Procedure for Employee-owned Vehicle
Approval Date: 2014-07-25
Effective Date: 2014-07-25
Responsible Unit: Department of Financial and Administrative Services
a. Claims are to be made monthly using the Travel Claim Form.
b. Each vehicle operator will declare on his/her first travel claim the name, make and licence number of his/her vehicle, and will provide proof of insurance coverage. Subsequently, as conditions change, this information must be updated.
c. Each vehicle operator is to provide to the Unit Head or equivalent a monthly report of vehicle availability and distance travelled on University business so that he/she may certify the accuracy of travel claims. A log book system must be used so that kilometres travelled on University business can be accurately recorded.
d. The log book referred to in (b) above is required by Revenue Canada if vehicle expenses are claimed on the employee's annual tax returns. The Department of Financial and Administrative Services will supply a completed T2200 for such purposes during March of each year.
e. Any application to deviate from these guidelines and to cover costs not provided in the given allowances must be made to the Vice-President (Administration and Finance) through the appropriate Vice-President.
f. It is the responsibility of the Unit Head or equivalent to ensure that the correct procedures and guidelines are observed.