Additional guidelines for reimbursement of travel and other expenses

General

Detailed receipts including taxes charged must be provided for all expenses except per diems. Credit card slips do not provide sufficient detail and are generally not acceptable. Expense reports lacking details of reason/purpose of expense or explanation of sundry items will be returned to the person authorizing the claim. Claims must be filed within 30 days of incurring the expense and will be posted in the fiscal year they are received.

In keeping with VIU's status as a publicly funded institution, it is the responsibility of each employee to exercise judgment and moderation with reference to such expenses and choose the lowest cost option, where possible.

Rates effective for travel beginning April 1, 2025. For full details, refer to: Per Diem Rate and Reimbursement Standard (updated December 2025).

Travel

1. Automobile
    
   • Rental car information available from Procurement and Contract Services.
   • Car pooling is encouraged when more than one person travels to the same destination. Only one person may claim mileage for the trip.
   • When a private vehicle is used on University business more than six days in any calendar month, the owner needs to obtain Class 007 business insurance coverage. Departments are permitted to authorize reimbursement to faculty and staff the difference between the rate for driving on business (Class 007) and the rate for driving to and from work (either Class 002 or 003 as determined by your personal circumstances) upon submission of proof of payment.
   • Travel to and from work is considered a personal expense and should not be claimed.
   • Distances to be claimed from the home campus.

Hotel

• Advantage should be taken of hotels where VIU is given preferential rates (contact Procurement and Contract Services for information).
• Actual costs (single occupancy) will be reimbursed.
• Please allow up to two weeks from date received in Accounts Payable for reimbursement

Hospitality 

• All hospitality expenditures must be used prudently for business-related purposes
  rather than social or personal activities.
• All VIU sanctioned events must take place on-campus and be catered by VIU food services or the VIU culinary program, unless an exception is approved by the appropriate Vice-President or the President. Academic programming that takes place off-campus is excluded from this.
• Hospitality expenses may include food and non-alcoholic beverages, while alcoholic beverages require special circumstances and advance authorization from the Chief Financial Officer and Vice-President, Administration.