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Reimbursement of Expenses for Members of CAUT Committees

CAUT will reimburse elected members of CAUT committees for the cost of travel and accommodations to attend committee meetings. Reimbursable costs include travel by air, train, bus or automobile from the city of origin to location of the meeting and return, transfers by taxi or bus, from home to the terminal, or from the terminal to the meeting location, hotel accommodations, and a per diem for each day of the meeting. Members travelling on CAUT business must use unionized air carriers and hotels unless there is no other option available.

In an effort to reduce carbon emissions that contribute to climate change, committee members should book direct flights and flights on fuel-efficient planes whenever possible. Members travelling within 300 kilometers of Ottawa are encouraged to use available rail, bus, public transportation, or carpooling options.

Travel by Air
Air travel must be booked through CAUT’s travel agency, Corporate Traveller in Ottawa. Fares will be charged directly to the CAUT account and paid by CAUT. Members will be responsible for any fees and extra costs incurred if they request changes to travel booked, except in emergency situations and approved by the Executive Director.

In extraordinary circumstances, such as when a committee member is combining travel to a CAUT meeting with university or college business, and with prior approval from CAUT, the air travel may be paid through the university or college and a pro-rated portion may be claimed to CAUT for reimbursement.

Travel by Train or Bus
Bookings for travel by train or bus are to be handled on an individual basis with costs being submitted to CAUT for reimbursement.

Travel by Automobile
CAUT will reimburse committee members for personal use of automobiles based on the approved mileage rate. The amount of reimbursement for mileage charges shall not exceed the lowest airfare available at the time of the meeting.

Travel Accident Insurance
CAUT has a general travel accident policy that covers individuals travelling on CAUT business, up to a maximum of $100,000 per person, per incident depending on the severity of the claim.

Hotel Accommodations
Hotel accommodations for committee meetings will be booked on your behalf by the committee administrative staff. If for any reason you have to change or cancel your reservation, please contact the committee administrative staff member. All hotel room charges are centrally billed and paid directly by CAUT. Incidental and miscellaneous charges, such as room service, laundry, movies, telephone etc., must be paid by the committee member at check-out. However, if the hotel charges for internet access, this cost will be reimbursed to committee members by CAUT.

If you are attending a committee meeting and staying with friends or relatives, CAUT will pay up to 50% of the applicable hotel room rate for the number of days of the meeting.

Per Diem
CAUT will reimburse for the cost of meals and incidentals at the approved per diem rate. This daily rate covers breakfast, lunch, dinner and incidentals.

Dependant Care
Committee members may apply for reimbursement of costs associated with providing alternative care for dependants that normally rely primarily upon the committee member for physical care. Notice of such arrangements, including an estimate of the costs, must be made to the CAUT office at least two weeks prior to the commencement of the event on the form circulated with the meeting materials.

Expense Claims
All claims for reimbursement should be submitted within 30 days following the meeting by email to Expense claim forms will be sent to participants by email following events.

Please note that even though you must book directly with CAUT’s travel agent for air travel, you must still include the cost of the airfare on the Expense Claim form and then deduct that amount at the bottom of the form under PREPAID TICKET. This will assist our accounting staff in tracking the expenses related to a particular meeting.

Approved by the CAUT Council, May 2015;
Editorial revisions, April 2021;
Editorial revisions, August 2023;
Editorial revisions, February 2024.