18 Expense Claims & Travel Reimbursements

Executives may be required to travel to other campuses or locations for Student Association business purposes, using either a rental or their own vehicle. When expenses are incurred from this travel, a travel reimbursement can be obtained by submitting an expense claim form.

Submitting Expense Claims

As an Executive, the expense claim form can be submitted to reimburse you for meal per diem costs, gas costs for a rental vehicle and pre-approved personal vehicle milage.

*Please remember that the use of personal vehicles is limited under the Student Association’s insurance. Only executives and coordinators can claim mileage for approved Student Association business.

When to Use an Expense Form

• Claiming gas or vehicle rental overages to attend SA related events
• Claiming mileage on personal vehicles for SA related business.
• Claiming meal per diem for out of community SA events
• Claiming emergency accommodations for attending out of community SA related events

Approved SA related events include:

• Student Leadership Conference
• Student Life Appreciation Awards.

Approved SA business includes:

• Making purchases for events/services

Meal Per Diem

While away on Student Association business, students may submit receipts for the cost of meals up to the following maximumsPer Diem

Breakfast
$10/per day

Lunch
$15/per day

Dinner
$25/per day

Meals that are provided as part of your business trip or delegate fees are ineligible for per diem reimbursement.

Mileage

Rate: $0.58 per km.

Travel between campuses

Please use the table below from the SA Travel Reimbursement Policy to calculate the distance between campuses:

Travel to other destinations

Google Maps should be used as a supportive document to calculate distances based on the shortest point to point route.