The University of British Columbia

Travel Expenses

Faculty of Law Travel Policy

The University will reimburse the cost of authorized travel expenses incurred by members of faculty and staff and, in special cases, students or other persons, provided that:

• the traveler was travelling on University business, or in support of the University's mission; and
• the traveler had advance authority to incur travel expenses (for example, through recognition of travel in a grant budget); and
• the expenses are reasonable, appropriately documented, and comply with University policies and procedures, or the policies and procedures of a granting agency or funding contract; and
• the expenses are approved for reimbursement by at least one administrative level higher than the person claiming reimbursement.

Travel supported by research grants or contracts must comply with University policies and procedures unless specifically indicated otherwise by the funding organization in which case the policies and procedures of the funding organization must be followed.

The complete University Travel Policy #83 can be found at:

• http://www.universitycounsel.ubc.ca/policies/policy83.pdf

Travel Reimbursement Procedures

• Please complete sections 1-3 of the Travel Reimbursement Form & submit along with your original travel receipts to a Finance Specialist in Room 259.
• Receipts: Original itemized dated receipts are required to support a claim. Travel agency invoices, cancelled cheques, credit card statements or "paid" notices, photocopies, and faxes are not considered Receipts
• Missing Receipts: If the original receipt is not available or missing, the traveler must complete and submit a "Missing Receipt Form": <link to Missing Receipt Form>
• Please tape Receipts to a letter size paper when submitting them

Travel Advance & Reconciliation Procedures

Faculty & Staff may seek a Travel Advance for travel that occurs no more than ten (10) business days prior to the start of the trip.  Students are not eligible for a Travel Advance.  The Travel Advance must be settled within 30 days after the end of the trip.  Please see the Travel Advance Form and Travel Advance Reconciliation Form for more details.

Faculty of Law Departmental American Express Card Use for Travel

The Faculty of Law’s Departmental AMEX card may be used for the following:

1. Payment of airline travel for:

• Non-UBC employed travelers (i.e., graduate students, visiting lecturers, or Departmental recruiting)
• Group travel expenses (i.e., sports travel, field trips, University singers, etc.)
• Contract employee travel (outside persons travelling on behalf of a UBC Law related program)

2. Payment for hotel expenses (when accepted by the hotel) for guests of the University.

• Please contact the Administrator or Finance Manager for more information.

Currency Conversion

For travel claims submitted in a foreign currency, the conversion will be completed per UBC Financial Services policy, not by the traveler. An exception is made if the conversion has already been completed via a credit card and a copy of the credit card statement is submitted with the Travel Reimbursement Form.

Travel Information from Supply Management

(Information regarding hotels, car rentals, airlines, preferred vendors, etc.)

• http://www.travel.ubc.ca/