Travel Expense Claim Forms.pdf

Appendix A
Canadian Partnership Against Cancer
Approved Levels of Travel Reimbursement
Rates Effective August 1, 2009
Travel Expense
Level of Reimbursement
Meals Allowances Per diem allowances: Provinces &
USA
No receipts required.
Where receipts for meals
are attached to claim but the
per diem is claimed, the
lessor of the total meal
receipts or per diem will
apply.
Yukon & NWT Nunavut
Alaska
Breakfast 14.05 16.30 16.65 20.45
Lunch 13.50 16.40 17.75 27.10
Dinner 38.40 47.40 53.05 58.95
Total Meal Allowance 65.95 80.10 87.45 106.50
Meal per diems to be adjusted for meals included as part of attendance at meetings or airline/railway travel
Incidental Allowance 17.30 17.30 17.30 17.30
Incidental expenses include gratuities (except for meals, which are included in the meal allowance) dry
cleaning, bottled water, phone calls home, pet care, plant watering, etc.
Incidental allowance may be claimed provided a minimum of 1 overnight stay is required.
Air Travel
Must submit ticket, boarding
pass and invoice.
Economy class (e.g. with Air Canada, only Tango or Tango Plus fares).
Airport fees
If traveler chooses to stay over Saturday or Sunday for a lower fare - additional meal, accommodation, etc.
expenses are covered to extent extended stay results in net savings to the Partnership
May participate in frequent flier programs as long as all decisions regarding carriers are first made based on
best available flight prices and times
Rail Travel
Must submit ticket, boarding
pass and invoice.
Car Rental
Personal Vehicle Use
Economy class
Mid-size unless circumstances warrant otherwise (# of travelers, etc.)
Kilometerage rate covers all costs, including gas, insurance, etc. No receipt required
Vehicle owner is responsible to carry adequate insurance coverage for driver and any passengers
Location Rate / km Location Rate / km
Alberta 50.5 Nunavut 56.0
British Columbia 51.0 Ontario 53.0
Manitoba 48.0 Prince Edward Island 49.0
New Brunswick 48.5 Quebec 55.5
Newfoundland & Labrador 52.0 Saskatchewan 46.5
Northwest Territories 56.0 Yukon 59.0
Nova Scotia 49.5
Other Ground
Transportation Costs
Accommodation
Caregiver Expenses
Allowance
International Travel
Travel Insurance
Parking fees, highway, bridge and ferry tolls, taxi, airport limousine (if equal to or less than taxi).
Single room with private bath in a moderately priced business class hotel (Holiday Inn, Delta
Hotel or equivalent)
Tokens of appreciation up to $50 for friends/relatives providing accommodation (no receipts
required).
Available to sole caregiver of a dependant under 18 yrs or with mental/physical disability
Up to $35 per day with a list of expenses; Up to $75 per day with receipts.
Applies only to additional expenses incurred as a result of travelling.
Must be preapproved by CEO.
When necessary, cost of insurance premiums (excluding for personal use vehicles) related to
travel. Must be pre-approved.
Note: unless otherwise specified, original receipts must be obtained and submitted with expense claims.

Appendix B - Expense Claim Form
Canadian Partnership Against Cancer
Travel Expense Claim
Name of Event
Name
Address
Date of Event
Mail Cheque to:
Section 1: Travel (mode of transportation, mileage, parking) - #5321
Date Description/Event
#Kilometers Transportation ($) GST ($) Total
MM/DD/YY $ - $ - $
-
$ - $ - $
-
$ - $ - $
-
$ - $ - $
-
$
-
Section 2: Hotel Accommodation - #5323
Date Description/Event
Hotel ($) GST ($) Total
MM/DD/YY $ - $ - $
-
$ - $ - $
-
$ - $ - $
-
$ - $ - $
-
$ - $ - $
-
$
-
Section 3: Meals - #5322
Date Description/Event
Meals ($) GST ($) Total
MM/DD/YY $ - $ - $
-
$ - $ - $
-
$ - $ - $
-
$ - $ - $
-
$ - $ - $
-
$
-
Section 4: Other
Date Description/Event
Subtotal (excl. GST) GST ($) Total
MM/DD/YY $ - $ - $
-
$ - $ - $
-
$ - $ - $
-
$ - $ - $
-
Total Amount Claimed $
-
$
-
Date Submitted:
Date Approved:
Claimant Signature:
Approved by:
* Verified by (CPAC Office):
* CPAC will verify the claim conforms to the Partnership's Approved Guidelines
Charge to:
Section 1
Section 2
Section 3
Section 4
Cost Centre # (1) Account # Amount
Travel 5321 $
-
Accomodation 5323 $
-
Meals 5322 $
-
Other (1) $
-
Total $
-
(1) to be completed