Private Vehicle & Mileage Rates
Private Automobile:
Travel by private automobile may be necessary to save time, transport equipment, reduce costs, or when a number of persons are travelling together.
It is the responsibility of each employee to keep track of their mileage. The Finance Division maintains a list of average mileage to commonly travelled destinations. On long distance trips, the lesser of $0.50 per kilometre travelled or airfare equivalent is paid. Trips outside of Canada, the lessor of $0.50 U.S. per kilometer travelled or airfare equivalent is paid.
When daily travel distance exceeds 150 km (about the cost of a daily vehicle rental) the staff member should request travel by rental vehicle.
In order to facilitate travel claim processing and ease of employee tracking, fixed rates for travel to Vancouver/Lower Mainland and Victoria have been established. The rates do not include ferry charges. Any significant business travel around each area should be shown separately and explanation provided on the expense report, and will be reimbursed at the $0.50/km rate.
The vehicle operator is responsible for paying parking fines, traffic violation fines, and impoundment / towing fees when driving a leased, rented, personal vehicle, or TRU vehicle on TRU business.
Distance Chart (in kilometres)
These are the shortest one-way routes over signed highways, and do not include travel by ferry. These distances were supplied by the Ministry of Highways.
(km , 1.61 = miles)
From Kamloops to:
| Location | Km | Location | Km | Location | Km |
|---|---|---|---|---|---|
| Abbotsford | 320 | Edmonton | 800 | Osoyoos | 288 |
| Anahim Lake | 608 | Falkland | 77 | Peachland | 188 |
| Armstrong | 116 | Golden | 357 | Pentiction | 231 |
| Ashcroft | 95 | Gold Bridge | 260 | Princeton | 175 |
| Banff | 492 | Hanceville | 377 | Prince George | 529 |
| Barriere | 63 | Hope | 204 | Quesnel | 409 |
| Blue River | 274 | Jasper | 439 | Redstone | 465 |
| Boston Bar | 217 | Kelowna ** | 163 | Revelstoke | 209 |
| Cache Creek | 84 | Lillooet | 165 | Riske Creek | 340 |
| Calgary | 620 | Little Fort | 93 | Salmon Arm | 107 |
| Campbell River | 512 | Logan Lake | 68 | Seattle | 464 |
| Castlegar | 453 | Lytton | 169 | Spences Bridge | 137 |
| Chase | 57 | Merritt ** | 87 | Summerland | 213 |
| Chilliwack | 248 | Nanaimo ** | 363 | Trail | 472 |
| Clearwater | 124 | 100 Mile House | 198 | Vancouver ** | 355 |
| Clinton | 113 | 108 MIle | 211 | Vernon | 116 |
| Cranbrook | 607 | 150 MIle | 290 | Victoria ** | 393 |
| Creston | 518 | Nelson | 454 | Williams Lake ** | 289 |
| Dawson Creek | 931 | Nimpo Lake | 585 |
** see fixed rates
The fixed rates are as follows:
From the Kamloops campus to:
| Location | Fixed Rate Return |
|---|---|
| Kelowna | $140.00 |
| Lillooet | $140.00 |
| Merritt | $70.00 |
| Nanaimo | $350.00* |
| 100 Mile House | $170.00 |
| Vancouver | $350.00 |
| Victoria | $350.00* |
| Williams Lake | $260.00 |
*Receipts for ferry transportation are reimbursable and are not part of the fixed kilometric rate*
From the Williams Lake campus to:
| Location | Fixed Rate Return |
|---|---|
| Kamloops | $260.00 |
| 100 Mile House | $90.00 |
| Nanaimo | $495.00* |
| Vancouver | $495.00 |
| Victoria | $495.00* |
*Receipts for ferry transportation are reimbursable and are not part of the fixed kilometric rate*
Private Vehicle Damage Reimbursement
A) Where an employee's private vehicle is damaged as a result of an accident while in use on TRU business, TRU will reimburse the lesser of actual vehicle damage cost or the employee's vehicle insurance deductible, to a maximum of $500 per occurrence. Repairs must be completed prior to submitting a claim. The exception to the above will be for negligence.
B) Employees are required to provide the following documentation, if applicable, in support of their claim:
- A covering letter outlining the circumstances of the damage, signed by the employee and the employee's supervisor, to verify the use of the vehicle on TRU business
- A copy of the police report, if applicable
- A copy of the employee's insurance documents (Owner's Certificate(s) of Insurance), showing a minimum of $500,000 third party liability coverage;
- A copy of ICBC repair estimate, or, if ICBC coverage did not apply, copies of estimates from two (2) repair shops;
- A copy of the receipt for repair, if not repaired through ICBC; and
- A copy of the receipt for payment of the deductible portion of the loss.
C) Claims are to be sent to Risk Management Services at risk@tru.ca for review.
