Travel
Access information and resources for UBC-related travel
When traveling on UBC business, travelers are expected to choose the most cost-effective and reasonable options, in line with the UBC Business Expense Policy (FM8), and Business Expense Rules.
Before booking, consult the Government of Canada Travel Advisories to assess travel safety and risk.
Booking travel
Plan and book travel through Concur or contact a travel advisor at Direct Travel. These options provide:
- Access to pre-negotiated UBC discounts
- 24/7 emergency travel support and rebooking
- Expert advice on cost-effective and policy-compliant travel
UBC also has a list of preferred travel suppliers offering reduced rates on airfares, hotels, and transportation.
Air Travel
All air travel must be at the lowest available fare on the shortest route. Preferred seating, which offers slightly more seating space, is allowed only if UBC work is to be completed during the flight and the flight has a duration of more than 3 hours. Any other exception to preferred seating or regular economy travel, must be pre-approved by the respective Head of Unit with justification.
Accommodations
The standard for reimbursement of accommodations while travelling must be based on the lowest price of a standard available room in a business class hotel. Hotel alternatives (e.g. Airbnb or VRBO) are acceptable if the rates and terms are competitive with hotel options. Where short-term lodging is provided at no charge, a gift or payment in appreciation may be provided up to $50.00/day with a maximum of $150.00 for the entire duration of the stay.
Public hotel booking websites may offer cheaper rates but may require 100% prepayment of fees, have higher cancellation/change fees and provide no ability for UBC’s travel vendors to assist travelers with cancellations and rebooking in case of emergency in any unforeseen circumstances. Typically, only accommodations with free cancellation should be selected.
Meal and Vehicle Per Diems
Meals
Receipts are not required to claim meal per diems. When claiming a per diem for meals, no additional amount may be claimed for the same meals. If meals are provided, meal per diems are not allowed. View UBC’s per diem rates.
Vehicle
When traveling with private vehicle, reimbursements are made to the driver only and are calculated by applying the mileage (km) rate to the actual distance driven. A map tool or application should be used to substantiate kilometers driven and be submitted as part of the travel claim.
The mileage rate is updated regularly to be in alignment with the Canada Revenue Agency (CRA) prescribed rate. Visit CRA’s website for the latest mileage rate.
GRoup Travel:
Use Direct Travel or Concur for booking group travel to ensure access to negotiated rates and streamlined support.
Paying for Travel
Use your UBC Visa Corporate Credit card whenever possible. All expenses must be reconciled in Workday via an Expense Report.