AFMNet Travel Policy

AFMNet will cover the cost of travel and accommodation expenses for Board of Directors, Research Management Committee and International Scientific Advisory Committee to attend AFMNet meetings and its Annual Scientific Conference (ASC). AFMNet also covers travel expenses for its Investigators and students in certain situations such as the ASC. In addition, members may travel on behalf of AFMNet to conduct AFMNet business or represent AFMNet at meetings and conferences. In such cases, travel must be preauthorized by AFMNet and/or the Chair of the committee.

In most cases you will be required to pay costs upfront and will be reimbursed by AFMNet. In order to be reimbursed you must submit expense forms via the AFMNet online expense system accompanied by receipts. Please ensure that you request and keep all receipts and boarding passes for eligible expenses during your travel period.

Eligible travel and accommodation expenses are as follows:

Air Travel :
The cost of economy class airfare only, such as Tango Plus (Air Canada) or Regular (WestJet). Efforts must be made to obtain the lowest rates. AFMNet will not cover costs of business class travel.

Accommodation:

Accommodation for a standard room at a reasonable hotel.

Other transportation: Return taxi or shuttle from residence to airport – efforts must be made to use the most economical service
Return taxi or shuttle from airport to hotel
Other taxi service as required for business.

Travel – Personal Vehicle
Those using their own vehicle to travel to and from the airport, or for those in Calgary and surrounding area who drive to the meeting, AFMNet will reimburse kilometers traveled at the rates established by the Treasury Board of Canada. Rates are based on the province of residence:Rate information

Vehicle Rental:
Vehicle rental (economy size) may be an eligible expense, however please obtain preauthorization from the AFMNet Financial Manager.

Meals
You will be reimbursed for meals (excluding alcohol) during your travel period, which are not provided as part of the meeting/conference. The maximum per person meal allowance is:

Breakfast: $13.00
Lunch: $12.40
Dinner: $35.00

Please note that the following expenses are not eligible for reimbursement:
In–room meals (room service)
Alcoholic beverages

Incidentals
A daily incidental allowance of $17.30 will be paid for each day of overnight travel to cover such expenses as gratuities, telephone calls, laundry/dry cleaning, etc.Receipts are not required for incidentals.

Receipts:

AFMNet is required to follow tri–council guidelines regarding supporting documents for travel claims. Receipts are always required (except for incidentals). In addition, the following is required:

• Original receipts are always required, credit card bills are not sufficient
• Boarding Passes (must accompany ticket receipts)
• Restaurant receipts must identify items purchased – credit card receipts are not sufficient If attending a conference/meeting – a copy of the invitation and/or program should be attached to your claim
• If a receipt is lost or missing you must submit a signed memo advising the following:
      »the expense
      »the fact that you were not able to obtain a receipt or that it has been lost
      »the expense is true and accurate

Failing to provide the above may result in your claim not being paid.