Travel Expense Claim Form

Travel Expense Claim Form
Purpose:

Given that the dues paid by our members are the sole source of all AAU funds, the purpose of this policy is to provide acceptable standards for the reimbursement of reasonable expenses incurred while acting on AAU business.

Policy:
1. All claims must be submitted on the AAU Travel Expenses Claim Form
2. All expenses claimed must be directly related to AAU business.
3. Expenses claimed must not be reimbursable from another source.
4. Claimants may not approve their own travel claims.
5. Claims must be submitted for reimbursement within 90 days of the travel.
6. Travel claims for committee meetings are approved by the committee chair. Claims for individual travel must be approved by the AAU President or Treasurer.
7. Signed and approved claims may be submitted electronically but the original copies must be forwarded to the Treasurer within 30 days of the submission of the electronic copy.
8. Members travelling on AAU business are responsible to ensure they have sufficient, appropriate insurance.
9. Vehicular travel per trip will be reimbursed at a rate per km. Travel totalling over 500km a car rental (recommended), plus fuel (receipt necessary) will be reimbursed or one can opt for km reimbursement.
10. Claimants may stay in the hotel of choice but will only be reimbursed up to the cost of the contract hotel (receipt required). Without a receipt, claimants may claim a per diem.
11. Meals will be reimbursed at a per diem without receipts.
12. Failure to follow this policy could result in a member no longer being able to claim expenses in the future.
13. Summary reports of travel and other expenses will be made available to the general AAU membership on a reglar basis.

Date

MonthDayYear
Date
Contact Information

First NameLast Name
Email
example@example.com
Phone Number
Please enter a valid phone number.
Address

Street Address

Street Address Line 2

CityProvince

Postal Code
Meal allowance:
Breakfast: 10.00
Lunch: 15.00
Supper: 25.00
Kilometrage rate:
Less than 500 km per trip: $0.55 per km
Over 500km: One day compact car rental rate plus fuel (recommended).
Accommodations:
Daily rate: $159.00 with receipt, $20 without receipt
Was a vehicle rented?

YesNo
Rental Receipt

Cancelof
Total Rental Cost
Travel Expense Detail:
Total Kilometers Travelled
Meal Options
prevnext( X )
BreakfastEnter description
$10.00CAD Quantity



Lunch
$15.00CAD Quantity



Supper
$25.00CAD Quantity



SundriesOnly if travel time per day exceeds 3hrs.
$5.00CAD Quantity



Total

$0.00CAD
Kilometer allowance
Meal allowance
Expense Claim Total
We kindly request your banking information in order to process direct payment via EFT.
I would like to paid via ...
Banking Information
Interac banking information
I hereby certify that this claim is complete and correct in all aspects, and the amounts claimed follow AAU expense policies.
Claimant Signature

Clear
Note: All claims must be approved, signed, and accompanied by valid receipts.
Should be Empty: