Costs incurred for travel not related to University business will not be reimbursed. To encourage the payment of the lowest possible air fares, extra costs such as lodging to obtain excursion fares may be claimed as incidental expenses, providing that there is a substantial saving to the University. These extra costs will usually be for accommodation and meals required to meet the minimum stay conditions, fees for changing dates of travel, and cancellation insurance. Additionally, Carlson Wagonlit can provide information about hotels in a moderate price range with reasonable comfort and good locations in cities inside and outside Canada. Accommodation for one night before and one night after the event are acceptable.
Longer periods are also acceptable if air fare savings can be demonstrated.
The period of accommodation should coincide with the dates on the air ticket. Gratuities other than for meals are to be detailed as to bellhops, redcaps, etc. The University of Alberta s portion is limited to expenses for travel, accommodation, food and other expenses that would have been charged had the interruption not occurred. Normally, travellers settle travel claims within ten working days of return. Receipts Partial Reimbursement or Early Reimbursement Contacts Ground Transportation Reasonable expenditures for taxis and public transportation to and from airports, railway stations, between appointments, hotel locations and meeting places are reimbursable, including reasonable gratuities for service.