Travel Expense Claim: P R o C e D U R e
Travel Expense Claim: P R o C e D U R e
Objectives
This procedure applies directly to Policy 2005, Travel and Professional Development Expense
Reimbursement. These procedures apply to expenses incurred out of pocket directly by, or on behalf of,
the employee or traveller as well as those incurred using a BCIT purchasing card. It describes the
requirements for:
Table of Contents
Objectives 1
Who This Procedure Applies To 1
Travel Arrangements Procedures 1
Travel and Professional Development Claim Procedure 4
Appendix A: Reimbursable Travel and Other Expenses 10
Appendix B: Standard Distances between BCIT Campuses 12
Guidelines Associated with This Procedure 12
Forms Associated With This Procedure 12
Amendment History 12
This procedure applies to BCIT employees who incur work-related travel and professional development
expenses. This procedure also applies to students and Board members who incur travel expenses while
on Institute business.
Travel should be avoided where cost efficient alternative are appropriate and available. Virtual presence,
teleconferencing, and other remote meeting solutions are to be considered for every travel situation and
if not used, the reason is to be documented. Ideally, a single employee will attend any conference or
event and then share his/her experience with colleagues. Where multiple employees attend the same
event, the total planned conferences costs must be approved by the areas respective Vice President.
As required by Policy 7140, Travel Risk and Security, travellers must complete a Request for Approval
to Travel form (FIN-23) for all business related travel including professional development travel outside of
Metro Vancouver and the Fraser Valley. This includes travel that does not result in any expense for BCIT
(i.e., paid for by a third party). Travellers are to submit their completed form FIN-23 to their designated
signing authority and ensure the form is forwarded to Safety, Security and Emergency Management for
review and approval. If a travel advance is requested, this should be done at least fifteen (15) business
days prior to travel. If no travel advance is requested, the form should be submitted to Safety, Security
and Emergency Management at least four (4) days in advance. This form must be completed and
approved prior to making travel arrangements. A detailed estimate of all travel related costs must be
included on the form regardless of whether or not a travel advance is requested. If there is no cost to
BCIT, please indicate so on the form.
Employees may obtain an advance for travel for amounts of $400 or more. The request is made by
checking the appropriate field on the Request for Approval to Travel form (FIN-23.) The form must be
approved by the travellers designated signing authority and forwarded to Safety, Security and
Emergency Management at least fifteen (15) business days prior to travel per Policy 7140, Travel - Risk
and Security. Please note, advances will not be provided for tuition or for the purchase of goods or
services for professional development. BCIT will make payment directly for tuition or registration by
completing the Registration/Membership Form (FIN-113).
Financial Services will supply the advance funds within ten (10) business days prior to the start of the
trip. The funds are directly deposited into the travellers bank account if the traveller is set up for
payroll direct deposit. Advances will not be given after travel has commenced. Note that travellers
must submit their expenses within thirty (30) days of their return. Claims not submitted within thirty
(30) days may result in the funds being deducted from the travellers future payroll.
Please note, for travel outside of Metro Vancouver and the Fraser Valley, the Request for Approval to
Travel form (FIN-23) must be completed prior to booking any travel arrangement and before travel
occurs.
Should a traveler wish to combine personal travel before, during or after the business travel,
this must be indicated on the Request for Approval to Travel form (FIN-23). Reimbursement
of airfare will reflect the most economical cost to fly to the business destination and back. A
quote for this can be obtained from BCITs contracted travel agent and should be attached to
the request form before it is submitted for approval.
Note: Generally, flight segments separated by layovers under two hours are considered one flight
although exceptions will be considered based on circumstances.
To receive reimbursement for the use of a personal motor vehicle, the traveller completes
the Mileage and Parking Expense Reimbursement form (FIN-152), showing dates of travel,
destinations, and reasons for the trips.
Travellers are required to obtain approval from their designated signing authority in advance
of travel in order to use a personal motor vehicle for travel outside of Metro Vancouver and
the Fraser Valley. In those instances where travel would have otherwise been by air, BCIT will
reimburse the traveller the lesser of the actual mileage or the quoted economy airfare to the
destination plus airport parking or taxi to and from the airport. A quote for airfare from
BCITs contracted travel provider must be submitted with the Request for Approval to Travel
form (FIN-23) before it is approved to ensure the most economical mode of travel is being
used.
Travellers are responsible for ensuring that their vehicles have the appropriate insurance
coverage. For access to a more detailed explanation of insurance coverage, refer to the
Supply management website, under Acquiring Goods and Services. No reimbursement will
be made for personal auto insurance coverage.
The traveller may find that in certain situations, it is more cost-effective to rent a vehicle
rather than use ones personal vehicle. Travellers are required to obtain approval from their
designated signing authority in advance of travel in order to rent a vehicle. Details of the
proposed rental should be included on the Request for Approval to Travel form (FIN-23).
3.3. Accommodation
4. Insurance Coverage
Financial Services, Accounts Payable Travel, aims to process claims for travel and professional development
(PD) related expenses within twenty-one (21) calendar days after receipt by Financial Services. Financial
Services is responsible for the administration of these procedures and is authorized to question any claim
and obtain further information if necessary. Please be aware that during peak periods, the time to process
claims may increase to thirty (30) calendar days.
Financial Services will return the Travel Expense claim form in its entirety if the documentation or
information provided does not comply with the procedures. This could possibly impact the twenty-one (21)
calendar day processing time. Both claimant and designated signing authority will be notified if the claim is
being returned.
The claimant must submit expense claims within thirty (30) calendar days of the end of travel. For those
claimants who have received a travel advance, if the claim is not submitted within thirty (30) calendar days,
the advance may be deducted from the claimants payroll as indicated on form FIN-23, Request for Approval
to Travel.
See table Reimbursable Travel Expenses, in Appendix A, for a list of example expenses that are
acceptable, and those that are not.
Directory of Records Classification 0650-10 4 of 13
Travel Expense Claim 2005-PR1 Procedure
As explained in Policy 2005, the receipts must be detailed and itemized, including:
Date of Purchase
Method of Payment (e.g. cash, personal cheque, debit, or credit card)
Description and cost of item(s) purchased
Vendors name and applicable contact information (e.g. address, phone number, website).
When the method of payment is not recorded on the detailed receipt, the payment voucher
(which shows the method of payment) must be attached to the receipt. See section 2 Payment
Method below.
Note: When submitting receipts printed in a language other than English, please provide the
English translation on the receipt.
For tuition, course registrations and conferences, documentation submitted with the claim
should include a receipt with cost, itinerary or course description, date of course and method
of payment.
In this circumstance the employee is to include the original receipt(s) with their claim for
reimbursement, indicating the amount to be reimbursed and a request for Accounts Payable to
return the original receipt after processing. Accounts Payable stamps the original receipt(s),
indicating the amount to be reimbursed by BCIT, and retains a photocopy with the claim. The
original receipt is then returned to the employee.
School of Health Nursing Dept. Health Units Traveller claims and indicates in
Campus the Notes column the number of
Health Unit visits
The following motor vehicle-related costs are not reimbursed:
Fines related to parking and traffic
Costs incurred by an employee as a result of a collision, or other physical damage to the
vehicle
Increases to premiums on a drivers license, insurance costs, deductibles, etc.
Employees travelling in an automobile as passengers (not in their own vehicle) may
not claim for kilometres travelled
Gas receipts will not be accepted as a reimbursable item except for a rental car.
Original receipts showing method of payment are required for reimbursement for miscellaneous
transportation expenses, including: road tolls, taxis, parking, ferries, airport transportation and airport
parking.
BCIT will reimburse travellers for accommodation based on the original receipt showing method of
payment. The amount for reimbursement must be included in the estimated travel costs provided on the
Request for Approval to Travel form (FIN-23)
The per diem/day allowance must be adjusted for any meals already provided by others (e.g.
airline meals, seminar/convention, hotel). Please contact the event planner in advance for any
dietary concerns or restrictions.
BCIT reimburses the per diem rate established by the Government of Canada Treasury Board
for foreign travel. If the Treasury Board rate of another country after conversion is less than
the BCIT daily per diem, the Institutes per diem will be accepted. Please note, incidental
allowance is intended to cover minor expenses incurred as a result of travel that are not
covered under any other part of this procedure.
Employees calculate conversion to Canadian dollars by either a documented rate, such as the
rate charged on a credit card bill, or a currency exchange document obtained while travelling
or through the Bank of Canada website.
7. Hospitality Expenses
Employees may claim entertainment expenses for business associates or other guests as authorized by the
employees designated signing authority in advance. Please refer to BCITs Hospitality and Employee
Appreciation Guidelines in determining eligible business expenses. Original itemized receipts showing
method of payment must be included with all claims.
8. Students Expenses
A student on Institute business will be reimbursed for materials that are incurred for a project, for
travelling on a field trip, or to a trade show or convention. Travel advances will not be provided to
students. The request for reimbursement must be accompanied by original receipts which includes
method of payment. A Request for Approval to Travel form (FIN-23) must be completed on behalf of the
students by the instructor prior to any travelling outside of the Metro Vancouver and the Fraser Valley
area as per Policy 7140, Travel Risk and Security.
BCIT will not reimburse the traveller for additional expenses incurred for a spouse or family to accompany
the traveller Original receipts must show the breakdown of the employees individual cost(s).
Should a traveller wish to combine personal travel before, during or after the business travel,
reimbursement will reflect the business-related costs only; that is, costs for the most direct or cost-
effective route for the business travel. A quote for airfare from BCITs contracted travel provider is
required to ensure the more economical mode of travel is being used. Personal travel must be disclosed
For electronic registrations and renewals, the employee attaches the print-out of the electronic
confirmation to the form showing the vendors complete contact information, amount paid
and item description(s).
Please note, Financial Services is not responsible for registering and/or renewing memberships.
This is the responsibility of the employee. Accounts Payable will send a copy of the
application/invoice along with payment to the organization for clarification.
If a traveller uses another employees BCIT purchasing card for any of the travel costs, it must
be noted on the Request for Approval to Travel Form (FIN-23). The cardholder is responsible
for ensuring original receipts are available and submitted with the monthly card
reconciliation.
The claimants designated signing authority signs the Travel & Professional Development
Expense Claim form (FIN-21) as approval after reviewing the claimants signed claim form
and attached supporting documentation. The approval matrix is shown following.
The claimant and the designated signing authority are responsible for ensuring that the
approval to travel is completed and signed off by the travellers department and that
related claims for expenses are in accordance with this procedure and are for Institute
purpose only.
Burnaby (BBY) Main BCIT campus Aerospace & Technology Centre (ATC)
3700 Willingdon Avenue 3800 Cessna Drive
Burnaby, BC V5G 3H2 Richmond, BC V7B 0A1
Refer to the BCIT Financial Services Policies, Procedures and Guidelines webpage for the following:
2005-GU1, Travel and Per Diem Rates
Refer to the BCIT Financial Services Forms webpage for the following:
Request for Approval to Travel, FIN-23 (PDF)
Travel & Professional Development Expense Claim form (FIN-21) (PDF)
Mileage and Parking Expense Reimbursement, FIN-152 (PDF)
Registration/Membership Cheque Request, FIN-113 (PDF)
Travel Claim Receipt Declaration, FIN-156 (PDF)
Amendment History