Purpose

To provide for proper control of reimbursable expenses incurred by guest lecturers and other official visitors of the University.

Scope

Applicable to all official visitors of the University other than prospective employees, who fall under the Travel - Pre-Employment Interview Policy

Definitions

Unit Head — For the purpose of this policy, Unit Head means Dean, Director, Executive Director, the University Librarian, the University Registrar, Associate Vice-President and Vice-President as per the circumstance.

Policy

Travel expenses for guest lecturers and other official visitors of the University require the approval of the Unit Head on the Visitor Approval Form.  Copies of this form can be obtained from the Department of Financial and Administrative Services.

The University reimburses the expenses of guest lecturers and other official visitors as follows:

a. Return economy air fare with exceptions as permitted only in accordance with Travel - General (Transportation - Air).

b. Taxi fares to and from airports, and between the guest's hotel and the University. Such expenses become the responsibility of the visitor if the stay is longer than five full days.

c. Hotel accommodation expenses up to a maximum of five days. Thereafter, accommodation shall be the visitor's responsibility. In such cases, the department representative responsible for arrangement of the visit is expected to help the visitor in obtaining accommodation appropriate to the proposed length of the visit in accordance with Travel - General (Overnight Accommodations).

d. Accommodation in private homes, if approved by the appropriate Unit Head.  See the Schedule of Reimbursable Expenses. In such cases a claim for reimbursement may be made by the visitor.

e. Meal expenses up to a maximum of five days. Thereafter meals shall be the visitor's responsibility. Meals are reimbursed in accordance with per diem rates set out in the Schedule of Reimbursable Expenses.

f. Hosting expenses as detailed in Hosting. Hosting expenses shall be reimbursed only to the Department Representative responsible for the visitor as named on the Visitor Approval Form.

An application to cover costs not provided in the policy must be made to the Vice-President (Administration, Finance and Advancement) through the appropriate Vice-President.

Procedures: