Finance Reimbursement Policy

Laurentian University is committed to reimbursing its employees, faculty, staff members, Board members, and other approved individuals for reasonable and necessary travel expenses incurred during the performance of their University-related responsibilities. This policy ensures that all travel expenditures are managed efficiently, transparently, and in compliance with applicable funding agency regulations.

This policy applies to all University travel, including travel funded by research grants and contracts, regardless of the funding source. When the regulations of the funding agency differ from University policies, the more stringent policy will apply.

• Traveler: Ensure that travel expenses are reasonable, necessary, and supported by original itemized receipts where required. Submit travel expense claims within 15 working days of trip completion.
• Authorized Approving Officer: Verify that claims are legitimate, conform to the University’s Travel Policy, and are charged to appropriate accounts.
• Accounts Payable Department: Maintain administrative processes related to travel, process reimbursements timely, and ensure compliance with University policies.

1. Complete Travel: Ensure all travel arrangements and expenses comply with University policies.
2. Collect Receipts: Gather original itemized receipts for all expenses except per diems and gratuitous accommodations.
3. Fill Out Expense Form: Accurately complete the Travel Expense Claim Form, detailing the purpose, dates, and destinations of the trip.
4. Attach Documentation: Include all required receipts, conference brochures, meeting agendas, and any other relevant documents.
5. Obtain Approvals: Secure signatures from the traveler and the authorized approving officer. Ensure authorization is one level above the claimant.
6. Submit Expense Form: Submit the completed Expense Form to Accounts Payable within 15 working days of trip completion.
7. Review and Processing: Accounts Payable will review the claim for compliance with University policies and process the reimbursement.
8. Receive Reimbursement: The reimbursement will be issued to the traveler through the University's standard payment methods.

Appendix A – Travel Expense Reimbursement Rates (Updated - November 16, 2022)

• Kilometre Allowance: $0.55 per kilometre
• Gratuitous Accommodations: $25.00 CDN per night
• Meals without Receipts (Maximum Per Diem Rates):
  • July 1, 2022: Breakfast $15.00, Lunch $22.00, Dinner $39.00, Incidentals $17.00, Total $93.00
  • July 1, 2023: Breakfast $16.00, Lunch $22.00, Dinner $41.00, Incidentals $17.00, Total $96.00
  • July 1, 2024: Breakfast $17.00, Lunch $22.00, Dinner $43.00, Incidentals $17.00, Total $99.00

This policy ensures that travel expenses are managed efficiently and transparently, supporting the University's commitment to fiscal responsibility.