Changes to UPEI's Travel Expenses Policy

Dear Deans and Administrative Staff:

Financial Services would like to inform you that the University's Travel Expenses Policy has recently been updated.  While we encourage you to review the full policy (http://www.upei.ca/policy/adm/fin/fin/0001), there is a specific change that we would like to call your attention to which will have a direct impact on how your faculty manages travel expenses including researchers reporting to you, either directly or indirectly.

At the request of the VP Academic and Research, the Comptroller's Office has reviewed the approvals required for travel expenses incurred by researchers on campus. The goal of this review was create consistency among the various University financial policies. As a result, UPEI's Board of Governor's has approved a revised Travel Expenses Policy. Except in some circumstances where PDTR fund are used, the approved policy requires "One-Over-One Authorization" for all travel paid with funds managed by the University.  A revised Travel Expense Procedures document has also been posted on UPEI's website.

In practical terms, this means that the Vice-President Academic and Research will no longer be approving Travel Report and Claim forms charged to  research accounts, excepting travel by a Dean.  Research travel charged to departmentalized faculties is to be approved by the department's Chair.  Research travel in non-departmentalized faculties is to be approved by that faculty's Dean.  The purpose of this authorization is to provide oversight to ensure that the travel expenses are eligible, reasonable and incurred in the performance of duties on behalf of the University and in accordance with the Travel Expenses Policy.

Approval for the expenditure of funds charged to a specific research account is unchanged and will continue to be performed by the individual with Spending Authority for the general ledger account paying for the travel.  This approval of funds will be performed by the Spending Authority through myUPEI as it had prior to the January 20, 2017 revision to the Travel Expense Policy.

To avoid having documents returned to your faculty and delays in processing Travel Report and Claims, we encourage you to please inform your Chairs and researchers of this change immediately.

Please contact me if you have any questions regarding these changes.

Thank you for your cooperation,

Danny Jenkins, CA, CPA
Manager, Financial Services
University of Prince Edward Island