Travel by Air
Note: All air travel outside of Canada and the U.S. MUST be booked through Corporate Traveller.
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 (unless it is booked through Corporate Traveller.
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 a flight confirmation receipt and a copy of the flight itinerary. The travel agent's bill is not considered adequate for audit purposes.
Travelers are to decline trip cancellation insurance. In the event that, after a flight is booked, the traveler cannot travel, he/she is required to cancel the flight in advance and request either a refund or credit towards another trip if the traveler travels frequently. The University will reimburse the traveler (for the non-refundable portion of the airline ticket) where cancellation has occurred prior to scheduled departure which is necessitated by specific events outlined in Policy Expenses: Travel (ADM 19-0).
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.
- Claims may only be for the business travel elements of the trip. 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.
- Per diem allowances will only be paid, and expenses incurred reimbursed, for those portions of the travel directly associated with TRU related business/activities.
- Notwithstanding 1. and 2. 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.
All travel outside of Canada and the U.S. MUST be booked through Corporate Traveller. This policy is to help ensure the safety of travelers. This policy applies to all TRU travel by faculty, staff and administration.
Corporate Travellers Contact Information
For all travel, contact Peggy Shum at 1-855-215-7041 or by email at firstname.lastname@example.org
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.
TRU carries excess out-of-country medical insurance for empolyees on work related business. Coverage does not apply for pre-existing conditions.
- Airport Improvement Fees
Various airports have 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.