Meals
Meal charges incurred while on University business are reimbursable up to the maximum rates set out in the Expense Reimbursement Guidelines (PDF).
When meal charges exceed the maximum meal rate the following must be attached to the claim for reimbursement:
- a written justification
- written pre-approval by a dean, assistant or associate vice-president, or higher
- original receipts must be attached to the claim for reimbursement.
Meals provided through other means (e.g. meals provided with the cost of a conference) are not eligible for reimbursement. Also, alcohol is not an eligible expense for meal reimbursements. Refer to the Hospitality policy and procedure for additional information.
Per Diems for Meals
Per diems for meals are permitted if reimbursed for Tri Council (i.e. NSERC, SSHRC, CIHR and CRC) and other eligible grants or contracts where per diem for meals is explicitly permitted in the contract. Claimants should refer to the List of Funding Agencies and Related Per Diem Rates (PDF) to determine if their grant/contract accept per diem rates for meal expenses. Refer to the Expense Reimbursement Guidelines (PDF) for the current York per diem rates.
When meal charges exceed the per diem written pre-approval by a dean, assistant or associate vice-president, or higher, along with the original receipts must be attached to the claim for reimbursement.
Accommodations
Employees will be reimbursed for reasonable accommodation expenses when traveling on University business. Below are some of the types of expenses relating to accommodation that may be incurred.
Hotels
- Reimbursement of hotel and lodging is limited to a standard room.
- The University has negotiated preferred rates through the Canadian Association of University Business Officers (CAUBO). For current rates for hotels visit the CAUBO website.
- When booking hotel reservations through an internet provider evidence of proof of payment must be provided.
- Reimbursement for overnight accommodation within the Greater Toronto Area (GTA) is generally not eligible except in exceptional or emergency situations.
- Receipts for hotel stays should be itemized and detailed - showing charges by day for all amounts (ex. nightly rate, meals charged to room, fees, etc.).
Private Residence Accommodations
When accommodation is provided privately (i.e. a private residence of a friend or family member free of charge), a gift of appreciation to the host or hostess may be appropriate. The maximum value of such a gift should be based on the rate of $15 CAD multiplied by the number of days of the accommodation provided. A receipt is not required for this type of expenditure.
Refer to the Expense Reimbursement Guidelines (PDF) of the University Procedure for current rates.
Accommodation for Extended Stays
When an employee is required to spend in excess of one continuous month of travel at one location, they should obtain prior approval to make reasonable living arrangements. Wherever possible, board and lodging should be obtained on a weekly or monthly basis, and arranged prior to the start of travel.