The below guidance is provided to operate in conjunction with any other travel guidelines that may be in place. Other guidelines could include those set out by the institution or government related to pandemics, natural disasters, or travel to high-risk destinations. Further to the Government of Canada's advisories, all travellers need to be aware of and understand their obligation to satisfy, and continually monitor, health and safety requirements established by the official health offices from all levels of government of the destination country. Faculty and staff who are engaged in off-campus teaching and learning opportunities along with VIU related international travel are advised to familiarize themselves with the Government of Canada's advisories.
Temporary Operational Guidance concerning approvals around International Travel. This guidance will be replaced when Policy 42.08 ‘Reimbursement of Travel and Other Expenses’ is revised.
International Travel & Expense reports
Currently there is a requirement that all international travel be approved in advance by the appropriate members of the Executive as listed below.
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President and Vice-Chancellor |
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Provost and Vice-President Academic |
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Chief Financial Officer and Vice-President Administration |
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Associate Vice-President, International Education |
Prior approval of International travel – Why is this necessary?
International travel is often the target of criticism and is subject to public scrutiny. In addition, it is typically more expensive than domestic travel. Due to budget constraints and the sensitivity around international travel, it is important that the Executive approve international travel in advance of the trip so that they have an opportunity to cancel the trip if they feel it is necessary. It also provides the Executive with the rationale and purpose of the travel abroad. Should they be challenged on a specific trip, they will have the information required to discuss the merits of the travel knowledgeably.
Who can approve International Travel?
International travel can be approved by the appropriate member of the Executive as indicated above. “Senior Approver” from this point onward refers to the appropriate member of the Executive.
Initial approval for international travel should always be requested through Deans and Directors with final approval for out of country travel sought from the Senior Approver most closely tied to the Dean or Director’s division.
What is required to show an international trip is approved?
A simple e-mail can be used as evidence that a trip is approved. The Senior Approver should be e-mailed (by Deans & Directors) with details of the proposed trip. Details should include the person who will be traveling, location, reason for travel, as well as the estimated full cost and source of funding. If the Senior Approver approves the trip they will respond to the e-mail indicating their approval.
Do I need a Senior Approver to approve my expense report after my trip?
No. The expense report with international travel should include a copy of the e-mail evidencing that the trip was approved by the appropriate Senior Approver prior to the travel occurring. Expenditures on the expense report must be approved by a person with sufficient signing authority on the work orders charged.
What if I submit an expense report without an e-mail indicating that the travel was approved in advance?
The expense report will be returned to the employee to attach the approval for out of country travel. Should the approval be requested after the travel has taken place, it will be up to the Senior Approvers discretion as to whether or not the expense report will be paid.