Watch the ‘How well do you know the travel policy’ video to learn about what you can and cannot claim, and basic tips about the Travel Policy.
- If I stay at a friend's or relative's house, can I claim accommodation costs?
You may give your host a gift of appreciation, valued at no more than $50/day for the duration of your stay. Submit the receipt for the gift along with your claim.
- What are the Per Diem rates and Mileage Allowances permitted under the Policy?
Carleton uses the allowances as prescribed by the National Joint Council. The rates are updated every 3 to 6 months. If you use the expense types of Per Diem (Canada) and Private Automobile (Km Rate) in the Travel and Expense system, the up to date amounts will be available for you to choose from. For other calculations, please use the following links:
Per Diems for Canada and the US: http://www.njc-cnm.gc.ca/directive/travel-voyage/td-dv-a3-eng.php
Per Diems for International Cities: http://www.njc-cnm.gc.ca/directive/app_d.php?lang=eng
Mileage Allowances: http://www.njc-cnm.gc.ca/directive/travel-voyage/td-dv-a2-eng.php
- What supporting documentation do I need for my travel report?
- All boarding passes (preferred) or ticket stubs. If you have lost a boarding pass, or used electronic boarding passes, you are not required to submit any additional documentation with the airline invoice/receipt provided there is secondary evidence that you arrived at your destination, such as hotel receipts, taxi chits, or restaurant receipts.
- Hotel receipts or evidence of check-in/check-out. In instances where the hotel did not provide a receipt, there must be at least proof of payment of the hotel cost and secondary evidence that you arrived at your destination, such as taxi chits or restaurant receipts.
- Conference or meeting itineraries
- Itemized meal receipts (unless claiming per diems). If you did not receive an itemized meal receipt, you must note this in your travel claim. If you are charging your meal to a research fund, you must state in the description of the item as to whether there was any alcohol included in your receipt.
- All other receipts, including taxi chits
- Proof of payment
- Proof of exchange rate (from credit card statement, if applicable)
- I lost a receipt or boarding pass. What should I do?
Item Document Status What should I do? Boarding Passes Lost If you lost one or more of your boarding passes, make note of it in the description of the expense item in the Travel and Expense system. If you do not have any boarding passes, there must be secondary evidence that you arrived at your destination, such as hotel receipts, taxi chits, or restaurant receipts. Boarding Passes Electronic In the event that you used electronic boarding passes, and therefore do not have any hard copies, there must be secondary evidence that you arrived at your destination, such as hotel receipts, taxi chits, or restaurant receipts. Itemized Meal Receipts Credit Card Slip Only If you only have a credit card slip from the restaurant, you may still claim the cost of the meal. However, if you are charging the meal to a research fund, you must indicate whether alcohol was/was not included on the bill. Any other receipt Credit Card Statement If for any reason you have lost your receipt, but can provide proof of payment using your credit card statement, make note of it in the description of the expense item in the Travel and Expense system. Any other receipt No supporting documentation If for any reason you are unable to provide supporting documentation of the cost (i.e. you paid in cash and lost the receipt), choose the “Lost Receipt” payment type when entering the expense item in the Travel and Expense system. Excessive use of this method will be monitored by Financial Services.