Schedule of Reimbursable Expenses
Private Overnight Accommodations
Memorial University Travel Policy
Private Overnight Accommodations
The standard rate for private overnight accommodations is $25.00 Canadian per night in Canada and $25.00 US per night in the United States and other countries.
Per Diem Allowances
| Canada* |
United States* |
International** |
|
| Breakfast | 12.00 | 12.00 | 20.00 |
| Lunch | 20.00 | 20.00 | 35.00 |
| Dinner | 28.00 | 28.00 | 55.00 |
| Daily total | 60.00 | 60.00 | 110.00 |
| Incidentals | 5.00 | 5.00 | 15.00 |
| Currency | CAD $ | USD $ | USD $ |
* Effective October, 18, 2023, Memorial follows the Federal Treasury Board's National Joint Council travel allowances (appendix C) for travel to the Yukon, Northwest Territories, Nunavut and Alaska. For travel longer than 30 days, see further direction below.
** New rates Effective July 11th, 2024. Any travel prior to July 11th would follow the Federal Treasury Board's National Joint Council travel allowances (appendix D) for travel to international destinations. For travel longer than 30 days, see further direction below.
Tips or gratuities are included as part of the per diem amount.
Employees are entitled to claim for breakfast when they begin travel status 2 hours or more prior to the beginning of their regularly scheduled work day.
Employees on travel status are entitled to claim for dinner when they are unable to return to headquarters or their place of residence until at least 2 hours after the end of their regularly scheduled work day.
Employees travelling for less than one day which does not involve overnight stay are entitled to claim the applicable meals only. The individual meal rates (including gratuity) are detailed above.
Employees on extended travel in one general location (in excess of 30 days) should obtain alternate accommodations (apartment, boarding house). The per diem rate in this circumstance will be 50 per cent of the above rates for the entire duration of the travel.
404 Incidentals
For persons travelling in excess of two consecutive nights, an incidental amount will be added to the meal per diem to cover the costs associated with personal telephone calls, laundry, gratuities, dry cleaning, valet services and other incidentals associated with travel away from home.
Home Hosting
The maximum to be reimbursed:
Receptions - $10.00 per person to a maximum of 25 individuals
Luncheon - $15.00 per person
Dinner - $25.00 per person
Restaurant Hosting
The maximum to be reimbursed:
Breakfast - $15.00 per person
Luncheon - $25.00 per person
Dinner - $50.00 per person
Vehicle Mileage Allowance
| November 1, 2024 - November 30, 2024 | 40.12 cents/kilometer |
| October 1, 2024 - October 31, 2024 | 39.74 cents/kilometer |
| September 1, 2024 - September 30, 2024 | 40.47 cents/kilometer |
| August 1, 2024 - August 31, 2024 | 41.46 cents/kilometer |
Current & Historical Rates
The Board of Regents, at its meeting on October 20, 2005, approved the adoption of the Provincial Government's "Kilometer Rate Adjustment Formula" effective October 1, 2005. The kilometer rate adjustment formula includes:
1. Base Fuel Rate - The base fuel rate for calculating fuel costs is 79.4 cents per liter.
2. Fuel Price - "Fuel prices" shall be those set by the Petroleum Pricing Office for the Avalon Region (Zone 1).
3. Adjustment formula -
a. The "base kilometer rate(s)" shall be adjusted (up or down) on each of the "adjustment dates" based on the difference in the "fuel price" on the "adjustment date" and the "base fuel rate" multiplied by 1/10.
b. Kilometer rates shall be rounded to two decimal places after the dollar ($0.00)
4. Adjustment Dates (quarterly adjustment) - The first adjustment date was October 1, 2005. The kilometer rate shall be adjusted based on the "Adjustment Formula" and on a quarterly basis as follows: January 1st, April 1st, July 1st & October 1st.
5. Reimbursement Rate - Reimbursement shall be at the rate(s) in effect on the date of travel.
Taxis
When an employee is travelling between their normal place of residence and the airport (or normal drop-off point of a commercial carrier), reimbursement shall be actual taxi fare to a maximum of $55 each way for St. John's and $60 each way for Corner Brook.
For more information please see MUN's Travel Policy