Vehicle Travel Policy

The Laurentian University Vehicle Travel Policy aims to provide clear guidelines for the use of vehicles for University business. This policy ensures that vehicle travel expenses are necessary, reasonable, and comply with government regulations and University standards.

• All vehicle travel must support the business objectives of the University.
• Vehicle travel must be conducted in the most cost-effective manner.
• All vehicle travel expenses must be pre-approved and documented according to University procedures.
• Travelers are expected to use the University’s preferred suppliers for vehicle rentals whenever possible to leverage negotiated rates and agreements.

Step 1: Pre-Approval

1. Travel Request Form:
   • Complete a Travel Request Form detailing the purpose of travel, destination, estimated vehicle travel costs, and funding source.
   • Obtain the necessary approvals from the appropriate signing authority before making any vehicle travel arrangements.

Step 2: Booking Vehicle

1. Preferred Suppliers:
   • Use the University’s preferred vehicle rental suppliers to benefit from negotiated rates.
   • Preferred vehicle rental suppliers include designated rental agencies listed on the University’s Procurement and Contracts website.
2. Travel Advances:
   • If a travel advance is needed, submit a Travel Advance Request Form along with the approved Travel Request Form to the Procurement and Contracts Department.
   • Travel advances must be reconciled with actual expenses within 15 working days of returning from travel.

Step 3: During Travel

1. Expense Documentation:
   • Keep all original receipts and documentation for vehicle travel expenses incurred, including rental fees, fuel, parking, and tolls.
   • Use the University Purchasing Card for vehicle travel-related expenses whenever possible to simplify the reimbursement process.
2. Compliance:
   • Adhere to the University’s Vehicle Travel Policy and guidelines throughout the trip.
   • Avoid unnecessary expenses and ensure that all expenditures are directly related to University business.

Step 4: Post-Travel

1. Expense Reporting:
   • Submit a Travel Expense Report within 15 working days of returning from the trip.
   • Include all original receipts, the approved Travel Request Form, and a detailed explanation of expenses.
   • Ensure the report is signed by the traveler and the appropriate approving authority.
2. Reimbursement:
   • The Procurement and Contracts Department will review the Travel Expense Report for compliance with University policies.
   • Approved expenses will be reimbursed through direct deposit to the traveler’s bank account.

Step 5: Monitoring and Compliance

1. Audit and Review:
   • The Procurement and Contracts Department will periodically audit travel expense reports to ensure compliance with University policies and government regulations.
   • Any discrepancies or non-compliant expenses will be addressed with the traveler and their department.
2. Policy Updates:
   • The Vehicle Travel Policy is subject to periodic review and updates. Employees will be notified of any changes to the policy or procedures.

• Vehicle Rental:
  • Use the University’s preferred vehicle rental suppliers.
  • Book the most cost-effective and appropriate vehicle for the business purpose.
  • Ensure that the rental includes adequate insurance coverage.
     
• Personal Vehicle Use:
  • If using a personal vehicle for University business, reimbursement will be based on the University’s mileage reimbursement rate.
  • Keep a detailed log of miles driven for business purposes, including dates, destinations, and purpose of travel.
     
• Fuel and Maintenance:
  • Fuel costs for rental vehicles are reimbursable with original receipts.
  • Routine maintenance and repairs for personal vehicles used for University business are not reimbursable.
     
• Parking and Tolls:
  • Parking and toll expenses are reimbursable with original receipts.
  • Use the most cost-effective parking options available.
     
• Non-Reimbursable Expenses:
  • Traffic fines, parking violations, and personal use of rental vehicles are not reimbursable.
  • Luxury vehicle rentals or upgrades beyond the necessary business purpose are not reimbursable.