, in advance. Faculty must complete an "Application for Travel Assistance" and have prior approval from their Dean and Vice-President, Academic and Research. Funding must also be approved by the Vice-President, Finance and Administration.

Administrative staff must complete an "Application for Administrative Professional Development Funds" form and have prior approval by their supervisor. This form also requires approval by the Associate Vice-President, Human Resources and the Vice-President, Finance and Administration.

2. Travel expense claims must be made on the appropriate form: "Nipissing University Statement of Expenses".

3. It is the intent of the University to reimburse employees for any reasonable out-of-pocket expenses incurred while travelling on approved University business.

EMPLOYEES MUST STRICTLY ADHERE TO THE GUIDELINES ON THE REVERSE SIDE OF THE APPLICATION FOR TRAVEL ASSISTANCE FORM

1. Receipts

(a) Receipts are required for:

(i) Hotel, room or other accommodation which should be booked at the economical standard room rate available.  Visit the CAUBO site for details.

      
(ii) Transportation for which receipts or stubs are normally available.

(iii) In all cases, especially unusual items, where it is reasonable to expect a receipt to be produced.

(b) Receipts should be made out to the payee on his/her their own billhead, and should show the address and locality of the payee. The receipt is to be dated.

(c) Complete details of services rendered should appear on the receipt, e.g. receipts for accommodation should show the number of days or part days, the rate per day or week, the cost of meals, the GST registration number and the total amount of GST charged.

(d) The absence of a receipt places the onus on the claimant to produce other evidence of payment which may be recognized.

2. Items not allowed

Charges for laundry, valet, newspapers, entertainment, movies, room tips, etc. will not be permitted.

3. Mileage

Point to point mileage must be clearly set out. Any "vicinity" mileage must be shown separately. If any but the shortest route is taken, an explanation must be submitted. Where possible, mileage must be in accordance with the official Province of Ontario road map. Mileage rates are deemed to cover all related expenses, including gas, oil, repair and maintenance reimbursement will be made up to the maximum amount of the daily rental rate under the car rental policy. Overnight parking is an allowable expense in addition to the above.

4. Mode of Travel

(a) A full explanation must be given when the means of transportation used is not the most economical available, e.g., use of personally-owned motor vehicles in lieu of travelling by economy air fare or train.

(b) Flight insurance for air transportation is an allowable expense.

5. Unusual Items

A full explanation and related receipts must be submitted. This is important to avoid delay in clearing the expense claim.

The purchase of materials is not allowable. Minor exceptions to this rule will be allowed if approved by the supervisor.

6. Gratuities

(1) Claims for gratuities (for meals - maximum 15%) may be allowed where the charges are for reasonable amounts actually disbursed.

7. Telephone

Employees travelling on university-related business will be reimbursed for reasonable personal calls home. Exceptions will be allowed if approved by the supervisor.  Cell phones can be borrowed for short term absences from the Office of the Vice-President, Finance and Administration.

8. Personal Vehicle

If the use on an employee's private automobile is approved, the employee must be aware that in the event of an accident, it is their personal vehicle insurer that is the primary carrier. See maximum under "mileage" above.

9. Rental Vehicles in North Bay

When vehicles are rented by university employees for approved university purposes, and the costs are to be paid, either directly or indirectly, by the University, the rental should be booked with DISCOUNT CAR & TRUCK RENTALS and payment must be made with your corporate AMEX credit card.  A purchase requisition must be completed prior to the rental.  Collision insurance is covered when renting with your AMEX credit card and employees should waive the insurance coverage fee on the rental agreements (exceptions include trucks and off-road vehicles).  Please refer to car rental policy for rates and additional details.

Rental Vehicles Outside North Bay

Collision insurance is covered when renting with the corporate AMEX credit card.  To reserve a vehicle call Budget Rent-A-Car at 1-800-268-8900 and quote BCD # A136100 to obtain CAUBO preferred rates.  A purchase requisition must be completed prior to the rental.  Please refer to the car rental policy for rates and additional details at.

10. Travel

Approval for travel should be made by the employees before leaving the University in order to document that the travel is for legitimate University business and purposes.

11. Per Diem Rate

Per diem rate for out-of-town travel shall be $43.00 including gratuities. All per diem rates should be pro-rated for partial days.

12. Car Mileage Allowance

The car mileage allowance is .40 per km effective December 1,2009, and is deemed to cover reimbursement for all related expenses, including gas, oil, repairs and maintenance.

13. Conference Registration Fee

Registration fees will be considered as part of faculty's travel allowance.

14. Accommodation

The University will reimburse employees for a standard room only. If employees choose to upgrade to a larger room or suite, they should deduct the difference.

Accommodation will be paid at the lower of the actual rate paid or the CAUBO rates negotiated on behalf of the Canadian Universities.  The latest CAUBO rates should be obtained from the CAUBO website or the Manager of Purchasing.

Revised APRIL 2010