Travel

Changes are Here!

Effective January 1, 2012, new policies and procedures are in effect for all Western faculty and staff.

The Government of Ontario has recently established new Procurement and Expenses Directives for open, fair and transparent financial practices at all Broader Public Sector (BPS) organizations, including The University of Western Ontario. Compliance is mandatory.

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Exchange Rates
This information is supplied weekly by the Financial Services Department:
Mileage Rates

(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 1st, April 1st, July 1st and October 1st).

(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.

Meal and Accomodation Guidelines

(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 1st and October 1st).

(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

Preferred Travel Agencies

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

Carlson Wagonlit Travel

224 Central Avenue at Richmond
London, Ontario N6A 1M8 
1-877-486-0866 (tel)
519-679-2437 (fax)
team01london.ca@contactcwt.com

Travel by Design Ruse Travel

1124 Gainsborough Road 
London, Ontario N6H 5N1
519- 672-7020 (tel)
519-672-1970 (fax)
info@rusetravel.com
A $27.00 plus GST service transaction fee will be applied


** Plane or train tickets can be charged directly to your speed code, a ScotiaBank travel 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 Scotiabank travel card or a personal credit card.

Train Travel

Discounted prices are available from VIA RAIL for all Western faculty and staff. VIA RAIL offers a 12.5% 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

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.
3. Book through Carlson Wagonlit Travel or Travel by Design Ruse Travel 
  • Train tickets can be charged directly to your speed code, the Scotiabank travel 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.

Travel by Design Ruse Travel

1124 Gainsborough Road 
London, Ontario N6H 5N1
519- 672-7020 (tel)
519-672-1970 (fax)
info@rusetravel.com

Carlson Wagonlit Travel

224 Central Avenue at Richmond
London, Ontario N6A 1M8 
1-877-486-0866 (tel)
519-679-2437 (fax)
team01london.ca@contactcwt.com 

Travel Forms

Travel PeopleSoft Documentation


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Related Services

Government Travel Advisory

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6100 Support Services Building
Tel: 519-661-2111 x85499
travel@uwo.ca

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