Purpose

This information should be helpful when used as a reference for University travel related questions. It is not intended as a replacement for UBC Policies or current Board approved procedures.

Travel supported by research grants or contracts must also comply with University regulations and policies, unless indicated otherwise by the granting agency.

You are encouraged to refer to UBC Policies #83 & #84 for in-depth details regarding travel related expenses and claims. These policies can be accessed at: http://www.universitycounsel.ubc.ca/policies/travel.html

PER km RATE - Private Automobile:

University related travel by private vehicle may be necessary to save time and/or costs. Reimbursement for private vehicle use is made to the driver only and is calculated by multiplying the mileage (kilometer) rate to the actual driving distance.

Meals (Per Diem)

Travellers may be reimbursed for the cost of meals either by submitting receipts for actual meal costs or by claiming meal per diems. In the event a per diem is claimed, no receipts are required. Travellers may claim a meal per diem for an entire day or partial day. Where a per diem is claimed no additional amount may be claimed for the same meals. Per diems may only be claimed where meals have actually been consumed. Per diems cannot be claimed where meals are already included, i.e. conferences, meetings etc.

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travel reimbursement

Instructions for completing Travel Requisition for Payment (HST) and a copy of the form can be found the Financial Services website

Properly completed and approved expense claim forms must be clearly detailed. Claims for "miscellaneous" or "sundry" items will be returned for clarification. Each claim form must state the purpose of travel and itemize all expenses. Original detailed receipts (i.e. Airline electronic ticket receipts, Hotel bills, Restaurant bills, etc.) are required to support a claim. Generally invoices, cancelled cheques, credit card statements, "Paid" notices, photocopies and/or carbon copies are not acceptable.

The original signature of the claimant is required as well as the approval signature of the next reporting level of authority. By signing the expense claim form, the traveller is certifying the accuracy of the information on the form. Once approved, expense claim forms should be forwarded to Financial Services for reimbursement.

Joint Expenses: Combining University Travel with Personal Travel

Prior to taking indirect routes to a destination, (interrupting business portions of a trip for personal travel or vice versa), travellers must consult with their Administrative Head and agree on a fair allocation of expenses for the trip.

In any event, the University's portion is limited to expenses for travel, accommodation, meals, and other expenses that would have been accrued had the personal travel interruption not occurred.

Further Information Required?

UBC Travel Manager, Judith Fograscher
Tel: (604) 822-5878
Fax: (604) 822-6949
Email: judith.fograscher@ubc.ca

Financial Services, Expense Claims Instructions, Forms and TR Number Generator
Fax: (604) 822-2417
Website: http://www.finance.ubc.ca/forms#ac

Human Resources, MSP & Extended Health Coverage
Fax: (604) 822-2417
Website: http://www.hr.ubc.ca/benefits/employee-groups/

American Express Corporate Cards
Tel: 1-800-716-6661
Fax: (905) 474-8982
Website: http://www.travel.ubc.ca/Amex.htm

UBC Supply Management
Travel Management Program Mailing Address:
General Services Administration Building
2075 Wesbrook Mall, Vancouver, B.C. V6T 1Z1

Main Reception / Enquiries:
Phone: (604) 822-2686
Fax: (604) 822-6949