Procedures Manual - Travel by Air

Where air travel is required, the most economical airfare shall be obtained. Whenever possible, travellers should take advantage of discounts. Airfare should be arranged and paid for by each employee. Airfare for employee travel must not be billed directly to TRU.

Travel requires approval of the Dean, where applicable, or the Vice-President responsible for the account charged.  Travel supported by research grants or contracts must comply with TRU regulations and policies unless indicated otherwise by the granting agency.

Air travel expenses must be supported by the receipt copy (back) of your airline ticket. The travel agent's bill is not considered adequate for audit purposes.

Cancellation insurance on an airline ticket is not normally reimbursed by TRU. TRU will assume the risk of either having someone replace the employee on the trip or, if a replacement cannot be found, of forfeiting the costs of the travel.

Combined Personal and Business Travel

Claimants must provide details of the itinerary of the business and personal portions of the trip when submitting expense claims.

1. Claimants may only be for the business travel elements of the trip.  Travel agent documentation of the most economical transportation costs for the business elements of the travel must be provided when submitting travel claims where business and personal travel are combined.
2. Per diem allowances will only be paid, and expenses incurred reimbursed, for those portions of the travel directly associated with TRU related business/activities.
3. Notwithstanding a. and b. above, TRU will reimburse the additional accommodation and per diem allowance when it can be demonstrated that staying over a Saturday night significantly reduced the airfare and the overall travel costs to TRU.

Travel to destinations outside Canada

Any travel outside Canada is considered INTERNATIONAL TRAVEL and must have the prior approval of the appropriate Vice President. If necessary, travel advances can be given in U.S. funds. The TRU U.S. buying rate will normally be more cost-effective than the general bank rate.

Please ensure you indicate currency required on your travel advance request. Otherwise, the Accounts Payable will convert your U.S. receipts at the current TRU U.S. buying rate.

TRU carries excess out-of-country medical insurance for employees on work related business. Coverage does not apply for pre-existing conditions.

For travel involving less than nine hours in the air between two destinations, travel shall normally be in economy/coach class at the most economical rate.

For travel involving nine or more hours in the air between a major airport (for example:  Vancouver, Seattle, Hong Kong, Kuala Lumpur) and a final destination, business class travel may be approved in circumstances where:

• the employee is engaged in frequent overseas travel involving complex missions;
• there is an unavoidable requirement to engage in business related meetings on the day of arrival.

All business class travel must be detailed and recommended by the appropriate Dean/Director, and approved by the relevant Vice President or by the President, prior to booking and payment for the air travel.

Employees returning from overseas missions (where jetlag is a factor) are encouraged to schedule one or two rest days i.e. non-vacation days) upon their return.

For flights of less than nine hours on into-continental air carriers which maintain open seating practices in economy/coach class, business class travel may be purchased if required (subject to approval as noted above).

Travel in the United States

Travel outside of Canada and the United States

Additional Fees

• Airport Improvement Fees

  Kamloops, Vancouver and other airports have introduced airport improvement fees. This means users of the facilities directly contribute to financing improvements to airport facilities. All departing passengers are required to purchase an airport improvement fee (AIF) ticket and present it to security prior to boarding their flight. Arriving and connecting passengers do not pay. Please retain your AIF receipt for submission and reimbursement.