Additional Guidelines for Reimbursement of Travel and Other Expenses

(For full details, refer to: Policy 42.08 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.

Please keep your original receipts for a period of 18 months to support the internal audit process.  Photocopied receipts are not acceptable.  Research and other departments with external funding requirements will be responsible to hold the original receipts as outlined in the funding agreement.  Original receipts must be available to submit to Finance if requested.

Claims must be filed within 30 days of incurring the expense.  Claims submitted in a subsequent fiscal year may not be considered for reimbursement.

Maximum Sundry reimbursement is $250 per individual transaction.  (Purchases in excess of $250 should be made on a VIU Purchase Order or using a VIU Purchasing Card.)

Rates for Mileage and Per Diem Expenses (Effective Feb 1, 2024 as set by the President per Policy 42.08)

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.

Meals

• When meals are included in registration fees for seminars, conferences or other functions attended, the employee may not claim a per diem allowance for the same meal.

International

• Travel in the United States: The standard per diem rates will apply and can be claimed in US dollars (converted and paid in Canadian dollars).
• Travel in Continental Europe: The standard per diem rates will apply and can be claimed in Euros (converted and paid in Canadian dollars).
• Travel in the UK: The standard per diem rates will apply and can be claimed in Pounds (converted and paid in Canadian dollars).

• Please allow up to two weeks from date received in Accounts Payable for reimbursement