Travel and Expense Claims

Each expense claimed for business purpose in Concur must be accompanied with an original itemized receipt that shows proof and method of payment. This is the University and Canada Revenue Agency policy. Credit card slips alone are not sufficient. Please familiarize yourself with What is an original receipt? If the currency of the transaction is absent from the receipt, provide supplementary documentation of the purchase location.

1. The university will reimburse ECONOMY CLASS FARE ONLY - coach/standard/flex. Eligible options under this class can include:
   • Advance seat selection
   • Trip cancellation insurance *recommended
   • Refundable/changeable ticket status - if there is question about whether the trip will occur or a question with the dates of travel (a small fee may apply)
   • One checked bag
2. It is important to book your arrival date, one day before the conference starts, and the departure date, one day after the conference finishes. In cases where return flight options are limited and a later departure date is required, provide proof at the time of purchasing the ticket by taking a screenshot of the booking website that shows you are selecting the earliest available flight.
3. If you are extending your trip for personal days, secure a cost comparison for a direct return flight at the time of booking that covers the duration of the business portion of the trip. The university will reimburse the lowest economical fare between the two fares.
4. You must secure an itemized flight receipt at the time of booking that shows your name, departure dates, proof, and method of payment.

Commercial Accommodations

1. 1. Provide original, itemized receipts
   2. Meals included on the hotel bill will be removed from the bill total if Per Diem is claimed. In cases where receipted meals are claimed, meals charges on the hotel bill must be accompanied by an itemized receipt. Alcohol purchases are an ineligible expense.

Private Accommodations

1. Used for reimbursing the claimant for the cost of thanking their host (friends, family). Contact the Administrative Coordinator for more information or refer to Non-Commercial Accommodations.

The university provides per diem rates to simplify the administration of meal reimbursement. Receipts are not required. A Per diem calculator is used to determine the eligible number of days that can be claimed during business travel by calculating the number of meals the claimant would be out-of-pocket. The calculator tracks:

1. The number of meals the claimant was out-of-pocket.
2. The number of gratuitous or hosted meals provided to the claimant where the claimant is not out-of-pocket. These meals would be deducted from the count (i.e. meals included in hotel cost, conference banquet, etc.)
3. In the case where hosted or gratuitous meals are offered but declined by the claimant, a justification must be provided (i.e. dietary reasons, declined luncheon invitation to catch early flight, declined to prepare for talk, etc.).

The university takes into account geographical location. Different rates are applied for domestic and international travel. Concur tabulates the number of eligible days calculated from the Per Diem Calculator and applies the rate listed on the Policy 31 Per Diem Schedule, provided below. Example: 2.75 eligible days x 80, domestic; 3.25 eligible days x 100, international

Provide original receipts of all transit fees. Take pictures in cases where receipts cannot be redeemed.

1. Mileage is applicable for use of the Claimant’ s personal vehicle when driven on University business. The vehicle must be owned and operated by the claimant or an immediate family member inhabiting the same household.
2. Use the mileage/km calculator provided in Concur to calculate the distance in km. You are required to provide the address of origin and address of destination to calculate the correct distance.
3. The University reimburses the claimant for use of their personal vehicle to a maximum of a 500km radius (one way) from the University.
4. Alternative modes of travel are required for distances > 500km (one way). If circumstances arise where this is not possible, justification for your decision to drive must be accompanied with a cost comparison using an alternative mode of travel, done in advance of the trip. The university will reimburse the lowest economical fare between the two.

Original, itemized receipt(s) must be supplied. *This applies to rental vehicles only.

1. Parking costs.
2. Road toll costs.
3. In-flight Wi-Fi costs.

Create a short trip itinerary to be included with your claim submission. Your goal is to tell a story with your itinerary. It is just as important to state what you aren’t claiming as it is to state what you are (ex. “I walked to the conference from the hotel, so I have no travel expenses to claim for this portion of the trip”).

This will help auditors reviewing your claim. You want your claim to be clear, concise, and compliant with policy. This will speed up the review process and avoid unnecessary delays in the approval process. The university will not reimburse multiple claims for the same trip. The trip itinerary will help organize your claim.

Example Itinerary

September 23: Left Waterloo at 3:00 p.m. to go to the airport by taxi. Flight left at 5:00 p.m. Took public transit from the airport to the hotel. Bought dinner.

September 24: Bought breakfast as it was not provided by the hotel. Took public transit to the conference, which started at 10:00 a.m. Lunch and dinner were provided by the conference. Returned to the hotel by public transit.

September 25: Bought breakfast as it was not provided by the hotel. Took public transit to the conference, which started at 9:30 a.m. Lunch was provided by the conference. The conference ended at 3:00 p.m. Returned to the hotel with public transit, then took a taxi to the airport. Bought dinner. Flight left at 7:00 p.m. and landed at 9:00 p.m. Took a taxi to Waterloo.