Note that the reimbursement rates of the granting agency guidelines (or a specific research award) will apply if they are lower than the University rates.

Use of Employee Owned Vehicle

• The kilometrage(*) rate allowed for use of a personally owned automobile while on approved University business is 47 cents per kilometre effective September 1, 2006 (reviewed September 18, 2008)
• Note: Multiply miles by 1.609 to convert to kilometres.
• This allowance is intended to cover all automobile operating costs, including gasoline, insurance, repairs and maintenance.

Per Diem Meal Allowance

A per diem meal allowance may only be claimed for expenses funded by external agencies (except agencies or ministries of the government of Ontario) or if provided under a collective agreement.  The University is no longer permitted to provide meal per diems for travel claims that will be expensed in any operating fund accounts, but may be expensed in all other funds (e.g. ancillaries, trust, and research) as long as they are not funded by any agency or ministry of the Ontario Government.

A fixed allowance covering meals and incidental expenses (e.g. gratuities for housekeeping services and bellhops, etc.) may be claimed, without receipts, in lieu of specific expense reimbursement, in Canadian dollars, as follows:
 

Please note that it is not permitted to claim a full day per diem when at a conference if the conference fees include a meal component, or if travel begins in the middle of the day.

Gratuitous accommodation

A gratuitous accommodation allowance may only be claimed for expenses funded by external agencies (except agencies or ministries of the government of Ontario) or if provided under a collective agreement.   The University is no longer permitted to provide accommodation per diems for travel claims that will be expensed in any operating fund accounts but may be expensed in all other funds (e.g. ancillaries, trust, and research) as long as they are not funded by any agency or ministry of the Ontario Government.

The maximum rate for accommodation with friends or relatives while on approved University business is $30.00 per night.

If a reimbursement claim for up to $30.00 per night is submitted, a receipt with the following information would be required to permit the expensing to the operating fund account and to satisfy policy requirements:

• Date(s) of the stay, and
• Signature of the host verifying the amount, up to $30.00 per night, was received.

There should, of course, be no hotel expenses claimed for the same time period.

Last revision: January 31, 2012