Expense Reimbursement for Faculty

If you have been told that you qualify for reimbursement, please read the following.

Before you start, make sure you have:

  • The U of T travel reimbursement form ready
  • Clearly documented the business purpose, e.g. conference registration or meeting agenda
  • Original receipts AND proof of payment
  • Foreign currency conversions (Bank of Canada daily rate) or credit card statements

Airfare

  • You should have: original boarding passes, a full itinerary with details of the airfare booking, and proof of payment
  • Tickets should be the least expensive economy class fare. All other business class and premium economy travel may be permitted (e.g. for flights in excess of 6 hours or for medical reasons) if pre-authorized by the principal, dean, director or senior executive to whom the traveler reports
  • If an E-ticket is used, at least one of the following is required in addition to the e-ticket and original receipt:        
    • a boarding pass (paper or printed copy of the image of the electronic boarding pass that clearly indicates flight/train information)
    • hotel bill at the travel destination
    • taxi/transit receipts to/from the airport/train station
    • certificate of conference attendance
  • No reimbursement can be claimed for tickets purchased with personal frequent flyer points

 Accommodation

  • You will need hotel receipts showing length of stay, costs/day incurred; proof of payment must be included.
  • If multiple individuals are sharing a room, you must show names involved, as only the person who incurred the cost can claim the reimbursement.
  • To take advantage of corporate discounts and wholesale rates, bookings should be made through the Travel Center  

Rail/Bus

  • Boarding passes must be submitted
  • Itinerary must be included
  • Proof of payment (credit card, original receipts) must be included

Car Rentals and Personal Vehicles

  • Car rental agreement must be included.
  • Proof of payment must be included.
  • To take advantage of U of T discounts, reservations should be arranged through the Travel Center and payments should be made with the Corporate Travel Card.  A personal vehicle may be used for round trips up to 500 km, where it constitutes the most economical mode of travel or where no suitable public transportation is available.
  • Km rate allowable is currently $0.54/km. If mileage is claimed, gas receipts cannot be submitted as well.
  • Your claim must include Google Maps of start/end locations to support the total kms claimed

Parking

  • You must include a receipt

Taxis

  • You must include taxi chits showing date, to/from location, and cost

Restrictions

  • Only the individual who incurred the expense can claim the reimbursement
  • Excess baggage charges are not reimbursable.
  • Traffic fines are not reimbursable.
  • Service charges on personal credit cards are not reimbursable.
  • Personal entertainment expenses are not reimbursable.
  • When personal travel is combined with business travel, the employee will be reimbursed for only the business portion of the trip at the lowest available fare

Further details can be found on the University of Toronto Travel and Other Reimbursable Expenses page.

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