This downloaded copy is unofficial. Check www.mun.ca/policy for the official version.

Memorial University of Newfoundland

  Memorial University of Newfoundland

Travel - Familiarization Visit

Approval Date: 2008-12-11

Effective Date: 2013-11-05

Review Date: 2020-12-11

Authority:

The Vice-President (Administration and Finance) through the Department of Financial and Administrative Services.

Purpose

To identify and provide control over expenses relating to a familiarization visit for new employees.

Scope

Applies to newly-appointed employees who travel to Memorial for a Familiarization Visit.

Definitions

Familiarization Visit — Is offered in certain situations when an offer of employment and acceptance of that offer is in place. It is intended for new employees to meet with colleagues regarding curriculum and research matters and/or to become familiar with the unit.

Unit Head — All Deans, Directors, the University Librarian, Associate Vice-Presidents, and Vice-Presidents as appropriate.

Policy

  1. For appointments of two or more years in duration, one Familiarization Visit may be permitted for each candidate and one spouse, partner or a dependent child, where budget allocations allow.
  2. The Familiarization Visit must be approved in advance by the appropriate Unit Head upon approval of the appointment of the candidate by the respective Vice-President or the Director of Human Resources.
  3. If a newly appointed employee is approved for a Familiarization Visit he/she may utilize that visit to address logistical issues related to relocation.
  4. Expenses related to the newly appointed employee and the person accompanying the employee will be reimbursed with the approval of the Unit Head and in accordance with the following: 

a. Travel to the Familiarization Visit will be reimbursed at the most economical and reasonable mode of transportation available and, in any event, should not exceed economy fare from the new employee’s then place of residence to the airport nearest the appropriate campus of the University.

b. Vehicle rentals may be reimbursed at the discretion of the Unit Head, if he/she considers it the most economical and efficient mode of transportation during the visit.

c. Accommodation, as approved by the Unit Head, will be reimbursed to a maximum of three nights. Private accommodations will be reimbursed as per the Schedule of Reimbursable Expenses. At the discretion of the Unit Head, the three night maximum may be combined with the maximum seven nights provided for in the policy on Travel - Relocation and Removal for a maximum combined total of ten nights. See policy on Travel - Relocation and Removal.

d. Newly appointed employees will be reimbursed for meal per diems and incidentals as per the Schedule of Reimbursable Expenses.

e. The University will not reimburse for any hosting or related expenses during the Familiarization Visit.

5. An application for Familiarization Visit costs not provided for under this policy must be made to the respective Vice-President.

Procedures

For inquiries related to this policy:

Department of Financial and Administrative Services:  709-864-2597

Sponsor: Vice-President (Administration & Finance)

Category: Finance

Previous Versions:

There is at least one previous version of this policy. Contact the Policy Office to view earlier version(s)

Approval Date 2008-12-11   Effective Date 2008-12-11

Procedure for Familiarization Visit Expenses

Approval Date: 2014-12-01

Responsible Unit: Department of Financial and Administrative Services

1. Upon approval of the appointment of the candidate by the respective Vice-President or the Director of Human Resources, the Unit Head should discuss the Familiarization Visit policy and related travel procedures with the newly appointed employee and document the details of the arrangements.

2. Travel and accommodation arrangements may be handled through three options:

a. Arranged and paid for directly by the University unit.
b. Arranged and paid for by the newly appointed employee and reimbursed to the employee after the visit. 
c. A combination of options a. and b.

3. After completion of the familiarization visit, if applicable the newly appointed employee will submit a request for reimbursement on the Travel Claim form to the Unit Head.

4. Original vouchers covering travel expenses (i.e. airline tickets/boarding passes, gas receipts, hotel bills, ferry charges, and meals) must accompany the Travel Claim form. In accordance with Canada Revenue Agency Guidelines, credit card receipts do not qualify as receipts except for gas purchases. The meal per diem will be as per the Schedule of Reimbursable Expenses.

5. If the newly appointed employee is claiming costs in lieu of airfare, a quotation for the applicable economy airfare must be attached.