Travel Expenses

Please ensure that all guidelines under UBC Travel Expense Policy # 83 are adhered for Faculty travel.

“As employees of a public institution which aims to use its resources as effectively as possible, members of faculty and staff must exercise care in incurring travel expenses. It is the responsibility of the traveler to make the most economical travel arrangements possible, consistent with the purposes of the trip.”

In keeping with the guidelines developed by the University:

  1. All air travel should be at the lowest available economical fare on the most direct route. Non-economy class must be pre-approved by the Dean prior to the flight and justification (e.g. letter from physician) for non-economy class must be provided. If the non-economy flight is being charged to a research grant, written confirmation from the funding agency or the agency’s specific travel guidelines must also be provided confirming that the funding agency permits non-economy air travel. If the non-economy flight is being charged to a specific purpose PG, a written confirmation from Research Finance must be provided to confirm its eligibility.
  2. Premium economy class is not considered economy class. Travelers need to get the Dean’s pre-approval or provide justification to prove the cost of fare is within economy class price range for the same travel dates.
  3. Stopovers or combination of personal and business travel arrangements are permissible if the total cost of the trip does not exceed the cost of the direct economy flight to the final destination for the same travel dates. Pre-approval by the supervisor and supporting documentation is required.
  4. UBC reimbursement of use of flight passes is not permitted as they are not considered the most economical cost (i.e. Tango/Flex).
  5. The purpose of all travel must be noted and signature of each traveler must be provided on the travel requisition form. In situations where it is not practical for the traveler to sign (i.e. when the traveler is not an employee or not readily available to sign) the appropriate authorizing signature must be provided. This includes AMEX payments which should also be processed on travel requisitions. If expenses of other faculty or staff (other than the cardholder) are charged to the Amex, the Employee Number must be included in the Alternate Vendor Number of the Travel Requisition form.
  6. The standard for reimbursement of accommodations while travelling should be based on the lowest price of a standard room in a business class hotel.
  7. Luxury accommodations or rooms on Executive Floor, suites, concierge or Executive Premium level rooms will not be reimbursed unless pre-approval is obtained from the Dean with proper justification to support the request.
  8. Travelers may be reimbursed for the cost of meals either by submitting receipts for actual meal costs or by claiming meal per diem based on those in UBC Policy #83; however, actual meal costs claimed should not be in excess of the per diem rates.
  9. UBC per diem rate cannot be claimed if meals have been included in another reimbursable item (i.e. conference fee, transportation, accommodation).
  10. UBC per diem rate also cannot be claimed in the following situations:
  • Any meetings/seminar that take place during the course of the day either on or off campus
  • Where another member of the University has submitted a claim for the same meal
  • Where meals are offered by the event organizer

Per Diem rates as of April 1, 2013, inclusive of tax and gratuities, are:

Travel within Canada Travel within United States Travel within Europe or Int’l
Breakfast $14.00 CAD Breakfast $14.00 USD Breakfast $14.00 EURO or USD
Lunch $16.00 CAD Lunch $16.00 USD Lunch $16.00 EURO or USD
Dinner $30.00 CAD Dinner $30.00 USD Dinner $30.00 EURO or USD
Total = $60.00 CAD/day Total = $60.00 USD/day Total = $60.00 EURO or USD/day

*Amounts include GST & gratuities

  1. Travel by private vehicle may be reimbursed for costs of gas filled or actual mileage of the distance traveled. Traveller should provide the starting point and destination with actual driving distance (by the most direct route) in kilometers while on university business. The applicable mileage rate per UBC Travel Policy #83 is $0.49 per kilometer effective Apr 1, 2013.
  2. Google maps should be used to substantiate kilometers driven and be submitted as part of travel claim.
  3. Parking fees are reimbursable if travelling to and from meetings, to and from airports, events and meeting places other than your place of employment. But monthly parking fees are not reimbursable by the University.
  4. Taxi, Uber, ride sharing or other public transportation costs are eligible expenses incurred while conducting University business and when travelling between meetings if the personal vehicle is not available. Receipts must be obtained from the taxi driver to support the fee with gratuities not exceeding 15%.
  5. The standard for reimbursement of accommodations while travelling should be based on the lowest price of a standard room in a business class hotel. Where short-term lodging is provided at no charge, a gift or payment in appreciation may be provided up to $50.00/day with a maximum of $150.00 for the entire duration of the stay.
  6. Travel Advances:
    1. A travel advance will be issued for trip on university business which only covers expenses associate with flight, conference registration, accommodation, transportation or meals. Non-travel related expense should be claimed through Requisition for payment or setting up a Purchase Order.
    2. Money issued in advance to travel must be made no more than 10 business days prior to the start of the trip.
    3. Traveller cannot have more than one travel advance outstanding at all times.
    4. A travel advance can be made out for one trip only.
  7. Clearance: A travel clearance settles a previous advance. The travel clearance with documentation attached will allocate expenses to the proper accounts and will be settled within 30 days after the end of the trip.
  1. Original detailed receipts must be attached for all purchases. If original receipts are not available a missing receipt memo must be included.
  2. All expense claim must be submitted within 90 days of incurring the expense (with required supporting documents and approval). Expenses submitted after 90 days will not be reimbursed.
  • Expenses paid in foreign currency can be claimed through submission of a debit/credit card statement listing the cost of purchases in Canadian dollars or through the use of currency converter website if a credit card was not used.