1.5 Employee Travel

Updated: September 2022

The School reimburses employees for reasonable expenses that are incurred when they are away from the school on a School-sponsored or approved event, seminar, or professional development, etc. (see “Trip Planning Guide” in the Trips and Excursion resource section of the Green Room). Each employee is expected to exercise good judgment and common sense before incurring an expense to ensure that the most economical and practical course of action is being taken.

The following are some guidelines:

The School reimburses for travel when the employee’s personal car is used. The mileage reimbursement rate is posted in the Green Room. If a less expensive alternative is possible it should be taken e.g. event transportation such as a bus, carpooling, rental car, etc.
Meal expenses cannot be claimed in situations where the event sponsor is providing a meal(s) as part of the event package. Where meals are not included as part of the event, the expense may be submitted for reimbursement. The current daily rate maximums and per diem rates are posted in the Green Room.
Personal calls from hotels should be kept to a reasonable minimum. Internet charges will be reimbursed.
Mini-bar and in-room movies expenses will not be reimbursed.
In some circumstances, alcoholic beverages may be reimbursed. Prior written approval of the Head is required.
Valid expenses must be supported by receipts and approved by the individual who approved the travel. The employee’s name must appear on the receipt. To obtain reimbursement the documentation must include:
- Detailed itemized receipts;
- Nature of the business function;
- Name(s) of employee(s) and, if relevant, other attendees