Expense Claim

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Expense Report INDEX ACCOUNT
Comm Before
GST
Tax

Name: Reporting Period: Specify (  )

Employee ID: Dept. Index Code: Research

Campus: Employee Classification:
(Select: Faculty, Staff or Admin)

INSTRUCTIONS: Keep a copy for your records. Attach all ORIGINAL RECEIPTS to your signed expense report and forward to
your supervisor to authorization. Upon approval forward to Finance for processing.

NOTE: For intercampus mileage see "Kilometres" worksheet tab below; for policies use "Expense Claim Regulations." TOTAL

Date (include purpose of trip, dates, and destination) Mileage 7441 Supplies Meals Conference General Travel
x Rate 7120 7442 or 7444 7443 7442 (eg: Parking, MISC. TOTALS
mm/dd/yyyy Details Km Taxi )
$0.50/km

0.0 $0.00 $0.00

0.0 $0.00 $0.00
TOTALS 0.0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Your Signature Local: Subtotal: $0.00
I certify that all expenses incurred are related to university business, that none have been claimed from other organizations,

that they comply with university or funding agency travel expense guidelines, and that I personally paid for them. Deduct Advances: $0.00

Approval Signature Date: Balance Due (attach cheque ): $0.00

Approval Printed Name Title: Refund Claimed: $0.00
A 1001 (Rev. 07/2009)
Mileage Between Kwantlen Campuses
*Effective Rate as of April 1, 2008 is $0.50 per kilometre

Richmond Campus Langley Campus Cloverdale Campus
From SURREY Campus to:
One Way 24.1 km 18.9 km 13.5 km
Return 48.2 km 37.8 km 27.0 km
From LANGLEY Campus to:
One way 43 km - 6.5 km
Return 86 km - 13 km
From CLOVERDALE Campus to:
One Way 36.4 km 6.5 km -
Return 72.8 km 13 km -
From RICHMOND Campus to:
One Way - 43 km 36.4 km
Return - 86 km 72.8 km
Surrey Campus

-
-

18.9 km
37.8 km

13.5 km
27.0 km

24.1 km
48.2 km
Policy No. E.6
Reviewed by: Senior Leadership Team
Responsibility: Vice President Ventures & Finance

POLICY

TITLE:
APPROVED BY:
EFFECTIVE:
REVISED:
RELATED POLICIES:

Consistent with generally recognized public body standards, Kwantlen University College
(hereinafter referred to as the "University College") will reimburse employees for
reasonable out-of-pocket expenses necessarily incurred while on authorized University
College business.

1.General Guidelines
Expense claims should be claimed on an approved University College
Expense Report Form A1001 no later than the month following the
expenditure.
All expense claims relating to the University College's fiscal year end (March
31) must be submitted to the Financial Services Department by the end of
the first week of April..
All expense claims must be supported by original receipts and a brief
description of the purpose of the meeting or trip, and approved by the
appropriate administrator or designate.
Any exceptions to these regulations must have written approval of the
Vice-President, Administration and appropriate administrator or designate.
2.Air Travel
Air travel must be pre-approved by the appropriate administrator and
booked through Kwantlen Travel located in the Champlain Mall at
438-3356. The University College will pay directly to Kwantlen Travel
using a centralized payment system, i.e. do not include costs on your
expense claim.
It is the employee's responsibility to reimburse the University College for
additional fare costs incurred for stopovers which are not related to
University College business.
If a Saturday layover (stay an extra night) is required to obtain a lower
airfare the University College will pay additional hotel and meal costs, not to
exceed the savings of the layover.
Where "bonus points" are achieved as a result of travel, accommodation,
car rental, etc. paid for by the University College, the points must be used
by the employee to offset subsequent University College travel costs.
Selection of carrier should be determined by the most economical and
reasonable means of travel and not be unduly influenced by the accumulation
of points. Any remaining bonus points attributed to an employee upon
his/her termination or retirement becomes the property of the employee
3.Private Automobiles
a.When a private automobile is used while travelling on University College
business, the reimbursement rate will be that specified by the relevant
Collective Agreement or Working Conditions Agreement. The distance
allowed is from one's place of employment to destination and return.
b.Mileage and other transportation costs incurred in travelling to and from the
employee's home and the normal place of work are not allowable travel
expenses.
c.Where the use of a private automobile for a trip outside the lower mainland
is selected by personal preference, and it is not the most economical means,
then reimbursement will be on the basis of expenses which would have been
incurred had the trip(s) been made by the most direct routes and most
economical means (e.g. economy air travel in lieu of automobile).
d.In situations where it may be more economical for two or more people to
travel together for trips outside the lower mainland, car pooling is
encouraged. Mileage and/or car rental costs may be claimed only by the
driver or owner of the vehicle.
e.Under no circumstances will the University College reimburse traffic
violations, parking offense tickets, towing charges, automobile repairs or
insurance deductions related to accidents.
f.Incremental Business Insurance premium costs will be paid by Kwantlen
University College if covered by the relevant Collective Agreement or
Working Condition Agreement.
4.Inter-Campus Mileage
Faculty members with multi-campus instructional schedules are entitled to
reimbursement for mileage for regularly scheduled pre-approved inter-campus
mileage. Mileage is claimed on the Weekly Timetable & Mileage Report Form
(#A1027) as per the following guidelines:
a.Faculty fill in their timetable on the A1027 form.
b.Financial Services calculates the mileage as follows:
i.The first campus reported to each day will be the "home" campus for
that day and intercampus mileage will accumulate from that location.
ii.There will be no mileage claim allowed for travel from the last campus
to home.
iii.This form is strictly for faculty who will be teaching at more than one
campus on the same day. There will be no mileage claim on this form
for travel from one campus to another that is solely for the purpose of
attending office hours or divisional meetings. This mileage may be
claimed on University College Expense Report Form #A1001.
c.In order to facilitate the process, faculty are encouraged to submit this form
during the third month of each semester.
d.It is the employee's responsibility to reimburse the University College for any
variations from their pre-approved regular schedule.
5.Extended Day Per Diem
Faculty members may claim compensation when they teach an extended day of
greater than 8 hours. The per diem is to be claimed on the Weekly Timetable &
Mileage Report Form (A1027).
a.The per diem is $5.00 for each day and is to offset the cost of a meal.
b.Regulations described in Section 3 b. also apply to the Extended Day Per
Diem.
6.Automobile Rentals
Occasionally, it may be economical to rent a vehicle while on travel status or
transporting two or more people on University College business. Rental
arrangements must be pre-approved and booked through Kwantlen Travel at
599-2745. The University College will pay costs directly to Kwantlen Travel using
a centralized payment system, i.e. do not include costs on your expense claim.
7.Transportation
An employee may claim reimbursement of the following University College
business related travel expenditures without a receipt:
a.motor vehicle parking meter charges;
b.public transit.
8.Travel Insurance
a.It is not University College procedure to purchase flight cancellation
insurance for University College related travel. The University College
self-insures for flight cancellation. If flight cancellation insurance is
purchased, it is the employee's responsibility to reimburse the University
College for the full cost of the insurance.
b.The University College will reimburse for car rental insurance.
9.Meals
a.To allow for the difference in meal costs in various geographic locations, the
University College does not stipulate per diem rates other than those
identified in Collective Agreements.
b.Reasonable expenses for meals taken when on authorized University
College business can be claimed by attaching original receipts where
possible and indicating the purpose of the meeting, trip, etc.
c.Generally the University College does not reimburse for meals when a
College employee is hosting another employee or group of employees unless
the meeting is clearly for business purposes.
d.Expense for a meal when hosting an official University College guest may be
claimed with the following provisions. The name(s), title(s) and company or
business relationship of the people to the University College must be
included in the expense claim and marked on the back of the receipt.
e.The consumption of alcoholic beverages is not encouraged nor condoned by
the University College.
f.Tipping is reimbursable to a maximum of 15% of the amount for food and
refreshments.
10.Lodging
a.Hotel and motel accommodations must be pre-approved and booked
through Kwantlen Travel at 599-2747. The University College will pay
costs directly to Kwantlen Travel using a centralized payment system, i.e. do
not include costs on your expense claim.
b.Hotel and motel accommodations should be limited to reasonable amounts
and should not exceed the single occupancy rate.
c.An employee who opts to use private lodging may claim $15.00/day.
11.Telephone
a.Long distance business phone calls from the employee's residence will be
reimbursed if the call is identified on a copy of the employee's telephone
bill/statement.
b.Personal long distance calls/faxes will not be paid for or reimbursed by the
University College except when on travel status (see Section 11 a).
c.Cellular phone network charges will not be reimbursed unless usage is
pre-approved by the appropriate administrator or designate.
12.Incidentals
a.An incidental expense allowance of $5.00 can be claimed for personal
expenses for each full day on travel status with no requirement for receipts.
This incidental expense allowance is intended to cover laundry, dry cleaning,
local business telephone calls, personal long distance calls, and other
business related personal expenses.
b.The incidental allowance should only be claimed for trips where the
employee is away for a period greater than 24 hours.
13.Child Care
Under normal circumstances the University College will not reimburse expenses for
child care. Where there are unusual circumstances, these must be pre-approved by
the appropriate administrator or designate in advance and detailed on the expense
claim.
14.Advances
a.If an advance is required, an approved request for a travel advance form
should be submitted to Financial Services at least two weeks before the
advance is required.
b.Travel advances will not normally be issued when the estimate of expenses
or amount requested is less than $200. Situations under $200 with
extenuating circumstances should be brought to the attention of Financial
Services and will be dealt with on an individual basis. Since it is University
College policy to book and pay for all air travel, car rental and hotel
accommodation through Kwantlen Travel, these expenses need not be
included as part of the advance required.
c.Advances must be accounted for by submission of an authorized expense
report supported by original receipts and any unused balance refunded by
cheque within one month of the completion of the journey.
d.If a previous advance has not been accounted for by submission of the
appropriate expense report, as per Section 13 c. no further advances will be
issued. Should an advance remain outstanding for a period greater than 60
days, the advance may be deducted from any subsequent expense claims
that are submitted for reimbursement. Under extreme circumstances, and
after all other options have been exercised, appropriate action will be taken
as required.
e.The appropriate cost centers are not charged until an approved expense
report is processed by Financial Services.
15.Advances for Professional Development - KCFA
a.The request for advance for Professional Development (P.D.) must be
signed by:
i.the Chair of the P.D. Committee;
ii.the appropriate administrator concerned.
b.The P.D. form is only an authorization from the P.D. Committee. The
University College requires an expense report to be submitted to Financial
Services as proof that the expenses were incurred.
c.Regulations described in Section 13 also apply to advances for professional
development.
d.The maximum reimbursement for P.D. expenses will be the amount
approved by the employee's P.D. Committee.
16.Advances for Education and Training -- BCGEU
a.The request for advance for Staff Training and Development funds must be
approved by the appropriate administrator and the Education and Training
Committee.
b.The Staff Training and Development form is only an authorization from the
Education and Training Committee. The University College requires an
expense report to be submitted to Financial Services as proof that the
expenses were incurred.
c.Regulations described in Section 13 also apply to advances from the
Education and Training funds.
d.The maximum reimbursement under this section will be the amount
approved by the Education and Training Committee.
17.Claim Procedures
a.All claims greater than $50.00 should be submitted on a monthly basis.
b.All items should be listed separately on the expense claim form in
chronological order indicating the purpose of the trip or meeting.
c.Original receipts and vouchers should be stapled to the back of the expense
claim form in the order in which they appear on the claim. Photocopies are
not acceptable to our auditors.
d.All expenses must be adequately described or itemized in the description
column. Grouping of items is not permissible unless a breakdown is shown.
e.Duly approved expense claim forms to a maximum of $10.00 may be taken
to the Campus Petty Cash Custodian for reimbursement.
f.Expenses incurred on specially funded projects should be submitted on a
separate Expense Report form.
g.All claims are to be signed by the claimant and approved by the appropriate
administrator even if there is no refund claimed (such as reconciliation of an
advance where the total refund is zero). The cost centre to be charged
should be noted by the claimant or administrator.
h.The Financial Services office is responsible for the administration of these
regulations and procedures and is authorized to question any claim and
obtain further clarification when necessary.
i.Foreign Exchange
i.If the claimant has written proof of the exchange rate used, this can
be used when submitting the original claim. Otherwise the University
College will use the current rate of exchange as provided by the
University College's bank. This rate is checked monthly. If the
claimant used a charge card for payment and the exchange rate used
by Kwantlen University College is not sufficient to cover the charge
by the credit card company, an additional claim can be made
referencing the original claim.
ii.If the employee is submitting multiple claims, i.e. claims with different
currencies, separate expense claims should be used indicating the
type of currency related to each claim.
18.Kwantlen University College Visa Cards
a.There are a very limited number of Kwantlen University College issued Visa
cards. These are issued to employees depending on the needs of their jobs.
Use of these cards is restricted to University College business only.
b.A copy of the Visa statement will be distributed to each cardholder for
verification. The original Visa receipts for each charge listed are to be
attached to this statement, approved by the appropriate administrator (or in
the case of the President, by the Vice President, Ventures & Finance), and
promptly forwarded to Financial Services for payment. Purpose/details of
the charge should be written on the back of each receipt including names
and positions of individuals involved.
c.Cash advances on a Kwantlen University College Visa card are not
allowed.
19.Unsupported Amount
a.When expense claim amounts are not properly supported or adequately
explained the University College will deduct the amount in question when
paying the claim so that payment of the remaining expenses is not delayed.
The claimant will be informed of the discrepancy and the expense item can
be re-submitted on another expense claim when the matter is resolved.
b.A memo will be sent explaining any adjustments that would alter the expense
claim by $5.00 or more.
Copied from Governance section on Plaza

s & Finance

Expense Claim Regulations
President
14-Feb-95
11-May-01

ublic body standards, Kwantlen University College
ty College") will reimburse employees for
ssarily incurred while on authorized University

d on an approved University College
later than the month following the

University College's fiscal year end (March
ancial Services Department by the end of

orted by original receipts and a brief
meeting or trip, and approved by the

ns must have written approval of the
nd appropriate administrator or designate.

by the appropriate administrator and
located in the Champlain Mall at
e will pay directly to Kwantlen Travel
m, i.e. do not include costs on your

to reimburse the University College for
stopovers which are not related to

ra night) is required to obtain a lower
l pay additional hotel and meal costs, not to
ed as a result of travel, accommodation,
iversity College, the points must be used
uent University College travel costs.
ermined by the most economical and
ot be unduly influenced by the accumulation
oints attributed to an employee upon
becomes the property of the employee

ed while travelling on University College
will be that specified by the relevant
g Conditions Agreement. The distance
ployment to destination and return.
costs incurred in travelling to and from the
place of work are not allowable travel

mobile for a trip outside the lower mainland
e, and it is not the most economical means,
e basis of expenses which would have been
e by the most direct routes and most
air travel in lieu of automobile).
re economical for two or more people to
e lower mainland, car pooling is
ental costs may be claimed only by the

University College reimburse traffic
s, towing charges, automobile repairs or

premium costs will be paid by Kwantlen
the relevant Collective Agreement or

instructional schedules are entitled to
arly scheduled pre-approved inter-campus
Weekly Timetable & Mileage Report Form

the A1027 form.
mileage as follows:
ach day will be the "home" campus for
age will accumulate from that location.
m allowed for travel from the last campus

ty who will be teaching at more than one
e will be no mileage claim on this form
another that is solely for the purpose of
ional meetings. This mileage may be
e Expense Report Form #A1001.
faculty are encouraged to submit this form

y to reimburse the University College for any
d regular schedule.

nsation when they teach an extended day of
s to be claimed on the Weekly Timetable &

ay and is to offset the cost of a meal.
3 b. also apply to the Extended Day Per

to rent a vehicle while on travel status or
University College business. Rental
and booked through Kwantlen Travel at
ill pay costs directly to Kwantlen Travel using
o not include costs on your expense claim.

ment of the following University College
without a receipt:

edure to purchase flight cancellation
related travel. The University College
n. If flight cancellation insurance is
sponsibility to reimburse the University

mburse for car rental insurance.

eal costs in various geographic locations, the
late per diem rates other than those

aken when on authorized University
by attaching original receipts where
se of the meeting, trip, etc.
does not reimburse for meals when a
her employee or group of employees unless
g an official University College guest may be
sions. The name(s), title(s) and company or
e to the University College must be
d marked on the back of the receipt.
verages is not encouraged nor condoned by

imum of 15% of the amount for food and

s must be pre-approved and booked
2747. The University College will pay
using a centralized payment system, i.e. do

s should be limited to reasonable amounts
occupancy rate.
vate lodging may claim $15.00/day.

lls from the employee's residence will be
d on a copy of the employee's telephone

s will not be paid for or reimbursed by the
on travel status (see Section 11 a).
will not be reimbursed unless usage is
administrator or designate.

of $5.00 can be claimed for personal
vel status with no requirement for receipts.
e is intended to cover laundry, dry cleaning,
rsonal long distance calls, and other

only be claimed for trips where the
eater than 24 hours.

iversity College will not reimburse expenses for
circumstances, these must be pre-approved by
gnate in advance and detailed on the expense

roved request for a travel advance form
Services at least two weeks before the
ly be issued when the estimate of expenses
$200. Situations under $200 with
d be brought to the attention of Financial
n an individual basis. Since it is University
or all air travel, car rental and hotel
n Travel, these expenses need not be

by submission of an authorized expense
pts and any unused balance refunded by
ompletion of the journey.
en accounted for by submission of the
r Section 13 c. no further advances will be
n outstanding for a period greater than 60
ed from any subsequent expense claims
ment. Under extreme circumstances, and
exercised, appropriate action will be taken

not charged until an approved expense

ment - KCFA
essional Development (P.D.) must be

zation from the P.D. Committee. The
pense report to be submitted to Financial
es were incurred.
13 also apply to advances for professional

or P.D. expenses will be the amount
Committee.
ng -- BCGEU
Training and Development funds must be
inistrator and the Education and Training

ment form is only an authorization from the
ee. The University College requires an
Financial Services as proof that the

13 also apply to advances from the

nder this section will be the amount
raining Committee.

hould be submitted on a monthly basis.
tely on the expense claim form in
e purpose of the trip or meeting.
hould be stapled to the back of the expense
they appear on the claim. Photocopies are

described or itemized in the description
permissible unless a breakdown is shown.
rms to a maximum of $10.00 may be taken
ian for reimbursement.
unded projects should be submitted on a

e claimant and approved by the appropriate
efund claimed (such as reconciliation of an
zero). The cost centre to be charged
or administrator.
responsible for the administration of these
authorized to question any claim and

of of the exchange rate used, this can
original claim. Otherwise the University
te of exchange as provided by the
is rate is checked monthly. If the
r payment and the exchange rate used
ge is not sufficient to cover the charge
n additional claim can be made

multiple claims, i.e. claims with different
laims should be used indicating the

of Kwantlen University College issued Visa
yees depending on the needs of their jobs.
University College business only.
l be distributed to each cardholder for
ceipts for each charge listed are to be
ed by the appropriate administrator (or in
Vice President, Ventures & Finance), and
Services for payment. Purpose/details of
he back of each receipt including names

niversity College Visa card are not

e not properly supported or adequately
will deduct the amount in question when
of the remaining expenses is not delayed.
the discrepancy and the expense item can
se claim when the matter is resolved.
any adjustments that would alter the expense