SUPPORT

What rules apply to travel expenditures?

1.0       General

The CMC Travel Procedures are in accordance with the CMC Travel Policy dated June 23, 1993 and approved by the Executive Committee of the Board.

1.1       These procedures cover all travel related expenditures.

1.2       The following procedures apply to all internal and external travellers for CMC. Internal travellers are CMC employees. External travellers are not employees but travellers, whose travel expenses, by prior agreement, are covered by CMC. Reimbursement of incidental or food expenses for consultants or contractors is not permitted.

1.3       Any deviation from these procedures must be approved by the Treasurer. If a traveller has a legitimate, but ineligible expense they should discuss this with the Treasurer.

2.0       Guidelines for Transportation

2.1       Individuals are responsible for making travel arrangements that provide adequate standards of comfort, convenience, safety and efficiency, and is the most economical option under the circumstances. This includes advance booking fare, promotional packages, etc. Where feasible, travellers are encouraged to stay over a Saturday night if it would involve a reduction in overall trip expenses. Reasonable allowable expenses incurred due to this arrangement would be eligible for reimbursement.

2.2       All internal travel will be arranged through CMC’s travel coordinators with CMC’s travel agency.

2.3       All CMC external travellers will be offered travel arrangements through CMC’s travel agency and are strongly encouraged to use this service. Should the traveller make other arrangements, which result in higher costs, CMC is obligated to reimburse only the reasonable lower cost alternative.

2.4       Air               

Air travel will be reimbursed at the economy rate. Business class can only be used under special circumstances (e.g., for health reasons). When necessary, the cost of flight cancellation insurance is an allowable expense.  Under extenuating circumstances, such as documented medical reasons, business class service may be reimbursable provided it is pre-approved by the CMC Treasurer. Business class travel for continuous air travel trips exceeding nine hours will be considered but it also must be confirmed in advance in writing (email is acceptable) with the Treasurer.  Continuous air travel starts at the scheduled departure time and ends with the arrival at destination or with an overnight stop or layover equivalent to an overnight stop.
Travelers may use personal frequent-flyer program miles to upgrade tickets provided there is no cost to CMC.

2.5       Rail               

Where rail travel spans a meal period, first class fare is acceptable, subject to the provisions of 2.1.

2.6       Bus/Local Travel

Costs of local travel by bus, subway and taxi are allowable expenses.

2.7       Rental Vehicles

Rental of vehicles for local travel is an allowable expense if it is the most cost-effective method of transportation.

2.7.1    Internal travellers should not take the insurance offered through the rental agency as they are covered by CMC’s insurance policy. CMC’s insurance policy covers car rental travel through North America.

2.7.2    External travellers are not covered by CMC insurance; appropriate insurance coverage from the rental agency is a reimbursable expense.

2.7.3    Parking tickets and traffic tickets are not allowable expenses. Rental costs and gasoline for rental vehicles will be reimbursed.

2.7.4   Tolls/Parking

Cost of parking and tolls may be claimed. Receipts must accompany the expense report.

2.8       Personal Automobile

It is recommended that a personally owned vehicle be used only for short journeys where this constitutes the most economical and effective means of transportation considering all factors such as costs, time constraints, itinerary etc. The current rate of reimbursement is fixed at $0.55 per km.

Privately owned vehicles may only be used for trips within a 500km radius of individual’s CMC office. If a private automobile is used out of personal preference beyond this radius, reimbursement will be limited to the cost of the most economical alternative mode of travel. The cost must be evaluated on a person by person basis.

If a private automobile is used for approved CMC business, the owner must ensure that the personal car insurance on the vehicle is adequate. A minimum of $1,000,000 third party liability insurance is required.

3.0       Guidelines for Accommodation, Meals and Entertainment

3.1       Hotels/Motels

Reimbursement for hotels, motels or other accommodation will be provided at the actual rate provided these amounts are reasonable.  The reimbursement of expenses by per diems is prohibited.  Gratuities in reasonable amounts are reimbursable if services have been provided in addition to those considered normal.

3.2       Relatives

Persons staying with relatives or friends may claim $30/evening in lieu of accommodation expense.

3.3       Meals

Travelers may obtain reimbursement for meals using either per diems, or actual costs by submitting original receipts. Only one method may be used per claim.

When meals are included in the transportation fare, or in the cost of the conference fees, no claim for meals should be made.

Per diems

Per diem amounts are limited to daily maximums as detailed in the table below. No receipts are required.

Meal Period Travel in Canada Meal Allowance Travel outside of Canada Meal Allowance
Breakfast $16 CDN $21 CDN
Lunch $16 CDN $21 CDN
Dinner $43 CDN $58 CDN
Total $75 CDN $100 CDN

If travelling for one meal period, the claimant will only be reimbursed for the per diem allowance for that particular meal. For example, if breakfast and lunch are included in a conference fee, only a dinner allowance may be claimed.

Reimbursements based on receipts

For reimbursements based on receipts, meal reimbursement is limited to Treasury Board of Canada Meal Allowances (Appendix C, Module 1.2). Amounts are stated in Canadian dollars for travel within Canada and in US dollars for travel in the USA. If travelling for more than one meal period, the maximum daily reimbursement will be calculated based on the total for all applicable meals, rather than by individual meal. If travelling for one meal period, the claimant will only be reimbursed up to the amount stipulated under the Treasury Board of Canada Meal Allowance for that particular meal.

Alcohol cannot be claimed and will not be reimbursed as part of travel or meal expenses. If there are alcohol expenses included in the meal receipt, they must be deducted, and the net amount claimed up to the maximum meal allowance.

Tips and Gratuities

For all tips or gratuities in excess of $10 for a single receipted meal in addition to the itemized meal receipt proof of payment of the gratuity must accompany the request for reimbursement. This situation is expected to occur only in unusual circumstances.

3.4       Entertainment

There are some occasions when CMC staff will entertain customers. When more than one CMC employee is at the occasion, the Treasurer or the most senior employee shall submit the claim.

3.4.1    A claim for reimbursement of entertainment costs must include an invoice or receipt from the establishment, list of person(s) entertained, organization or affiliation, and the occasion.

3.5       Personal Items

Claims will not be accepted for personal items, for example, in-room movies, and/or expenses incurred by individuals not related to CMC business or activities.

3.6       Miscellaneous Items

All miscellaneous items must be explained in the “Give Details of Miscellaneous” section, or, if more space is required, in an accompanying note.

4.0       Guidelines for Pre-Trip Expenses

4.1       Travellers will be reimbursed for reasonable pre-trip expenses.

4.2       Health Insurance –

The cost of additional health insurance during travel outside of Canada is eligible for reimbursement. The optional supplementary medical plan offered to CMC employees through Queen’s provides coverage for most medical costs outside of Canada not covered by O.H.I.P. If you have any questions about coverage outside of Canada, call the Treasurer at extension 4652.

4.3       Life/Accident/Disability Insurance

Life/accident/disability insurance is not an allowable expense and will not be reimbursed by CMC.

5.0       Guidelines for Reimbursable Personal Expenses

5.1       Long Distance Calls

Internal travellers should use the CMC Telus calling card when making long distance calls. The number may be obtained from the travel coordinators or through the Financial Assistant. Long distance CMC business calls made by external travellers will be reimbursed.

6.0       Guidelines for Travel Claims

6.1       Travel Claim

Expenses will be reimbursed only if a CMC travel expense claim form is completed. Claim should be submitted within 60 days of return.

  • Where a hotel bill lists other charges in addition to room charges (meals, etc.) they do not need to be shown separately on the claim form.

6.3       Amounts expended in foreign currencies must be translated to Canadian dollars using the Bank of Canada exchange rate unless a credit card statement rate or foreign exchange cash receipt rate is attached. Documentation supporting the rate applied must be submitted with the expense claim. Amounts can be converted using actual daily exchange rates, or the average rate for the month in which the travel occurred.

6.4       The claim must state the purpose of the trip.

7.0       Guidelines for Documentation

7.1       Documentation

Any single expenditure of more than $10 must be supported by an original invoice, receipt or credit card slip which indicates the amount spent, nature of expenditure, and recipient of payment.

7.2       Where a choice exists, please supply the full documentation, e.g., the detailed restaurant slip rather than the stub, since CMC can receive a HST rebate if this amount is clearly identified.

7.3       The following are NOT ordinarily acceptable supporting documentation:

  • credit card statements
  • Interac receipts
  • cancelled cheques
  • photocopies of receipts
  • Full explanation should be provided where only partial reimbursement of charges is being requested (e.g., the expenditure may be personal or paid by another organization).
  • When an individual travels with an electronic ticket, the boarding pass and a copy of the ticket confirmation should be included as documentation of the flight when submitting the CMC travel expense claim.
  • Where original receipts are not available due to shared funding arrangements, a copy of the reimbursement cheque from the other funding source must accompany the request for reimbursement from CMC.
  • If original receipts are lost or stolen, a written explanation of the circumstances must be provided by the claimant and approved by the person responsible for the project before the claim will be processed.

8.0       Internal Guidelines for Approvals

8.1       Approvals

Claim must be signed by the claimant confirming the expenses were incurred on CMC business and approved by the person responsible for the project plus the Treasurer.  Internal staff must receive pre-approval for travel include this approval with the claim.

8.2       A person may not authorize payment to him/herself. Where the claimant is the person primarily responsible for the project, the approval must come from the next higher level in the organization.

8.3       The signature of the claimant means that the claim conforms to this policy and expenditures were incurred for CMC approved purposes and have not been reimbursed from another source. Signature stamps are not acceptable.

8.4       Incomplete or inadequate claims not complying with this procedure will be returned to the originator by the Treasurer.

9.0       Guidelines for Travel Advances to Internal Employees

9.1       Reasonable travel advances, not exceeding total estimated expenses, will be given to CMC employees for approved trips.

9.2       Advances are issued in Canadian funds only.

9.3       The traveller must account for the advance within 15 working days after the trip.  Exceptions to this rule should be pre-approved by the Treasurer.

9.4       Subsequent advances will not be issued if an individual has an outstanding advance.

9.5       An employee cannot approve a travel advance for him/herself.

10.0     Guideline for Claim Processing

10.1     Claim must be signed by the claimant and approved by the person responsible for the project plus the Treasurer.

10.2     The traveller must submit his/her travel expense claim for processing within 60 working days after trip.

10.3     Please allow 15 working days for claims to be processed. Direct inquiries to the attention of the Financial Assistant:

by e-mail:              finance@cmc.ca
by telephone:         (613) 530-4654

Please mail claims to:
CMC Microsystems, Attn: Danielle Leroux
945 Princess Street, Suite #103
Kingston, ON, Canada K7L 0E9

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