The following policies have been authorized by the Board of Directors for travel for and at the expense of the Association. CAUBO recognizes and fully appreciates that persons travelling on CAUBO business are donating their valuable time.
Board members, working groups, advisory groups and task force members are entitled to reimbursement of their expenses to attend official CAUBO meetings or other meetings as official representative of CAUBO. Other members or collaborators traveling at the request or on behalf of CAUBO may also be entitled to reimbursement of expenses, subject to prior approval by the Executive Director.
The present Policy also applies to staff members, including contract employees.
Board members are entitled to reimbursement of travel and accomodation expenses for two meetings per year. Working groups, advisory groups and task force members are entitled to the reimbursement of travel and accommodation expenses for in-person meetings in which they have been asked to participate. Attendance at a meeting held in conjunction with the annual conference is not covered. Notwithstanding the above, universities are encouraged to subsidize the travel of CAUBO volunteers where possible.
Officers of the Association are covered by the present Policy for any additional travel that may be required on behalf of the Association.
Expenses for spouses are not covered.
Members may claim directly to CAUBO. In that case, they must submit original receipts. Members may also elect to receive reimbursement from their institution. In that case, an invoice from the institution, along with photocopies of supporting receipts, will be reimbursed to the institution. Amounts to be reimbursed cannot exceed those that would have otherwise been reimbursed directly according to the present Policy.
When making a direct claim, credit card slips alone, and travel agency invoices, are not sufficient support for hotel, air or train expenses.
Eligible members are entitled to reimbursement of expenses for travel to and from the city where a meeting is held. Normally, expenses may be claimed for the day(s) of a meeting plus one day before and one day after, with the understanding that every effort is made to keep the claim reasonable.
Additional information can be found under the seperate tab 'Guidelines' in the expense claim form below.
Travel Policy Revised – 8 March 2016