a. All travel must be pre-approved by the finance office before booking. Pre-approval is requested by the traveler by completion of the Travel Request Form.

b. The estimated costs should be as accurate as possible, supported by quotes, agendas, and other available supporting documents.

c. Once completed, the form must be signed by both the traveler and the unit head, then submitted to medtravel@mun.ca a minimum of 10 business days before travel begins.

d. Upon receipt of the completed form the Finance Office will:

• Review the request for compliance with the Travel Policy,
• Check the outlined account(s) to ensure funds are available,
• Check that travel is an eligible expenditure on the accounts, and
• Get approval from the Chief Operating Officer.

e. The approved or denied Travel Request will be returned to the sender within five business days. If approved, then travel arrangements can be made.

For more details on completing a travel request, please refer to the Travel Request Procedure page.

Additionally, following policies should be reviewed as applicable:

- Travel General
- Travel Outside of Canada
- Travel Guest Lecturers & Visitors
- Travel to Distributed Sites - Community Engagement Visit & Black Bag

a. To request a travel advance, the traveler must complete the Travel Advance Request Form.

• Faculty and Staff can only receive a travel advance for expenses they have already incurred, meaning receipts with proof of payment are required.
• Students facing financial hardship may be able to receive a travel advance based on expected costs, supported by quotes.

b. The Travel Advance Request form should also include the following supporting documents:

• A copy of the approved Travel Request,
• Receipts with proof of payment for requested amounts,
• Official conference information confirming dates of the conference, and
• Other supporting documents as appropriate.

c. Once the form is completed it must be signed by both the traveler and the unit and then submitted to medtravel@mun.ca a minimum of 15 business days before travel begins.

d. If approved, the Finance Office will forward the Travel Advance to Financial and Administrative Services (FAS) for further processing, and will also return a copy to the sender.

e. FAS will not process advances received less than 10 business days before travel starts, thus early and complete submission is required to ensure timely reimbursement.

Please note: Travel Advances remain outstanding in the traveler’s name until a Travel Claim is processed against the advance. All Travel Advances must be accounted for and Travel Claims submitted within 10 business days of completing a trip.

a. Within 10 business days of trip completion a Travel Expense Claim form must be submitted. Ensure that all required documentation is submitted with the claim.

b. The Travel Claim Checklist is a useful guide to ensure that the submitted document is complete. Claims should include the following items and supporting documents, as applicable:

• Signatures from the traveler & their department head,
• The FOAPAL(s),
• Approved copies of the Travel Request and Travel Advance forms,
• All receipts with proof of payment for expenses being claimed,
• Proof of travel, consisting of one or more of:
• Boarding passes,
• Hotel invoice at the travel destination,
• Taxi/transit receipts to/from the airport destination, or
• A record of conference attendance,
• Event Agenda.
• Any justifications or deviations.

Meals not provided by the event are reimbursed using the Per Diem rates outlined in the Schedule of Reimbursable Expenses. Please indicate what meals are being claimed for each day.

Mileage for use of a personal vehicle is reimbursed using the mileage rates outlined in the Schedule of Reimbursable Expenses and require maps as support for mileage claimed.

c. Once completed and signed by the traveler and by the department head, the Travel Claim form can be sent to medtravel@mun.ca for review, approvals, and processing.

a. The department hosting the guest must fill out and submit the Visitor Approval Form instead of the travel request form. The visitor’s signature is not required on this form.

b. The visitor approval form follows the same process as the travel request, subject to the same policies and processes, with the addition of the Travel Guest Lecturers & Visitors

• If a stipend is to be paid out or if catering expenses related to the visitor are expected, estimates for those amounts must be included as well.

c. The visitor approval must be submitted to medtravel@mun.ca a minimum of 10 business days before arrival, and travel should only be booked once the fully approved visitor approval form is returned.

d. The Travel Claim form can be submitted as per the above. This form does require the visitor’s signature.