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FINANCIAL AND ADMINISTRATIVE SERVICES TRAVEL POLICIES AND PROCEDURES October 9, 2012

FINANCIAL AND ADMINISTRATIVE SERVICES TRAVEL POLICIES AND PROCEDURES October 9, 2012. TRAVEL POLICIES. General Guest Lecturers and other official Visitors. GENERAL PHILOSOPHY. Purpose:

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FINANCIAL AND ADMINISTRATIVE SERVICES TRAVEL POLICIES AND PROCEDURES October 9, 2012

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  1. FINANCIAL AND ADMINISTRATIVE SERVICESTRAVEL POLICIES AND PROCEDURESOctober 9, 2012

  2. TRAVEL POLICIES • General • Guest Lecturers and other official Visitors

  3. GENERAL PHILOSOPHY Purpose: • The purpose of these policies is to provide for proper control of travel and related expenses when travel is necessary and approved activity.

  4. GENERAL PHILOSOPHY (cont’d.) Authority: • The Department of Financial and Administrative Services is responsible to the Vice-President (Administration and Finance) for the administration of these policy and these procedures. • An application for deviation from these guidelines or to cover costs not provided in these guidelines must be made to the appropriate Vice-President.

  5. GENERAL PHILOSOPHY (cont’d.) Responsibility: • It is the responsibility of the Unit Head to ensure that these guidelines are observed and that strict economy is exercised.

  6. TRAVEL - GENERAL

  7. DOCUMENTATION STANDARDS • Original vouchers must accompany claims • Vouchers must exist for all claims in excess of $5.00 except for per diem meal allowances, private accommodation allowance and mileage reimbursements for personal use of vehicle. • Original signatures only can be accepted. Stamps for signature will not be accepted. • All vouchers where HST is charged must identify their HST registration numbers.

  8. DOCUMENTATION STANDARD (cont’d.) • Credit Cards/Debit Slips Credit or debit card receipts are accepted as vouchers for the purchase of gasoline and taxi services only. In these cases, the receipt must state that the purchase is for gasoline or taxi service, with the name of the company clearly displaced. • Confirmation of Exchange Rate must be attached to the travel claim/travel advance

  9. DOCUMENTATION STANDARDS (cont’d.) • Claims being partially reimbursed by third party must have original vouchers. Should the third party require them, they will only be returned once Financial and Administrative Services has marked them appropriately.

  10. DOCUMENTATION STANDARDS (cont’d.) • When original vouchers are lost or not available • Obtain a copy/confirmation of amount paid • An appropriate witnessed affidavit

  11. Meals The maximum rate of each full day of travel is:

  12. OWN VEHICLE vs AIR TRAVEL • Standard method of travel is by Air • Most economical, not to exceed economy. • When travelling by own vehicle: • Actual cost not mileage • Not exceed 14 day advance booking • Original vouchers • Quote from travel agent or from the web of a 14 day advance booking

  13. OWN VEHICLE vs AIR TRAVEL (cont’d.) • Travel within Newfoundland • Mileage

  14. GUEST LECTURES AND OFFICIAL VISITORS OF THE UNIVERSITY

  15. REIMBURSEMENT EXPENSES • All expenses for Visitors of Memorial must be approved by Unit Head. • Allowable expenses will be paid to a maximum of FIVE days. • Air Fare • Taxi • Accommodations • Meals

  16. PER DIEM MEAL ALLOWANCES • The maximum rate of each full day of travel is:

  17. STIPENDS/HONORARIUMS • Social Insurance Number (or equivalent) • Arts and Consulting Fees • HST Registration Number or Small Traders form required for stipends/honorariums for amounts of $1,000.00 or more. • Non-Canadian • 15% withholding tax

  18. HOME HOSTING Hosting a single visitor • A maximum of the visitor and three university employees. A group of official visitors • Total number as approved by the appropriate Unit Head. • Number of University employees shall not exceed the number of visitors.

  19. HOME HOSTING (cont’d.) The maximum reimbursement for home hosting is: • Receptions $10.00 per person to maximum of 25 people • Luncheon $15.00 per person • Dinner $25.00 per person

  20. RESTAURANT HOSTING (cont’d.) The maximum reimbursement for restaurant hosting is: • Breakfast - $15.00 per person • Luncheon - $25.00 per person • Dinner - $50.00 per person

  21. OPTIONS OF BEING REIMBURSED • Non-Accountable Expenses • Accountable Expenses

  22. RESPONSIBILITY OF SIGNING AUTHORITY • All expenditures are valid • In compliance with Travel Policies • Sufficient funds are available • Travel was required and approved • Process Travel Claim in reasonable time period

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