Brandon University Travel and Expense Claim Procedures

Brandon University is committed to ensuring that employees and authorized representatives are reimbursed for reasonable, necessary, and actual expenses incurred while conducting official university business. Navigating the travel and expense claim process requires an understanding of institutional policies, documentation requirements, and the timeline for reimbursement.

Purpose and Scope

The Travel and Expense policy exists to provide clear guidance on how funds are managed when traveling or incurring costs on behalf of the university. It ensures that expenditures are aligned with institutional goals, remain within budget constraints, and adhere to provincial and federal financial accountability standards. This policy applies to all faculty, staff, and students who are authorized to spend university funds.

General Principles for Reimbursement

Reimbursement is based on the principle that the university should not gain nor should the employee suffer a personal financial loss due to business-related activities. All claims must be:

• Authorized: Expenses must be approved by the appropriate budget authority prior to the expenditure where possible, or according to departmental signing authority rules.
• Necessary: Costs must be directly related to university business and be essential for the performance of the employees duties.
• Reasonable: Expenditures should reflect economy and good judgment, avoiding unnecessary luxury.
• Documented: All claims require original itemized receipts.

Documentation Requirements

Proper documentation is the cornerstone of a successful claim. A standard claim submission must include:

• A completed Travel and Expense Claim form.
• Original, itemized receipts showing the date, the vendor name, the description of items purchased, the total amount, and the payment method used.
• Proof of payment, such as a credit card slip or bank statement, if the receipt does not clearly indicate that payment was made.
• A clear business purpose statement explaining why the expense was incurred.

Travel Expense Categories

Expenses are generally categorized into the following areas:

• Transportation: This includes airfare, train tickets, car rentals, taxi fares, and mileage for personal vehicles. Mileage is reimbursed at a pre-set rate approved by the university, meant to cover fuel, maintenance, and insurance costs.
• Accommodation: Employees are expected to choose standard room rates. If a conference provides a specific rate, that should be utilized.
• Meals and Incidentals: Reimbursement for meals is generally provided on either an actual receipt basis or a per-diem basis, depending on the specific department or grant guidelines. Alcohol is generally not a reimbursable expense unless explicitly approved for specific hospitality events.
• Conference and Registration Fees: These should be documented with registration confirmation and payment receipts.

Submitting a Claim

Claims should be submitted promptly following the completion of travel or the incurrence of an expense. Timely submission ensures accurate financial reporting for the university and quicker reimbursement for the individual. Claims that are submitted significantly after the event may require additional justification and approval.

Once the form is completed and attached with the necessary receipts, it must be submitted to the Financial Services department. Claims are reviewed for policy compliance and mathematical accuracy before being processed for payment. If a claim is missing information or receipts, it may be returned to the claimant, which will delay the reimbursement process.

Non-Reimbursable Expenses

It is important to note that certain expenses are considered personal and will not be reimbursed by the university. These include, but are not limited to:

• Traffic or parking fines.
• Personal items, such as toiletries or clothing.
• In-room movies or personal entertainment during travel.
• Upgraded seats or luxury travel services that are not required for business necessity.

Questions and Support

If an employee is unsure whether an expense is eligible for reimbursement, they are encouraged to consult with their department head or the Financial Services office before committing to the expenditure. Seeking clarification in advance helps avoid the disappointment of rejected claims and ensures smooth financial operations for the university community.