The mode of travel considered reasonable is that which provides adequate standards of comfort, convenience, safety and efficiency, and is the most economical option under the circumstances.Īll expense claims should be submitted for reimbursement on a timely basis, and it would be unreasonable to expect reimbursement after more than one year after the related expenses have been incurred.įor guidance on individual travel expenses, see Guidelines for Travel and Other Reimbursable Expenses below. Where original receipts are not available due to shared funding arrangements, a copy of the reimbursement cheque from the other funding source should accompany the request for reimbursement from the University. Original receipts from suppliers must support all expense reimbursement claim items, except for per diem claims where applicable. The guiding principle is that the individual should neither gain nor lose personal funds as a result of travel assignments. the claimant does not request reimbursement on behalf of another individual. The expense must have been personally incurred by the claimant, i.e. The University of Toronto will reimburse out-of-pocket, university business travel and related expenses that are legitimate, reasonable and appropriate for the business activity undertaken, and that meet the terms and conditions imposed by the funding source used to pay for them. When granting agency guidelines or the terms of a specific award are stricter or impose greater restrictions, those guidelines will override University guidelines. consultants) who incur university travel and related expenses and to all university travel and other reimbursable expenses incurred regardless of their funding source. This policy applies to all University of Toronto faculty, staff, students and others (excluding external service providers, e.g. This policy is designed to rely on the goodwill and discretion of the employee and supervisor, while at the same time allowing the University to meet its stewardship obligations as a public institution. The objective is to define and allow for reimbursement of reasonable costs incurred by University of Toronto travellers for university business travel and other reimbursable expenses on a fair basis, providing the greatest possible flexibility. Policy for Travel and Other Reimbursable Expenses Objective Records Management and the U of T File Plan
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