• Related Documents:  Business Travel Procedure and Appendix
  
• Approval Dates:  Revised November 8, 2011
  
• Approved by:  Vice President, Administration and Finance
  
• Jurisdiction:  Vice President, Administration and Finance, Financial Services
  
• Next Review Date: 3 years from last approved date (2014)

What:

This policy describes who may be reimbursed for business travel expenses (including the use of personal vehicles) – and how.

Applies to:      

Faculty & Staff

What You Need To Know:

The University reimburses faculty and staff for reasonable travel expenses associated with University-related business.

Travel expenses will be reimbursed provided they are cost-effective, validated, and have been approved in advance by the appropriate authority.

Tip:  Are you a frequent traveler? Consider applying for a Ryerson Travel AMEX Card to enjoy simple expense reimbursement and several cardholder benefits. For further details see www.ryerson.ca/purchasing/card/tcard/

Eligible Expenses: 

Travel expenses incurred for University business may include: air or other travel fares, conference fees, hotels or other accommodation, meals, transfers and other travel-related expenses. 

Personal Vehicles:

Faculty and staff using personal vehicles for University-related business will be reimbursed on a per kilometre rate via iExpense, if appropriately documented and authorized. Claim only the mileage for travel above and beyond a normal commute to Ryerson University campus.

View current rates at: http://www.ryerson.ca/financialservices/about/services/index.html#FAQmileage

Meals / Per Diems: 

Effective September 1, 2011, following the Broader Public Service (BPS) Financial Accountability Act, the University has eliminated Per Diems for all faculty and staff for travel, unless permitted under a collective agreement.  Individual original receipts must be provided for all travel related expenses, including meals. (See the Business Meals policy for specific guidelines.)  Normally, where meals are included in conference fees, there should be no expenses incurred. 

Ineligible Expenses:

Personal expenses will not be reimbursed. For example: personal entertainment, sightseeing, side trips and expenses for a spouse or other individual accompanying you. 

Reimbursement Claims

Reimbursement claims for out-of-pocket expenses require original receipts and (where applicable) boarding passes.

Tip: Use iExpense for all your business travel, meals & entertainment and other University-related expense claims.

Approval and Signing Authority:

All business travel expenses must be approved verbally or via email by at least one administrative level higher than the claimant, prior to the start of travel.  Travel funded by external agencies requires written approval in advance.

IMPORTANT:  It is the approver’s responsibility to ensure that reimbursement claims are:

a)       for business-related expenses;

b)       reasonable, and;

c)       supported by original receipts and (where applicable) boarding passes. 

External Funding Agencies:

When using funding from external agencies and where their written regulations are different from University regulations, the funding agency regulations will take precedence.

Note: Travel funded by external agencies requires written approval in advance.

Audit:  

All expenditures are subject to audit review.

Jurisdiction:

This policy is under the jurisdiction of the Vice President, Administration and Finance. Interpretation and administration is the responsibility of the Chief Financial Officer.

Policy Review:

This policy is subject to review every three (3) years.