|Mandatory/key compliance obligations||Ensure that you obtain appropriate internal approvals for international travel prior to incurring expenses or booking trips, as well as local ethics approval for international sites if required|
|Waterloo policy, procedure or guideline||
It is the responsibility of the traveler and the traveler’s supervisor to ensure that destinations are considered safe for university business travel. Given that conditions may change, it is important to monitor travel advisories frequently prior to departure.
The University assumes no responsibility for injury (except as Waterloo travel accident insurance may apply), loss, or damage incurred when a private motor vehicle is used for university travel. For his/her own protection, a person using a private vehicle should carry insurance in an amount to cover his/her legal responsibilities.
The University carries a travel accident insurance policy covering designated persons travelling on university business. View details of insurance coverage.
Academic and/or academic support departments are responsible for decisions regarding non-routine, yet appropriate and reasonable travel expenses, except where expenses are specifically not permitted by the Guidelines or a third party funder. These decisions are subject to approval by the department’s highest reporting authority (i.e., faculty dean, associate provost, or vice-president) and may require consultation with Finance. Policy 31 Travel
The granting of a leave, with or without pay, depends on the University's assessment of the value of such leave to the institution as well as to the individual, and on whether teaching and other responsibilities of the applicant can be adequately provided for in her/his absence. A faculty member who is granted a sabbatical or other leave is expected to return to duties at the University for at least one year and, upon return, will be expected to submit a brief report to the Department Chair regarding scholarly activities while on leave. Policy 3 Sabbatical
Field work risk management form must be completed and approved prior to undertaking field work in any location external to Waterloo that involves higher risk. This includes any activity that may cause personal harm or may negatively impact local environments, including buildings, or social or cultural norms. See Guidelines Field work/trips
A mandatory approval process is in place to assess and mitigate risks associated with Waterloo approved projects involving student travel (e.g. field work, field trips, work placements, exchanges). http://www.safetyoffice.uwaterloo.ca
[Note: Travel on university business for individual faculty and staff members is not normally considered field work/trip and procedures for such travel fall under Policy 31, the UW Travel Policy.]
Travel to world “hot spots” or potential “hot spost” is particularly hazardous and must be avoided. The Department of Foreign Affairs and International Trade (DFAIT) maintains a website of travel warnings Travel Requirements (http://travel.gc.ca/travelling/advisories).International Ethics Requirements
A Claimant is required to substantiate each out-of-pocket expense with an acceptable, original invoice/receipt that evidences both the activity and proof of payment.
The Guidelines provide additional information regarding acceptable documentation. The original documentation, including boarding passes, becomes the property of the university and will not be returned to the Claimant.