ADMINISTRATIVE POLICY

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1 TITLE: TRAVEL EXPENSE POLICY APPROVED: January 25, 1996 REVIEWED: April 27, 2000 April 2002 December 14, 2004 May 11, 2005 October 25, 2005 April 13, 2009 NEXT REVIEW: RESPONSIBILITY: Director, Financial Services APPENDICES: Appendix 1: Government of Alberta Prescribed Reimbursement Rates CROSS-REFERENCE: Financial Signing Authority Policy Hospitality and Community Relations Expenditures Policy P O L I C Y S T A T E M E N T : The College will reimburse for actual expenses incurred by employees in the performance of their duties, within approved guidelines. Nothing in the policy is intended to permit any payments that can be construed as income or other compensation to the person conducting College business. P U R P O S E : To ensure that all reimbursement of expenses are completed according to the procedures set out in this policy. S C O P E : This policy applies to any employee or board member who incurs expenses while conducting College business. D E F I N I T I O N S : G U I D E L I N E S / P R O C E D U R E : A common procedure and schedule of allowances will be applied to expenses incurred by any employee or board member. Reimbursement will be in accordance with a schedule of allowances deemed sufficient to cover reasonable out-of-pocket expenses. Expenses will be charged to a designated account with the approval of the appropriate signing authority. Page 1 of 6

2 1. Travel Arrangements ADMINISTRATIVE POLICY 1.1 Tickets for approved travel and accommodations may be arranged personally by any member, and reimbursement will be made in accordance with regulations. It is expected that all approved travel will be by the most economical and direct route possible and that accommodations are at reasonable rates relative to the destination. Insurance: Travel insurance or trip cancellation insurance SHOULD NOT be purchased, under normal circumstances. Exceptions to this require approval. Combining business and personal travel: An employee may, with approval, select the route and mode of transportation to combine personal activities with College business. Reimbursement shall be based only on expenses that would have applied had the trip been made by the most direct route and only for business purposes. 2. Travel Advances Employees may request an advance to cover meals, accommodations, subsistence, taxi and sundry expenses. An advance not to exceed 75 percent of the estimated reimbursable costs may be obtained on submission of an approved Travel Advance Requisition form to Financial Services at least seven working days prior to the intended departure date with approval. On return, a Claim for Reimbursement of Expenses must be submitted to Financial Services within 14 days, through the supervisor, attaching detailed receipts for expenses incurred. If expenses are less than the amount of the original advance, a reimbursement to Grande Prairie Regional College must be attached for the amount owing. If expenses are in excess of the original advance, the employee will be reimbursed the amount owing subject to any maximum. 3. Transportation Expenses When travel is authorized, the most direct and economical route and mode of transportation must be used unless otherwise approved. 3.1 Airline Expenses Air travel shall not exceed economy class travel for the most direct route, unless specifically authorized otherwise. Employees are encouraged to make travel arrangements far enough in advance to take advantage of rate reductions. 3.2 Automobile Expenses College-owned vehicles should be used whenever possible. Page 2 of 6

3 3.2.1 College-owned Vehicles Required automobile travel will normally be undertaken with College-owned vehicles for any regularly scheduled regional travel. Arrangements will be made through the Office of Campus Operations, and charged to the appropriate account. Booking the use of a College-owned vehicle for occasional College business outside of the region will be made through the Office of Campus Operations, and requires Vice-President s approval Private Automobiles When a College-owned vehicle is not available, or with approval of the department head, a private automobile may be used, with reimbursement on the following basis: Reimbursement for actual distance traveled shall be at the Government of Alberta prescribed rate per kilometer (See Appendix 1) Proof of insurance should be available, for any private vehicle, which is to be used for College business The College will not pay the cost of additional business travel insurance, if an additional premium is charged by the employee s insurance company Rental Automobiles Employees may rent a compact or mid-size automobile for business travel or when reasonable a full size vehicle. Insurance on Rental Automobiles The College carries a Commercial General Liability Insurance Policy. Employees are advised when renting vehicles for College business in Canada or the U.S., to rent vehicles in the College s name and waive the liability and collision insurance as the insurance. Proof of insurance can be obtained through the office of the Vice President, Administration. If vehicles are rented outside of Canada or the U.S, liability and collision insurance must be purchased. Page 3 of 6

4 3.3 Other Transportation Expenses An employee may claim reimbursement of the following expenditures without a receipt: Taxi fares up to the Government of Alberta prescribed rate (See Appendix 1) Parking charge Intra-city public transportation Detailed receipts are required for: Airport parking Bus or limousine fare Automobile rentals Taxi fares over the Government of Alberta prescribed rate (See Appendix 1) Air fare 4. Accommodation, Meals and Sundry Expenses An employee traveling on College business may claim: 4.1 Accommodation Where travel on College business requires overnight accommodation an employee may claim reimbursement of the cost of a hotel, motel, guesthouse or other establishment with receipts. The employee may claim the Government of Alberta prescribed rate (See Appendix 1) for each night of private arrangements for accommodation. 4.2 Meals An employee may claim the Government of Alberta prescribed rates (See Appendix 1) for meal allowances without receipts. Meal rates include gratuities as well as GST and PST paid in Canada. For travel of less than one day, where the round trip is completed on the same day and overnight accommodation is not required, partial day meal allowances may be claimed in accordance with the following schedule: Departure before or at Return after Breakfast 7:30 a.m. 7:30 a.m. Luncheon 12:00 p.m. 1:30 p.m. Dinner 5:00 p.m. 6:30 p.m. Meals which are provided as an integral part of transportation fares or included as paid convention fees may not be claimed. Page 4 of 6

5 5. General Receipted Meals When travelling on behalf of Grande Prairie Regional College, individuals are expected to exercise judgment and restraint at all times when buying meals. An employee may claim reimbursement of the actual cost of the meal (including gratuity to a maximum of 15% of the cost of the meal, and GST) on the basis of detailed receipts submitted. Unless purchased as part of a hospitality-related activity involving individuals other than College employees, alcohol will be considered a personal expense to the employee and will not be reimbursed. Hospitality, Hosting or Community Relations Where meals or beverages, while on travel status, are purchased for the purpose of hospitality, hosting or community relations, the provisions of the Hospitality and Community Relations Expenditure Policy will apply. 4.3 Sundry Expenses Daily Allowance An employee may claim a daily allowance for personal expenses at the Government of Alberta Prescribed rate (See Appendix 1) for each full day on travel status which involves an overnight stay, with no requirement for receipts, when this allowance is claimed, no additional claim shall be allowed for laundry, dry cleaning, local telephone calls or other personal expenses Personal Long Distance Calls An employee may claim reimbursement with receipts for one personal long distance telephone call for each overnight stay Internet Access Charges An employee may claim reimbursement with receipts for internet access charges. 5.1 A claim for reimbursement of expenditures must be accompanied by documentation detailing the business purpose of the expenses and a conference itinerary where applicable. Source documents such as hotel receipts, register receipts and other vouchers must be submitted to support the claim for expenditure reimbursement. If an employee recovers any part of an expenditure made by him from any other source, only the net expenditure is claimable from the College. Page 5 of 6

6 5.2 When an employee is accompanied by a spouse or companion, expenditures made on behalf of the spouse or companion is personal and not reimbursable. In the case of accommodation, the employee may claim reimbursement for the single occupancy rate. 6. International Travel Allowances and Expenses 6.1 Meals Allowances for meals and sundry expenses for out of country travel will be based on the domestic allowances (paragraph 5), multiplied by the foreign exchange rate in effect at the time of travel. Any other expenses claimed based on receipt may also be adjusted for the foreign exchange rate in effect at the time of travel. 6.2 Foreign Exchange An employee may claim reimbursement for all foreign exchange rates and service charges, including losses due to changes in the exchange rate of foreign currency, incurred while traveling on College business outside Canada. 6.3 Travel Outside of Canada An employee travelling outside of Canada is required to: Carry a Medex Card which provides 24/7 multi-lingual emergency assistance including medical. The Medex Card is available from the Office of the Vice President, Administration. Ensure there are no travel warnings for the country they are planning to visit. Provide their supervisor or a designated person at the College with a copy of their passport and a detailed itinerary of emergency use only. Obtain and carry the appropriate contact information of the Canadian embassy for the country they are visiting. Ensure they have purchased appropriate accident insurance when travelling abroad. Purchase insurance on rental vehicles if outside of Canada and the USA. Ensure they are familiar with the laws of the country they are visiting. Page 6 of 6

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