In this series, Valerie Evans, the Director of Financial Service’s Business Operations, shares frequently asked questions about the evidence of pre-approval element of the Travel and Related Expenses policy.
What and Why
The Province recently tightened control and accountability related to travel and entertainment as defined under the Broader Public Sector Service Accountability Act (BPSSAA). In response, University policy has been updated. The policy changes affect travel charged to operating and internally restricted research Funds, which now require evidence of pre-approval.
In Carleton University’s Travel and Related Expenses policy, a ‘one-up’ pre-approval of travel has always been required. Documentation of that approval, however, is new. To document, you will most often attach a pdf of the email trail, where you notify your one-up of your travel plans and they indicate approval to your travel claim, in the Travel and Expense Reimbursement system.
Who is impacted?
To eliminate undue administrative burden, frequent travelers will be granted blanket approval and do not have to provide evidence of pre-approval. Anyone who has traveled in the past year should have received an email with their designation (i.e. frequent traveler or infrequent traveler). If you have not traveled in the past year, you have been assigned an infrequent traveler designation.
- The policy changes affect travel charged to operating (Fund 100000) or internally restricted research Funds (Fund starting with 18XXXX), including Professional Expense Reimbursement (PER) funding sources.
- Travel expensed against externally sponsored research (Fund 3XXXXX) Funds do not require evidence of pre-approval, regardless of the frequency designation of the traveler.
For folks who prefer a visual … You need to travel for Carleton-business. What next?
Related tips:
- (2 of 3) I have been given an ‘infrequent traveler’ designation, can I change my designation?
- (3 of 3) What if my dean or another department/faculty is paying for my travel? Who do I have to receive the evidence of pre-approval from?
A tip series which provides clarification around claiming alcohol and hosting events.