Expense Report Rates & Allowances
Per Diem Allowance
Mileage Rates
Local Mileage Chart
Reimbursable / Non-Reimbursable Expenses


Maximum Per Diem Allowance (all countries) for Meals when travelling on University Business:

Within Canada:      
$50.00 per day (Cdn)      
Partial per diem: Breakfast - $10.00 Lunch - $15.00 Supper - $25.00
Outside Canada:      
$60.00 per day (Cdn)      
Partial per diem: Breakfast - $15.00 Lunch - $15.00 Supper - $30.00

Maximum Allowance for Use of personal automobile while on approved University Business:

$0.43 per km

Mileage Distances
(mileage from Fort Garry Campus) TO:

Round Trip

One Way 

Bannatyne Campus

30 km

15 km

Brandon, MB 

394 km

197 km

Carman, MB

124 km

62 km

Dauphin, MB

608 km

304 km

Fargo, ND

712 km

356 km

Gimli, MB

216 km

108 km

Glenlea Research Station

44 km

22 km

Grand Forks, ND

466 km

233 km

Kenora, ON

408 km

204 km

Portage la Prairie, MB

140 km

70 km

St. Boniface Hospital

22 km

11 km

The Pas

1204 km

602 km

Thompson

1476 km

738 km 

Winnipeg Education Centre

22 km

11 km

Winnipeg Airport

36 km

18 km

 

 

 

From Bannatyne Campus to St. Boniface Hospital

10 km

5 km

From St. Boniface Hospital to Seven Oaks Hospital

24 km

12 km

 

C. Reimbursable / Non-Reimbursable Expenses

 EXPENSE

Y/N

LIMITATIONS 

Academic gowns and tuxedo rentals Yes Required for University business
Air Miles No Not reimbursable for airfare paid using air miles which the traveler has accumulated
Alcoholic Beverages

Yes

Dean's prior approval necessary
Baggage Excess

Yes

Only allowable on University owned equipment
Conference Activities

No

Extra-curricular and activities for guests or partners are not reimbursable.
Conference Registration Fees

Yes

Provide proof of payment (deduct personal expenses)
Donations

No

 
Employment VISAs for visitors

No

Considered personal expenses 
Gas for commercial rental vehicles

Yes

Provided the vehicle rental is approved.
Gifts

No

Purchase of gifts for staff or their families will not be reimbursed
Gifts

Yes

For visitors in lieu of honorarium
Gratuities

Yes

Included in the meal rate (also within reason)
Hotel double-occupancy rate 

No

Only reimburse at single room rate
Hotel "No Show" Charges

No

Except in emergency situations as determined by approving authority
Inoculations/Vaccinations

Yes

If required for international travel only
Insurance - Flight Cancellation

Yes

Processed on Travel Authorization form
Insurance - Health

No

For full time staff only.  Supplementary health insurance provided by the University
Insurance - Health

Yes

Part time and non-employees (contact Staff Benefits)
Insurance - Rental Vehicle*

No

Travel and Expense Corporate Card provides coverage
Insurance - Rental Vehicle*

Yes

To students and non-full time staff who are not eligible for a Travel and Expense Corporate Card
Laundry / Valet

Yes

Within reasonable limitations (provide explanation on Travel Claim)
Living Expenses during Sabbatical

No

Personal expense
Memberships/Professional Fees

No

Personal memberships in clubs not reimbursable
Mileage claim

Yes

Will not exceed the equivalent to the lowest logical cost of airfare (if extenuating circumstances, provide explanation)
Mini-bar charges

No

N/A
Movies, in flight/room

No

N/A
Parking Fees

Yes

Reasonable.  Parking fees and mileage reimbursement should not exceed the cost of round trip taxi fare from the traveler's home.
Parking/Traffic Fines

No

N/A
Passport

No

Personal expense
Penalties for airfare change or cancellation 

Yes

Should be applied to the Travel Authorization form
Per Diem Allowance

Yes

Provided no additional meal claims are submitted
Recruitment/Relocation Allowance

Yes

Allowance amounts negotiated via the department hiring
Service fees

No

Reimbursement not provided for failure to cancel lodging or transportation reservation 
Taxi fares

Yes

Reasonable; not to exceed cost of vehicle rental
Telephone calls

Yes

For University business.  Other calls at department discretion
VISAs

Yes

When required to enter a country to enable a staff member to conduct University business.