Travel & Expense

Travel & Expense Reimbursement/Planning

Your travel claim may be returned (for correction, or even denied), if it was not booked through a preferred supplier or because it does not comply with the Travel Processes & Expense Procedure. Any returns for correction or denials will be clearly communicated to you. All needed supporting documentation and receipts must be attached to your expense claim. Your claim will not be processed without all documentation attached.

Faculty of Medicine & Dentistry Travel Tips:

All expenses must be reasonable and reflect prudence, good judgment, due regard for economy, and be defensible to an impartial observer, (including but not limited to auditors). Only the cost of the most effective and economical mode of travel will be reimbursed. Where the traveler has, for personal reasons, chosen to use a more costly mode of travel, the maximum reimbursement will be based on cost effective, reasonable economy rates.

Airfare & Associated Fees
- Method of Payment: Airfare must be booked through the university travel agent by completing and submitting a Travel Authorization Form (TAP) (Cost will be denied if not booked through Maritime).
- Required: Original receipt. Supporting approval documentation to upgrade class that supports the university portion of travel when personal travel is added (itineraries and demonstrated cost of the most economical, direct to and from the university portion of the trip). Helpful travel tool: Maritime Travel APP
- Allowable Associated Fees:
  1. Baggage - one checked bag to and from location - original receipts required.
  2. Seat selection fees and flight cancellation insurance - original receipts required.

Accommodations:
- Method of Payment: Hotel Authorization Payment (HAP) if possible. University-issued Travel Card (Diner's Card) or personal credit card for Non-HAP hotels, if you have the required permissions.
- Reimbursement: Limited to the single occupancy rate for standard accommodation, or the lowest economy rate available, for conferences, the host hotel is preferred for safety reasons and to avoid additional costs such as taxis. Accommodation claims should be itemized separately from other eligible hotel charges. Original detailed receipt is required.
- Associated Accommodations Costs: Hosted by friends/family - purchase of a gift as modest gesture of appreciation limited to $20/day to max of $300 for entire stay (No Alcohol). Receipts required.

Meal Allowance & Hosting:
- Method of Payment: University-issued Travel Card (Diner's Card) or personal credit card.
- Meals (Allowance Rates): Allowance rates are mandated at the university. No Receipts required.
  1. Travel within Canada or USA: Full day rate $70 CAD/day and $70 USD/day. Breakfast $15, Lunch $15 and Dinner $30 + $10 Incidental.
  2. International Travel (Including Hawaii): Full day rate $95 CAD/day. Breakfast $20, Lunch $20 and Dinner $45 + $10 Incidental.
- Hospitality/Working Sessions and Meetings Meal Reimbursement: Itemized receipt to include date and purpose of event, number and names of attendees, and cost of alcohol per person (if applicable). Receipt required. A credit/debit card chit or meal/bar entry on a hotel folio is not eligible for reimbursement.

Ground Transportation & Parking:
- Method of Payment: University-issued Travel Card (Diner's Card) if you have the correct permissions or personal credit card.
- Vehicle Rental: Limited to a compact, mid‐size, full‐size or SUV vehicle depending upon justifiable need. Rental fees, kilometer charges, fuel charges, road tolls and insurance coverage are reimbursable. Original Receipt required.
- Private Automobile: Kilometer allowance is $0.50 per kilometer. Rough road supplement of $0.04 per kilometer. Mileage is limited to 1000 kilometers per entire trip (unless justified, documented, and pre‐approved by the Budget Owner). Google Map required.
- Vehicle Insurance: The cost to secure vehicle insurance that includes collision waiver, loss damage waiver and third party liability insurance for rental vehicle only. Original receipt required.
- Ground Transportation: Includes public transit, train, taxi, and ride share service. Train service requires receipts at all times. If public transit, taxi or ride share service is used, the cost including gratuity is <$75 and it can be demonstrated the service is for University of Alberta business, no receipt is required.
- Parking: Receipt required for actual cost of parking (excludes primary work location). Metered parking does not require a receipt if it is not available.

Conference Fees & Miscellaneous Expenses:
- Conference Fees: Limited to the fees required for conference activities. Optional conference activities such as golf tournaments or other entertainment are ineligible expenses. Paid using University-issued Corporate Purchasing Card (PCard) and/or University-issued Travel Card (Diner’s Card).
- Internet or Telephone Charges: Limited to portion of actual cost related to University of Alberta business.
- Cellular Phone Charges: Itemized receipt from cellular phone provider. Must include all pages of the monthly statement and proof of payment.
- Claimant’s Medical Insurance and Vaccinations: Limited to travel outside of Canada and the U.S. Reimbursement for actual cost. Original Receipt required
- Visas and Travel papers: Reimbursement for actual cost. Original Receipt required.

How to Submit Travel & Expense Claims

Please visit the appropriate link in order to view instructions for submitting a Travel & Expense claim:

How to Delegate Submission of Travel & Expense Claims

Please visit the University of Alberta's How to Delegate Claim Entry web page to view instructions on how to delegate submission of Travel & Expense Claims.