THE UNIVERSITY OF NEW BRUNSWICK
TRAVEL EXPENSE FORM
AND OTHER PERSONAL REIMBURSEMENT
NON EMPLOYEE MAILING ADDRESS:
FAMILY NAME: SOCIAL INSURANCE NUMBER
FIRST NAME AND INITIAL DATATEL ID NUMBER
(STATE GIVEN NAME) PRINT
DEPARTMENT: OR CAMPUS MAIL:
STATUS: ____ EMPLOYEE ____ STUDENT ____ OTHER OR STUDENT FINANCIAL SERVICES:
PLEASE NOTE: EMPLOYEE REIMBURSEMENT BY DIRECT DEPOSIT ONLY
EXPLAIN IN DETAIL PURPOSE OF TRIP:
EXPENSES TOTALS ($)
DATES: ACCOUNT NUMBER(S)
LO UNIT OBJECT FUND FUNCTION DO NOT USE
AIR / RAIL* 0.00 - - 61105 - -
FUEL* 0.00 - - 61125 - -
CAR RENTAL* 0.00 - - 61135 - -
MILEAGE: ACTUAL KM - - - -
@ .37 /
7 KM TOTAL ($) 0.00 0.00 0.00 0.00 0.00 0.00 0.00 - - 61105 - -
TAXIS / PARKING* 0.00 - - 61120 - -
MEALS 0.00 - - 61115 - -
REGISTRATION* 0.00 - - 61155 - -
FAX* 0.00 - - 63015 - -
ACCOMMODATION* 0.00 - - 61110 - -
PHONE* 0.00 - - 63030 - -
ENTERTAINMENT * (SEE BELOW) 0.00 - - 61130 - -
BOOKS* 0.00 - - 62130 - -
SUPPLIES 0.00 - - - -
& OTHER* 0.00 - - - -
(PLEASE SPECIFY) 0.00 - - - -
0.00 - - - -
TOTAL EXPENSES: $ 0.00 CERTIFIED CORRECT BY CLAIMANT:
DATE / PLACE: DEDUCT PREPAID NSERC: DATE OF CLAIM:
NAMES: DEDUCT OTHER:
DEDUCT ADVANCE: APPROVED BY:
Head, Chairperson, Grantee, VP, President
PURPOSE: TOTAL CLAIM: $ 0.00
FINANCIAL SERVICES USE ONLY
PAY TRAVELLER ___ OR DUE TO U.N.B. ___ BUDGET RES. FUNDS PDA
PLEASE INCLUDE REMITTANCE
REVISED JUNE 2008 **Please remember Status, Purpose, Dates, Location, SIN or Datatel Number, and Account Number(s) are Mandatory**
TRAVEL EXPENSE FORM
1. Detail all expenses under the appropriate headings on a daily basis.
2. Original receipts are required for all items marked with * on the front of the form.
3. Obtain approval of Deptartment Head, Grant Holder, Vice-president, or President as appropriate.
4. Enclose remittance for any refund due to the University. No cash please.
DETAILED GUIDE FOR COMPLETION:
GENERAL All expenses must be detailed by day.
Signature of claimant required on all expense reports.
RECEIPTS Original receipts are required for all items marked with an (*) on the front of the form.
Original receipts would include detailed hotel bills, car rental agreements and air fare ticket stubs.
Credit card slips provide for proof of payment only, and are not sufficient in lieu of detailed invoices
APPROVAL Departmental expenses must be approved by the Dean or Department Head.
Grant/Contract expenses must be approved by the grant/contract holder.
Personal expenses of the grant/contract holder must be approved by the Dean or Department Head.
TRAVEL ADVANCES Advances are charged to the individual's personal account and not to department expenses.
No travel advance can be outstanding for more than 60 days without prior approval.
Therefore it is important that expense reports be submitted promptly.
TRANSPORTATION Method of travel at the option of traveller, but the claim (including accommodation and meals en route)
is not to exceed economy airfare plus local ground transportation.
Mileage rate is $.37 per kilometre. Car rental and fuel charges may be claimed in lieu of mileage.
The same rates apply for travel within or outside Canada.
The flat rate for car travel between Fredericton and Saint John is $85.00 plus a
$11.50 meal allowance for a total of $96.50.
ACCOMMODATION Claim actual single rate charges incurred in reasonably priced hotel or motel.
Meals charged on hotel/motel bill should be claimed consistent with Meal Allowance below.
MEAL ALLOWANCE Amount claimed should not exceed the following daily per- meal allowance:
Breakfast Lunch Dinner Full Day
$9.50 $11.50 $24.00 $45.00 Canadian Funds
For travel outside of Canada & United States, Treasury Board Rates are allowed to be
claimed for meal allowances. Treasury Board Incidentals are NOT allowed to be claimed.
OTHER EXPENSES Claim taxis, airport limousines, telephone charges, meeting dues, subscription, etc. that are
related to University business.
DEVELOPMENT Claims must follow all PDA guidelines. The PDA from must accompany a claim.
GOODS & SERVICES University policy requires the use of the central purchasing system for the acquisition
of goods and services.
EMPLOYMENT Payments for employment services rendered by employees or others will not be reimbursed.
MOVING EXPENSES As per letter of appointment, the allowable portion of travel costs claimed by new appointee for
personal and/or family travel will follow the above guidelines.
Original receipts are required for moving of personal effects.
Total claim not to exceed authorized allowance. Revised May 2009