Shastri Indo-Canadian Institute

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Travel Expense Reimbursement Policy

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

Travel_Expenses_Per_Diem_Mileasge_Rates2012.pdf
TRAVEL_EXPENSE_CLAIM_FORM.doc

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.
  • Submission of boarding pass and receipts are required for all travels.
  • Bookings will be made as far in advance as possible.
  • Shastri office will not be responsible for the cancellation charges, fines or penalties incurred by the traveler due to cancellation or re-scheduling of bookings without valid reasons, which may include any unforeseen event beyond the participants’ control that requires changing or cancelling the travel schedule for Shastri affairs (e.g., additional Shastri meeting or commitment for which the officials need to stay back, or when the meetings finish much earlier than expected, flight cancellation, personal or family illness or emergencies, etc.). In the event of arising of any such situation, the concerned Shastri office/staff (India or Canada) should be notified immediately.
  • 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. Receipts must be submitted for taxi fares of $10 and over with the travel reimbursement claim.

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.

Accommodation

  • Reservations for accommodation at hotels with reasonable rates will normally be made by Institute staff in both countries only for the duration of the meeting/event, taking into consideration the arrival and departure time. Where this is not possible, the relevant office should be contacted for information. Expenses for accommodation will be reimbursed with receipts at reasonable cost. Maximum rate permissible in India is Rs. 10,000 per day and in Canada $200 per day.
  • Travellers needing to extend their accommodation for additional days or exceeding maximum allowable accommodation rates must seek prior approval from appropriate authorities (e.g., President, Secretary/Treasurer, Executive Director, or Director, as appropriate).
  • Travellers wishing to extend their stay for personal reasons should pay for their own expenses for the extra days of accommodation.
  • 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 for meals and incidental expenses normally at the per diem basis only as approved by the Treasury Board rates for the Canadian colleagues and appropriate rates established by the Institute for Indian colleagues. 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, unless required by the scheduling necessity

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 as well as the reasons and the original receipts.

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 prior approval must be sought from appropriate authorities (e.g., President, Secretary/Treasurer, Executive Director, or Director, as appropriate).

The Institute will not pay personal expenses appearing on hotel bills such as video rentals, laundry and personal phone calls and the additional days of stay for personal reasons.
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.

Approved by the EC on: January 23rd, 2012.

EC Travel and Expense Reimbursement Guidelines

  • Approval Process: “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” with the following approval process as per by-laws (paragraph 43):
  • Secretary/Treasurer’s travel and reimbursement must be approved by the President.
  • All other EC member (President, President Elect, and Members at Large) travel and reimbursement must be approved by the Secretary/Treasurer.
  • Approval to travel must be sought prior to the travel with tentative dates and rationale for all Institute related travels, and amounts (if exceeding $ 2,500 for travel from Canada to India or Rs 80,000 for travel from India to Canada).
  • Reimbursement Process: EC travel should be in accordance with the Shastri Institute’s Travel Expense Reimbursement Policy. Please read through our reimbursement policy before completing the expense claim form.
  • Shastri Institute’s Travel Expense Claim Form must be completed and submitted with appropriate receipts.
  • For all the travels, the EC members must normally submit their reimbursement claim form to the Shastri Office where they are located and where the travel originated from (i.e., Indian EC submit claim to financial officer in India office and EC members from Canada will submit reimbursement claim to the financial officer in the Canada office).
  • In cases where partial reimbursements have been made in alternate locations, inter-office account is to be used to charge the expenses to the appropriate accounts in the respective offices (India/Canada)

Management Travel and Expense Reimbursement Guidelines

  • Approval Process: The approval process for the management travel incurred on behalf of the Institute will be as follows:
  • ED’s travel and reimbursement must be approved by the President as per the ED contract, in consultation with the Secretary/Treasurer, if necessary.
  • ED must approve the travel of staff in the Canada office and the Director of the Indian office in consultation with the President, if necessary, and authorize his/her travel reimbursement claims.
  • Director must approve the travel of staff in the India office and authorize their travel reimbursement claims.
  • Approval to travel must be sought prior to the travel with tentative dates and rationale for all Institute related travels, and amounts (if exceeding $ 2,500 for travel from Canada to India or Rs 80,000 for travel from India to Canada).
  • Reimbursement Process: Travel should be in accordance with the Shastri Institute’s Travel Expense Reimbursement Policy. Please read through our reimbursement policy before completing the expense claim form.
  • Shastri Institute’s Travel Expense Claim Form must be completed and submitted with appropriate receipts.
  • For all the travels, the EC members must submit their reimbursement claim form to the Shastri Office where they are located and where the travel originates from (i.e., Indian EC submit claim to financial officer in India office and EC members from Canada will submit reimbursement claim to the financial officer in the Canada office).
  • Inter-office account is to be used to charge the expenses to the appropriate accounts in the respective offices (India/Canada)

Approved by the EC on: January 23rd, 2012.

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