Shastri Indo-Canadian Institute

Travel Expense Reimbursement Policy

Please read through our reimbursement policy before downloading the expense claim form.

Travel Expense Per diem and Mileage Rates
Travel Expense Claim Form

Policy

The Institute strives to be a good steward of the public and donor funds that is entrusted to it. Therefore it will be prudent, accountable and transparent in how it invests money in traveling, meals and accommodation.

This policy applies to employees, Executive Council members and committee members travelling on Shastri business. All travel must be approved by the Institute in order for individuals to claim reimbursement.

Where participating GoI officials are entitled to higher rates and travel fares due to position status, the Shastri Institute, through its rupee grant, will pay any difference between the approved Shastri Institute rates and the entitlement amounts.

General guidelines

When choosing a mode of transport or purchasing a ticket the following guidelines will be used:

• The cheapest mode of transport or a combination of modes will be used
• The cheapest available economy class ticket will be bought
• Bookings will be made as far in advance as possible

People can upgrade flights or accommodation at their own expense. The Institute will pay its portion in accordance to the guidelines stated above.

When applying these guidelines the following will also be taken in consideration:

• Total duration of the trip
• Safety
• Reasonable comfort and convenience
• The Institute’s strong support for public transit

Taxis

Taxis may be used for travel to and from airports and railroad or bus stations. Taxis may also be used for travel to meetings and on other Shastri business. The sharing of taxis is strongly advised wherever possible.

Private vehicles

Costs of the use of a private vehicle will be reimbursed at the Institute’s Mileage Rates in effect on the day of travel. The Mileage Rates are set in accordance to the Treasury Board of Canada’s Rates.

Charges for tolls, parking and ferries will also be reimbursed.

Transport arrangements in Canada are made either by the Institute or by the traveler.

Insurance, Passport & Visa Costs

It will be the responsibility of the traveler to obtain appropriate insurance for cancellation, accidents and health care. Premiums paid for such insurance will be reimbursed up to a reasonable limit. The Institute will not be responsible for failure to obtain insurance or for inadequate insurance.

• Passport costs will not be reimbursed by the Institute.
• Visa costs will be reimbursed by the Institute.
• Vaccinations, etc. for travel abroad will be reimbursed up to a reasonable limit. Prior approval of the Executive Director is required.

Accommodation

• Reservations for accommodation at hotels with reasonable rates will normally be made by Institute staff in both countries. Where this is not possible, the relevant office should be contacted for information. Expenses for accommodation will be reimbursed with receipts at reasonable cost.
• In India rooms will not be booked for more than Rs.10,000 per day without the approval of the Secretary-Treasurer.
• Travelers wishing to extend their accommodation more than a day beyond the end of their Shastri business must contact the Executive Director to justify reimbursement for the extra days.
• If private accommodation is chosen over commercial accommodation, the traveler may claim for the private accommodation according to the Institute’s published rates.
• If the Institute has arranged for group accommodation for a particular workshop or meeting in either country, individuals choosing to stay elsewhere will only be reimbursed up to the cost of the group accommodations

Meals and Incidental Expenses

The Institute will pay a per diem allowance as per the Institute’s published rates. It will be appropriately adjusted to time of arrival or departure. This allowance is intended to cover the costs of breakfast, lunch, dinner and incidentals.

Individuals cannot claim per diems for meals if the Institute has arranged catering or otherwise paid for the meals already.

A per diem allowance will not be paid for

• meals provided en route by commercial carriers
• when meals are covered in conference registration fees and the like
• added stopovers en route

Hospitality

A reasonable extension of the costs of meals specified above will be allowed in the case of a working meal or in the case of an officer of the Institute entertaining a person(s) on Shastri business. Such hospitality expenses may normally be incurred only by the President, Vice-President, Treasurer/Secretary, Executive Director, and the India Director.

• Requests for reimbursement of hospitality expenses must specify the names of persons for whom expenses were incurred.
• The cost for entertaining a person(s) on Shastri business at a private home will be reimbursed in accordance with the Institute’s published per diem rates.

General

Original receipts, invoices, ticket of proof of payment are required, when reimbursement is requested for all expenses except the following:

• taxi fares under $10
• private accommodation allowance
• per diem allowance

When expenses are paid with a credit card, the following original documents must be attached to the expense claim in order to be reimbursed:

• original receipt detailing the charges (e.g. air travel, restaurant bill)
• credit card slip with signature authorizing the charge to the credit card.

A request for reimbursement must be submitted within 30 days after the completion of domestic or international travel. In extenuating circumstances the Executive Director or India Director may be requested to grant an extension.

The Institute will not pay personal expenses appearing on hotel bills such as video rentals.

Frequent-flier points accumulated during travel on Shastri business will be the property of the traveler.

Nothing in this policy is to be taken as overriding or prohibiting further restrictions on travel following from the requirements of a particular programme or funding agency.

Canadian citizens traveling outside Canada are expected to register with DFAIT.

The Canada Office will reimburse costs on the basis of faxed, scanned or emailed invoices from the travel agent or the airline. The original signed invoice must be submitted within 30 days of the last day of travel for audit purposes.

If a person is in doubt regarding the interpretation of the content of this policy it is their responsibility to contact the office.

Directors

“No Director shall receive any salary or compensation for services as a Director, other than reimbursement for traveling and other expenses incurred on behalf of the Institute, as may be approved by the Secretary-Treasurer. In the case of expenses incurred by the Secretary-Treasurer, the expenses must be approved by the President.”
By-Laws paragraph 43

Approved by the EC on: February 17, 2009