Changes to the Procedures for Travel and Other Reimbursable Expenses


Published: 29Jun2020

This message is sent on behalf of Elvie Coletta, Director Research Financial Management Services and Julie Ghayad, Director Systems and Transaction Services


Dear Colleagues,


Changes have been made to the Procedures for Travel and Other Reimbursable Expenses following the new implementation of the Tri-Agency Principle Based guide launched on April 1, 2020, an internal review by Research Financial Management Services (Tri-Agency team) in Financial Services and a benchmarking exercise of 12 Canadian Universities.


The changes affect the following expense items:


  1. Airfare and business class (change): Seats in a fare class greater than the highest economy are only permitted for flights outside of North America and require prior approval of the Claimant's Dean or Vice-Principal/Provost.


  1. Entry Visa Fees (new): Entry visa fees which are required for international travel to enable the claimant to conduct University business will be reimbursed.


  1. Vaccinations and medications (new): Cost of vaccinations and/or medication required when traveling not covered by the University’s supplementary health plan will be reimbursed.


  1. Health Insurance (new): Out-of-country medical insurance is an eligible expense if not covered by the University’s supplemental health plan.


  1. Child Care (new): Childcare expenses while a nursing mother or single parent (defined as a parent having sole custody) is travelling will be reimbursed as follows:
  • The eligible expense for a single parent is limited to overnight childcare expenses incurred while the employee is travelling.
  • The eligible expense for a nursing mother who is travelling with a child is limited to the cost of day care of childcare and airfare if applicable. If travelling with a caregiver, travel and accommodation cost can be claimed in lieu of and up to the equivalent of childcare costs.


Need HELP?

  • Contact the Finance Help Desk: Fishelp.acct [at] | 514-398-3463


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