Travel Information Session
Finance Department
Overview
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Travel Policy and Procedures
Travel Expense Reporting
Scotiabank Travel Credit Card
Finance Department
Travel Policy and Procedures
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New Travel Policy was recently approved
by the Senior Management Group.
The new policy is available at
www.uwindsor.ca/travelpolicy.
Finance Department
What is the Scope of the Travel Policy ?
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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.
Finance Department
Who is Responsible ?
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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.
Finance Department
What is the authorization process ?
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Signature of the claimant/traveller
All travel expenses must be approved by a
minimum of one level of authorization above the
claimant
When two or more persons are travelling together:
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All travel expenses must be submitted by the traveller
who incurred the expense; and
The 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.
Finance Department
How can you pay for University Travel ?
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Direct billing - from the vendor to the University
Accounts Payable Department
Corporate Travel Credit Card (Scotiabank VISA)
Personal Credit Card (post travel reimbursement
only)
Cash (post travel reimbursement only)
Finance Department
Eligible Travel Expenses
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Hotel Expenses – Single room rate per
traveller not to exceed $200.00 exclusive of
taxes
Please refer to the CAUBO website for
eligible discounted hotel rates
(www.caubo.ca/procurement/agreements/hotels)
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Gratuitous Accommodations – the
maximum reimbursement allowance is
$25.00 – no receipt is required
Finance Department
Airfare and Rail
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Economy class airfare is eligible for reimbursement
Claims 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
reimbursable
Frequent flyer status is NOT to be a determining factor in
the selection of the carrier
First Class Travel is acceptable for traveling by rail
Finance Department
Car Rental
• Original gas receipts must be attached to your
expense form
• If you are renting a vehicle you cannot claim the
mileage allowance on the expense form
• You cannot use the BTA Card to book a rental
vehicle
• Please refer to the CAUBO website for eligible
discounted car rentals
(www.caubo.ca/procurement/agreements/carrentals)
Finance Department
Privately Owned Vehicles
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Mileage 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).
Finance Department
Collision/Loss Damage Insurance
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When 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.
Finance Department
Receipts
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Parking
Highway Tolls
Ferries
Bridge Tolls
receipts must be obtained and attached to
the Expense Form for reimbursement
purposes
Finance Department
Meals
With Receipts
• Reasonable 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.
Finance Department
Meals
Without Receipts (Per Diem )
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No receipts are required when claiming the per diem.
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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.
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Refer to Appendix A found in the Travel Policy for
Maximum Per Diem Rates.
Finance Department
Registrations
• Registration 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
Finance Department
Out-of-Country Travel
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Persons 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:
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Travel visas
Currency exchange conversion or surcharge fees
Airport/departure taxes
Immunization shots
When claiming expenses on the Expense Form, state the
amount and type of currency used.
Finance Department
Out-of-Country Travel
• The 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.
Finance Department
Benefits Derived
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Any benefit derived while on University Travel with a
value of $200.00 or more from any one source should be
disclosed as required under the Gifts, Hospitality and
Other Benefits Policy (www.uwindsor.ca/giftacceptance).
Finance Department
Other Eligible Travel Expenses
• Fax and e-mail charges
• Reasonable Laundry/Dry Cleaning (after seven consecutive
days of travel)
• Transaction fees levied by travel agency
• Reasonable Telephone Charges
• Travel expenses related to physical/medical disabilities of the
traveller
• Flight cancellation insurance
• Work visas required as a result of travel
• Conference activities published in the conference program, if
pre-approved
• Bank service charges related to cash advances
Finance Department
Ineligible Travel Expenses
Inclusive but not limited to:
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Any expenses related to accompanying travel companions
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Pet care expenses
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Non-business or personal related expenses
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Parking fines and other traffic fines
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Library fines
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Personal travel insurance
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Insurance coverage for privately owned vehicles
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Expenses for repairs of privately owned vehicles
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Expenses related to damages to uninsured rental cars and
privately owned vehicles
Finance Department
Questions on the Travel Policy ?
Finance Department
Travel Expense Claim Form
Finance Department
Expense Reporting
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Cheque 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
www.uwindsor.ca/expenseform.
Finance Department
Expense Reporting
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Each 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 www.uwindsor.ca/lostreceipt.
Finance Department
Expense Reporting
• Conference 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.
Finance Department
Receipts
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Original receipts are required for reimbursement
Credit card statements are not sufficient
Boarding passes are also required
New Lost Receipt Form available online at
www.uwindsor.ca/lostreceipt
Finance Department
Accounts Payable
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The Accounts Payable Department has specific
staff that can answer your travel questions:
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Susan Boughner – Sr. A/P Clerk
Vera Potocek – A/P Clerk
x2120
x2123
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Ryan Kenney – Procurement Manager
x2119
For further information, please visit our Accounts Payable
website at: www.uwindsor.ca/payable
Finance Department
Key Information about the new Travel Credit Card
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For business travel related expenditures
only
Cash advances are available (on the
corporate travel credit card)
Monthly visa statement will be e-mailed to
your University e-mail address
Visa card cycle goes from the 16th of the
month, ending the 15th of the following
month
Finance Department
Key Information about the new Travel Credit Card
• Your monthly VISA statement will appear
from TransPlus@procard.com.
• The 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.
Finance Department
Responsibility for payment of the Travel Credit Card
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It 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.
Finance Department
Purchasing Services
University Credit Card Co-ordinator:
Saundra Parent –ext. 2081
Ryan Kenney – ext. 2119
Procurement Manager
Finance Department
Grants
Any 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. 2134
Visit the Grants website at: ‘www.uwindsor.ca/finance”
and then click on the Research Grants “flyout” on the left.
Finance Department
Quick Web Access
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Travel Policy – uwindsor.ca/travelpolicy
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Travel Expense Form – uwindsor.ca/expenseform
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Lost Receipt Form – uwindsor.ca/lostreceipt
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Services & Support/Purchasing/Credit Cards
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Visa Auto Rental Collision/Loss Damage Insurance
Flight Delay, Emergency Purchases, Hotel/Motel Burglary and Lost
Luggage Insurance