Expenditure Guidelines
Guidelines to help ensure student groups use UBC funds reasonably, appropriately and efficiently.
Travel Expenditures
Student groups/teams might have travel opportunities for conferences or competition. All travelers are to obtain pre-approval from their captains/leadership who are responsible for the budget before scheduling their travel plans.
Accommodations & Air
- The standard for reimbursement of accommodations should be based on the lowest price of a standard room.
- All air travel should be at the lowest available economical fare on the most direct route.
- When one team member will be arranging/paying for the bookings and claim on behalf of other team members, all travelers’ consent should be obtained to allow that team member to receive reimbursement on behalf of others.
Automobile and Other Transportation
Vehicle Rentals
- Vehicle rentals are permissible if they are deemed to be the most economical option when conducting UBC/student group business.
- Cost of luxury, sport and full-sized vehicles are non-reimbursable.
- Vehicle rental is only permitted for out of town travel. “Out of town” is defined as outside of Lower Mainland and Bowen Island.
- Always refuel the vehicle prior to return to avoid high refuel costs charged by the vendor.
- Ensure Collision Damage Waiver is available as Safety & Risk Services offers Rental Vehicle Insurance coverage if arranged with them in advance. Refer to Appendix A for contact information.
Mileage Reimbursement
- Mileage reimbursement on private vehicles is permissible at the UBC approved rate of reimbursement for kilometers in excess of kilometers normally incurred directly to and from UBC.
- Mileage rates have already factor in the fuel and maintenance costs. Claimant can only claim either mileage or gasoline costs.
- UBC approved rate will be updated regularly to be in alignment with CRA prescribed Rates. Simply google “CRA Mileage Rate” to obtain the current rate or visit CRA’s website for the latest mileage rate.
2024 Automobile Allowance rates are:
$0.70 per kilometer for the first 5,000 kilometers driven
$0.64 per kilometer driven after that
- Distance calculated starts either from the UBC or home to the destination in the most direct route.
- The amount claimed should not exceed the full economy airfare.
- Google Maps should be use to substantiate kilometers driven and be submitted as part of travel claim.
- Parking fees are reimbursable if travelling to and from conferences, to and from airports, events, and meeting places other than UBC.
- Taxi, Uber, ride sharing or other public transportation costs are eligible expenses incurred while conducting UBC/student group businesses and when travelling between events if a personal vehicle is not available. Receipts must be obtained from the taxi driver to support the fee with gratuities not exceeding 15%.
Meals – Out of Town or Conferences
- UBC Individual travelers can submit actual meal receipts or use per diems to claim for out-of-town meal expenses; receipts do not need to be provided for individual per diem meal claims.
- Only the individual traveler can claim UBC per diem rates.
- UBC per diem rates represent what the University deems to be a reasonable cost, and are as noted in the current UBC policy.
- Travelers may claim a meal per diem for an entire day or partial day.
- Meal per diem can only be claimed where meals have actually been consumed.
UBC Per Diem rates:
| Maximum Rates (incl. tax and gratuities) | Canada (CAD) | USA & International (CAD) |
|---|---|---|
Breakfast | $18 | $24 |
Lunch | $20 | $26 |
Dinner | $42 | $50 |
Daily Total | $80 | $100 |
- UBC per diem rates cannot be claimed if meals have been included in another reimbursable item (i.e. conference fee, transportation, accommodation).
- UBC per diem rates also cannot be claimed in the following situations:
- Any meetings/seminars that take place during the course of the day either on or off campus
- Where another member has submitted a claim for the same meal
- Where meals are offered by the event organizer.
- Where grant or contract funding have per diems different from the University’s per diem rate, the traveler may claim the differential amount from the University and charge the research account with the maximum allowable rate.