The Business Travel Policy and Standards set out the conditions for managing commercial travel. This policy supports the Safeguarding Company’s (the company that protects the interests of travelers in relation to their travel) Policy on Procurement. It provides a general outline of how an employee travelling to a third country will be protected against risks to their business and personal assets. For those employees travelling within their own country, the Business Travel Policy and Standards set out specific requirements. The policy provides details of how travel insurance will be provided and the extent to which it will be paid by the employer.
An employee travelling outside their country of residence is also covered by the Business Travel Policy and Standards. These are: employees need to be allowed to retain and use all of their personal effects, including clothing, toiletries and food, as per the personal possessions policy of the employer. It is the responsibility of the employer to identify and authorise the use of the personal effects of employees when travelling outside their country of residence. It is also necessary to authorise the expense of meals during the period of the trip.
It is the responsibility of the employer to ensure that all employees travelling outside their countries of residence are adequately provided for and reimbursed for any travel expense. If employees become ill or injured whilst they are abroad, they should be permitted to claim expenses from their travel expense account. Where appropriate, the travel expenses should be made out of the employee’s payment.
There are many other travel-related terms that are commonly used. An employee may be reimbursed for business trip expenses where the employee has the expense for his or her entire trip. Travel reimbursements may be subject to the usual statutory holidays and vacation entitlement. Certain employees may also qualify for sick pay. Sick pay generally takes the form of continuation benefits and is not based on a fixed holiday or work schedule.
The term itinerary refers to the travel plans of an employee. The term programme means the short-term plans and instructions of travel. Expenses which are included in an employee’s expense plan are usually those associated with the conduct of business. For instance, if employees travel from workplace to workplace for business reasons, they may be entitled to reimbursement for the costs of travelling to and from each workplace.
There are several instances in which university business class travel plans can be approved without submission of detailed financial data. For example, students who are members of fraternities, sororities or professional organisations that require travel expenses to get to a particular university, college, university or other post-secondary educational institution in Canada will normally have access to such plans. Eligibility for such plans will depend upon the nature of the organisation and the nature of the travel, if it is to be for an academic or an athletic purpose.
Certain types of university business class travel include air travel, ground transportation and rental car costs. Students are usually eligible to make use of such services for the purposes of receiving tuition and other related expenses, for student conferences, seminars or conferences where travel is involved and for other business related travel expenses. In certain circumstances, students may be eligible to use sponsored funds to cover their travel expenses. Sponsored funds are those provided by the institution to students in return for their participation in a program of study sponsored by the institution.
When travelling outside of Canada, the policy will outline what documentation any individual need to submit to demonstrate that he or she is not eligible for assistance from an approved vendor. Most universities provide assistance to individuals eligible for a travel expense report. Submission of an application to the university finance department is the first step toward eligibility. Once submitted, an individual will receive a confirmation that the requested funds have been approved. From there, the documents needed to prepare the travel report, such as tickets, passport, receipts, registration fees if applicable and visa/ Border Control/C visas if necessary, must be collected and processed. Students are encouraged to collect all relevant documents at once so as to ensure that all necessary documents are ready when they arrive at the airport or other destination.