QUAA Travel Expense Policy

Queen's University and Alumni Relations appreciate the valuable contributions made by volunteer members of the QUAA Executive, Board, Board Committees, and Alumni Assembly Delegates, and the geographic diversity in its make up. As a result, Alumni Relations is committed to assisting volunteers by defraying some of their travel costs.

Given that the QUAA is an organization that is always growing in size, Alumni Relations has a duty to ensure a responsible use of limited resources and to operate using fiscal good sense.

Donations are Encouraged
The QUAA has a form that allows for the donation of travel costs and expenses. Representatives who choose to donate these costs are eligible for a charitable tax receipt. These donations are sincerely appreciated and will count in full toward your giving record.

QUAA Travel Expense Claim Form

1. "Who Is Covered and For Which Events?"

A) QUAA President or Delegate

• QUAA Board of Directors and Board of Trustees meetings
• Alumni Assembly/ Reunion Weekend
• Special Events (e.g. Convocations, recognition and awards dinners, branch events) based upon budget
• Exceptions to the policy as applied to the President may be permitted as circumstances require (at the discretion of the Associate Vice-Principal (Alumni Relations))

B) QUAA Board of Directors

• QUAA Board of Directors meetings
• Alumni Assembly

C) Board Committee Members

• Alumni Assembly: Up to 4 representatives from each committee
• Funding for travel to and from meetings is not normally available

D) Alumni Assembly Delegates

• Alumni Assembly Members-at-Large
• Branch Presidents or their delegate -- in instances where there is no formal Branch executive in a particular location, the QUAA may recruit an alumnus/a to represent the Branch at Assembly and they will be eligible for reimbursement of their travel expenses.

E) Guests

• If guests would like to attend Alumni Assembly, they are welcome. If they are not a Queen's alumnus/a, a registration fee of $50 will be applied to recover costs.

F) Campus Committees

• Funding is not available for locally based campus committees, such as Campus Grounds Advisory or the Marty Royce Scholarship Selection Committee.

2. "How Much is Covered?"

Expenses will be reimbursed ONLY if accompanied by appropriate receipts. A Travel Expense Report accompanied by appropriate receipts must be submitted to the Assistant to the Associate Vice-Principal (Alumni Relations), within 15 working days following completion of the trip.

Reimbursement Ceilings.Eligible volunteers will receive assistance in defraying travel expenses (transportation & accommodations) according to the following sliding scale. Volunteers have a responsibility to choose the most economical options available. Please note: Expense claims must be supported by appropriate receipts.

• more than 4,000 km round trip: up to a maximum of $1,200
• between 2,000 and 4,000 km round trip: up to a maximum of $800
• between 800 and 2,000 km round trip up: to a maximum of $400
• less than 800 km round trip up: to a maximum of $200

3. Receipt Requirements & Reimbursement Details

The strict requirements for receipts is a University policy and is required by the University Auditors to process claims. Expense claims will not be processed without receipts. All claims will be paid in Canadian Dollars by cheque.

Air Travel When registering reimbursement for air travel you must include the invoice/itinerary from the travel agent and the ticket stub.

Electronic Ticketing When using e-ticketing, you must provide a copy of the itinerary/invoice (provided to you prior to travel) and the original boarding pass.

The following are not considered acceptable as supporting documentation:

• Credit card slips
• Credit Card Statements
• Cancelled cheques
• Photocopies

4. Eligible Expenses - "Details clarified"

If there is any doubt, or any unusual circumstances regarding travel arrangements, check with Alumni Relations before making arrangements. Please note reimbursement ceilings listed above.

A) Transportation

• Rail/Bus - Economy reservations to be booked at least 7 days in advance to take advantage of discount fares.

• Automobile - Fuel costs appropriate for the round trip

• Air Travel - Economy Reservations to be booked well in advance (usually 30 days) to take advantage of discount fares.

• Upgrades/ Violations - Please note this policy covers basic travel only (e.g., coach fare)

• Individuals are responsible for violations of the law or local rules (e.g., speeding tickets, parking violations, towing, etc.)

B) Accommodations

Where the QUAA has secured accommodations at a preferred rate, you are encouraged to stay at this location. Should you choose to stay elsewhere, costs for accommodations will be reimbursed up to the preferred rate, within the reimbursement ceiling.

C) Meals

Funding is not available for meals en route to/from or at QUAA meetings/events. Certain nutrition breaks, breakfasts, lunches and dinners, while on site, will be provided by the QUAA.

D) Parking

Parking passes are not required on campus from 5pm Friday through Sunday evening. At other times a temporary, dated, parking pass may be available if requested in advance from the department of Alumni Relations.

E) Personal Expenses

Long Distance Telephone calls and the purchase of personal items and entertainment (e.g., TV movies, alcoholic beverages, etc.) are not covered.

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