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

Maximum Per Diem Allowance for Meals when travelling on University Business:

Per diem allowance (meals without receipts): Where this allowance is claimed, no additional amount may be claimed for the same meals (i.e. actual costs). The per diem allowance must be adjusted when meals are included in transportation charges, conference registration fees, in the event of a partial day’s travel, etc.

 

Total Per Diem

Breakfast

Lunch

Supper

Canada $60

$15

$15

$30

USA/Africa $80

$20

$20

$40

Asia/ Latin America/ Oceania $90

$20

$20

$50

Europe/ Caribbean $110

$25

$25

$60

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

Mileage Rate: $0.46 per km

The following chart indicates whether listed expenses are reimbursable (Yes) or non-reimbursable (No).

Winnipeg to:

Round Trip

One Way

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

Grand Forks, ND

466 km

233 km

Kenora, ON

408 km

204 km

Portage la Prairie, MB

140 km

70 km

The Pas

1204 km

602 km

Thompson

1476 km

738 km

Fort Garry Campus to:

Round Trip

One Way

Bannatyne Campus

30 km

15 km

Glenlea Research Station

44 km

22 km

St. Boniface Hospital

22 km

11 km

Winnipeg Education Centre

22 km

11 km

Winnipeg Airport

36 km

18 km

Downtown

24 km

12 km

Bannatyne Campus to:

Round Trip

One Way

Fort Garry Campus

30 km

15 km

St. Boniface Hospital

10 km

5 km

Seven Oaks Hospital

24 km

12 km

 

Reimbursable / Non-Reimbursable Expenses 

For convenience, the following chart indicates whether listed expenses are reimbursable (Yes) or non-reimbursable (No).

 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

 Allowable as part of a hospitality claim. Must be coded separately to account 706760. Only allowable on operating funds.

Baggage Excess

Yes

 

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

N/A

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 "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

 

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*

Yes

Staff are encouraged to use the Travel Credit Card and waive the insurance from the rental company.

Living Expenses during Sabbatical

No

Personal expense

Memberships Fees

No

Personal memberships in clubs not reimbursable

Mileage claim

Yes

Will not exceed the equivalent to the lowest cost of airfare (if extenuating circumstances, provide explanation)

Mini-bar charges

No

In room mini-bar beverages and snacks will not be reimbursed

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

 

Per Diem Allowance

Yes

 

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.

Travel incidentals

Yes

Within reasonable limitations (provide explanation on Travel Claim)

VISAs

Yes

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