Travel

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(a) For travel as of January 1, 2012, the mileage reimbursement rates for use of a private vehicle while on approved University business can be found on the Treasury board website at the link below:

http://www.njc-cnm.gc.ca/directive/travel-voyage/s-td-dv-a2-eng.php

The mileage reimbursements rates are updated by the Treasury board on a quarterly basis (January 1^st, April 1^st, July 1^st and October 1^st).

For travel that occurred prior to January 1, 2012, the mileage reimbursement rate for use of a private vehicle while on approved University business is 64 cents per mile or 40 cents per kilometer.

(b) Based on the above mileage rates, it is relatively expensive to use a private vehicle for long distance travel to places like Toronto or Detroit. Alternative forms of transportation, such as car rental, are often more economical and are encouraged whenever possible.

For example, car rental costs range from $80 - $95 for a one-day trip to Toronto and return, depending on whether the rental is a compact or a full size 6 passenger car. This includes gasoline and taxes and assumes the ScotiaBank VISA Travel Card is used to avoid insurance costs.

(a) As of January 1, 2012, per diem meal allowances are no longer eliglble under the new Broader Public Sector directives. The meal guidelines adopted by Western can be found on the Treasury board website at the link below:

http://www.njc-cnm.gc.ca/directive/index.php?sid=98&lang=eng

The meal and private accommodation guidelines are updated by the Treasury board on a semi-annual basis (April 1^st and October 1^st).

For meal expenses incurred prior to January 1, 2012, the maximum per diem rate (without receipts) is $45.00 per day in Canada and the equivalent of $45.00 U.S. in all other countries. The meal allowance includes gratuities and taxes, and its breakdown is:
Breakfast $ 10.00
Lunch $12.00
Supper/Dinner $23.00

(b) The maximum rate for accommodation with colleagues, friends or relatives can be found at the link below:

http://www.njc-cnm.gc.ca/directive/index.php?sid=98&lang=eng

The following two agencies are the University's preferred travel agencies. They can assist you in all of your travel arrangements.

** Plane or train tickets can be charged directly to your speed code, a P-Card (which requires a special form from Purchasing, approved by the Purchasing Coordinator, and travel must be booked by a Department Travel Coordinator and not for Personal business/own travel), a Corporate American Express card, or your personal credit card. There is no need to complete a travel expense report if a speedcode is charged. Tickets will be delivered free. Lowest available price is guaranteed..

Note: A speedcode cannot be used to book hotels, transportation (Robert Q, Aboutown), or rental vehicles - when booked through the Travel Agent. If you require these arrangements then they must be paid for using an alternative method of payment, such as the AMEX card or a personal credit card.

Discounted prices are available from VIA RAIL for all Western faculty and staff. VIA RAIL offers a 10% discount off of the best available public fare (subject to advance purchase requirements) and applies to all train tickets and routes. This rate does not apply to multi-trip pass products and any promotional fare requiring a discount code such as: Canrailpass, BizPak, Corridorpass, 6-Pak, and GO/VIA Pak. This rate applies to both business and leisure train trips taken by Western faculty and staff and will be extended to up to three (3) additional passengers. Tickets must be purchased from VIA directly or through one of our preferred travel agencies.

1. Purchase directly from the Western VIA Rail Website

• Instructions on using the VIA on-line booking system

2. Book directly from VIA in London (phone number 1-888-842-7245):

• Train tickets can only be purchased using cash, the corporate ScotiaBank travel card, or a personal credit card.
• The corporate discount file number is 707009 for booking either VIA 1 or Economy
• A travel expense report will have to be completed in order for you to be reimbursed.
• When picking up your ticket at the train station you must have UWO identification that shows you are either a Faculty or Staff member.
• There are no transaction fees when the ticket is purchased directly from VIA.

• Train tickets can be charged directly to your speed code, the corporate American Express card or a personal credit card.
• There is no need to complete a travel expense report if a speed code is charged.
• A transaction fee applies if booking through Carlson Wagonlit Travel or Travel by Design Ruse Travel.

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