Declaration - Travel, Hosting and Professional Expenses Lost Receipt Form
Please submit all completed & signed Travel Claim forms to:
The following are reimbursable expenses for Metropolis Conferences. Please note that this is a list of expenses that may be reimbursed if they apply to your travel dates:
Travel
Receipts
The University of Alberta Financial Services requires that claimants submit all original receipts in support of their travel claims. Please note that credit card slips are not acceptable as a receipt.
All original receipts are to be submitted to the Prairie Metropolis Centre along with the Travel Expense Claim Form.
Lost Receipts
If original receipts have been lost, misplaced, or were never received, a Declaration – Travel Hosting and Professional Expense Lost Receipt form must be completed and submitted to the Prairie Metropolis Centre. The Lost Receipt form can be obtained online at http://www.pmc.metropolis.net. As all travel and hosting transactions are subject to audit review, the required supporting documentation, e.g. conference agendas or approvals for procedure exceptions, must also be attached.
Air Travel
Only the lowest available fares appropriate to particular itineraries, to a maximum of full economy will be reimbursed. The choice of a full economy fare should be based on business requirements rather than a reduced fee to upgrade to a higher fare class, e.g. business, executive or first class.
The choice of airline or routing for business travel should be based on the lowest fare and agreements with contracted vendors, rather than on personal frequent flyer program incentives.
Business, executive or first class fares for flights less than four hours in duration are not eligible forreimbursement. Business, executive or first class fares for flights that are greater than four hours in duration are eligible for reimbursement only upon pre-approval.Written, dated approval must be provided as supporting documentation with the travel claim.
Reimbursement is for actual fares paid. Regardless of funding source, claimants must submit their ticket (paper or e-ticket), proof of purchase (invoice), and paper boarding pass. As per donor/granting agencies terms and conditions, air fare expensed to a research account must be supported by a paper boarding pass. Discrepancies will be reimbursed based on the lower of the two amounts.
Flights purchased using frequent flyer points are not reimbursable for a cash equivalent as there is no cash surrender value.
Flight cancellation insurance enables the traveler to be reimbursed for the cost of the flight when cancellation was due to events that are not under their control, e.g. medical reasons. The cost of this insurance is reimbursable.
Excess baggage fees, as warranted by need, are reimbursable. Pre-Approval is required.
Private Automobile
Private automobiles used for Prairie Metropolis business within Alberta will be reimbursed at a rate of 46 cents per kilometer. This rate includes the cost of fuel and vehicle “wear and tear”. You may choose to claim either the per kilometer rate for the actual number of kilometers driven or the actual cost of fuel if supported by original receipts. Once the maximum of 11,625 km, per calendar year, has been claimed by an individual the reimbursement rate changes to 31 cents per kilometer.
Where travel by private automobile is outside Alberta, the lesser of a reasonable estimate of the respective lowest available airfare by the most direct route OR mileage at 46 cents per kilometer should be claimed.
PMC Affiliates traveling as passengers in a private automobile cannot claim mileage or the cost of any equivalent transportation.
Private automobiles used for Prairie Metropolis business are not covered by the University’s insurance policy. Claimants are advised to check with their own insurance provider to secure any necessary additional insurance coverage. The Prairie Metropolis Centre does not reimburse for personal insurance or registration costs.
Other Ground Transportation
Reasonable expenditures for taxis and public transportation to and from airports, railway stations, between appointments, hotel locations and meeting places are reimbursable, including reasonable gratuities for service. Original receipts are required.
Accommodations
Reimbursement is limited to the single occupancy rate for standard accommodation, or whatever class of accommodation is the least expensive. Original itemized receipts must be submitted for reimbursement.
Accommodation for one night before and after an event is acceptable if the start and end times warrant such travel logistics. Longer periods are also acceptable if airfare savings can be demonstrated. Where applicable, dates should coincide with those on the air ticket.
The choice of accommodation should be based on business travel requirements rather than personal membership program incentives.
Meals
The cost of meals may be reimbursed either by submitting receipts for the actual cost of meals and gratuities, or by claiming meal per diems.
In the event the actual cost of meals and gratuities is claimed, original receipts must be provided. We recognize that certain destinations are more expensive; however as with any expense reasonable economy applies.
The purchase of alcoholic beverages is not reimbursable.
A per diem may be claimed 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, e.g. per diems cannot be claimed where meals are already included in the Conference fees.
The per diem allowance is $45 CAD per day if traveling in Canada or $45 US per day if traveling in the United States. For partial days $10 for breakfast, $10 for lunch, and $25 for dinner. Outside of Canada and the United States the per diem allowance is $66 CAD per day or $15 for breakfast, $15 for lunch, and $36 for dinner.
Other Reimbursable Travel Expenses
Non-Reimbursable Travel Expenses
Combining University Business with Personal Travel
When combining business with personal travel, the University’s responsibility is limited to the related reimbursable expenses (air fare, accommodation, food, etc.) that would be applicable had the interruption not occurred.
Travel Rates For International And USA
Expenses claimed for travel outside of Canada will be reimbursed at the exchange rate posted on the Bank of Canada website (http://www.bank-banque-canada.ca/) for the day of the transaction.
If expenses are paid by credit card for travel outside of Canada, claimants must submit credit card statements (with personal credit card information blacked out) for expenses being claimed if they wish to be reimbursed at the exchange rate they were charged by their credit card company.
If a claimant chooses not to submit a credit card statement, then the expense will be reimbursed at the exchange rate posted on the Bank of Canada website for the date of the transaction.
If you require any information regarding the above stated topics, or information regarding any aspect of Prairie Metropolis Centre travel coordination, please contact:
Genevieve Murphy
Office Coordinator
2-060 RTF Building
University of Alberta
Edmonton, AB T6G 2E1
Phone 780-492-6600 • Fax 780-492-2594
prairiemetropolis@ualberta.ca