Thompson Rivers University
Thompson Rivers University

Travel Handbook

Reminder:  All travel outside of Canada is considered INTERNATIONAL TRAVEL and must have prior approval of the appropriate Vice-President.  Please fill out "International Travel Pre-Authorization Request Form" found here before travel and have it signed by the appropriate person.

TRU has changed to a single travel provider for all travel outside of Canada and the U.S. This policy change was done to help ensure the safety of travelers. This change applies to all TRU travel by faculty, staff and administration.

Student travel activities will be phased in at a later date.

It is also expected that we will achieve cost savings and better service standards.

Corporate Traveler has been chosen as the travel provider and their services include transportation, lodging, car rental and other travel related services such as:

  • Pre-trip travel risk assessment
  • Real time travel alerts and advisories
  • Worldwide event monitoring of issues arising such as natural disasters/political coups
  • Traveler tracking and assisting traveler rescue and/or rescheduling

Corporate Travelers Contact Information:

Trips to high risk destinations (including but not limited to those on the War Risk List below) should be reviewed and approved by the respective VP before booking, and contingency plans prepared if necessary.

If you have any queries about international travel insurance or need additional assistance with travel risk management including contingency plans please contact Risk Management Services at insurance-liability@tru.ca or Jacquetta Goy at jgoy@tru.ca.

War Risk Listing
FAQ

Please note that there are two TRU Expense Policies and can be viewed at:
Expenses: Travel
Expenses: Entertainment, Hosting and Hospitality

Introduction and Purpose:

This information should be helpful when used as a reference for travel-related questions and reflects current operational policy and procedures.

Travel supported by research grants or contracts must comply with TRU regulations and policies, unless indicated otherwise by the granting agency. When contemplating travel funded by research accounts, it is important to understand the guidelines that must be followed. A review of the agency policy guide book or terms of the contract will usually indicate the procedure to be followed.

Timing of Payments - Travel Advances or Expenses:

Direct deposit payments (employees only) are submitted weekly on Wednesday morning.  However, it can take 2-3 weeks to process a travel advance or travel reimbursement from the time it is received in Finance.

If you require a travel advance, please submit your request at least 6 weeks prior to departure.  Advance payments will be produced approximately two weeks prior to your departure.  Emergency travel requiring "rush" advances should be brought to the Manager, Accounting-Disbursements with a proper explanation and will be processed as soon as possible.  Not all rush requests may be approved.

All requisitions should be properly supported, coded and approved.  Missing supporting documents, coding or approvals will delay the processing of the travel request.

Accounts Payable moving to direct deposit for ALL employees - please click this link for info:  Accounts Payable