UBC Policies
The information on this webpage is intended as a reference for PDCE travel and related expenses, and does note replace UBC policies or current Board-approved procedures. Please refer to UBC Policies #83 and #84 for important details regarding travel.
UBC Travel Smart
UBCTravelSmart, by Supply Management, provides guidelines for making travel reservations and reimbursement process for university-related travel.
For a succinct overview of information on travel and expenses, please review the administrative directive regarding Travel and Related Expenses Rates, Suppliers and Services.
Claiming Expenses
- Travel associate with PDCE-affiliated programs must be approved in advance by PDCE.
- All receipts must be submitted to UBC within 30 days of the date on the receipt.
- To claim pre-approved travel expenses, please submit:
- Mileage & Authorized Expense Claim Form, (download here)
- Original receipts supporting expense claims.
Travel Within the Lower Mainland
Personal Vehicle
Reimbursement should be calculated using the driving distance one would travel by the
most direct route.
UBCTravelSmart lists the current mileage rates.
Claiming Expenses
To claim pre-approved travel expenses, please submit:
- Mileage & Authorized Expense Claim Form, (download here)
- Original receipts supporting expense claims.
Travel outside the Lower Mainland
Travel arrangements can be made in any of the following ways:
- Full service through North-South Travel;
- Self-serve through Concur, UBC’s secure online booking tool, or;
- Independently.
Accommodation
- Accommodation receipts should not include meals; please obtain separate receipts for meals eaten in hotel restaurants.
- UBCTravelSmart provides information on special air travel rates for UBC business travellers.
Air Travel
- For airline tickets purchased using a personal credit card, cheque or cash, please submit the passenger receipt (i.e., the last page of the ticket) to PDCE, along with the travel claim form.
- In the case of electronic ticketing, the original itinerary invoice and original boarding pass must be submitted.
- UBCTravelSmart provides information on special accommodation rates for UBC business travellers.
Car Rental
- Original receipts for vehicle rental expenses (rental fees and fuel charges) are required for reimbursement.
- Rental fees and charges for refueling the rental vehicle must be on separate receipts.
- UBCTravelSmart provides information on vehicle rental programs and rental vehicle insurance.
Meals
- The current per diem allowance is posted on the UBCTravelSmart website.
- While it is optional whether per diems or receipts are used for claiming meals, per diems are preferred, since it simplifies processing, and provides an equitable reimbursement.
Other Expenses
Reasonable expenses for taxis and public transportation to and from airports, meeting places, etc., may be reimbursed.
Joint Expenses
Prior to taking indirect routes to a destination (interrupting business portions of a trip for personal travel or vice versa), travellers must obtain approval from their Department Head and Assistant Dean, PDCE and agree on a fair allocation of expenses for the trip. The University’s portion is limited to expenses for travel, accommodation, meals and other expenses that would have been accrued had the personal travel interruption not occurred.
Claiming Expenses
To claim pre-approved travel expenses, please submit:
- Mileage & Authorized Expense Claim Form, (download here)
- Original receipts supporting expense claims.