University of Saskatchewan

Financial Services (FS)

Guidelines & Procedures

Travel Expense Guidelines


To provide administrative assistance to the claimant and approval authorities regarding determination of reimbursable travel expenses for employees, research staff, students and visiting speakers or lecturers.

These guidelines apply to all individuals whose travel is paid for by funds administered by the University including operating, research, trust and restricted accounts. When an external granting agency's regulations are different than the University's, the allowable expenses will follow the more stringent regulations.  (An overview of Tri-Agency (CIHR, NSERC, and SSHRC) travel expense requirements are included at the end of this document in Appendix B. For other research, refer to the specific granting agency's policy guide-book and/or the terms of reference of the specific research contract for any allowable variations from this policy.)

As a publicly funded institution, the university will endeavour to use its resources responsibly and effectively. Individuals should exercise care and judgment when incurring expenditures. Under no circumstances are personal expenses, personal travel expenses or personal entertainment expenses to be charged to any funds administered by the University.

Requests to cover travel expenditures not provided for in the guidelines must be made to the Vice-President (Finance & Resources) through the appropriate Vice-President (e.g. Provost and Vice-President Academic - for individuals employed in an academic unit).

Note: For the purpose of this guideline, the use of terminology such as department head, dean and college are considered to also refer to director, head of administrative unit and administrative unit/division.


The university is transitioning to Concur to be the primary method of completing your travel request, claiming travel expenses, and claiming all other employee reimbursements. 

Flights can be booked through the Online Booking Tool within Concur or by contacting Vision Travel directly once you have an approved travel request.  Both of these methods will charge the flights directly to your CFOAPAL.  Hotels and car rentals can also be booked through the online booking tool, while taking advantage of discounts available to the university.  Savings from these preferred rates are direct savings to your CFOAPAL.

Current discounts can be found when you log in to the Concur area of PAWS.

Note: Although the university receives discounts on various fare classes, travelers are still expected to fly economy or the lowest logical fair when selecting flights.

Hotel and Vehicle Rental:
  • CAUBO rates for hotels and vehicle rentals are available to users through the Online Booking Tool
  • Other vehicle rates negotiated by the U of S are also avilable through the Online Booking Tool
  • Vision Travel hotel rates are available in the Online Booking Tool
If you require Concur training you are encouraged to register for an upcoming session by logging on to the Training Services website then search courses for ‘FSD Training – Introduction to Concur Travel and Expense’.  You can also view Concur Training material on our FSD website.


Key Points for Travelers:

Note: This summary of Key Points is provided for your convenience.  Complete information about claim preparation, approvals, processing, allowable expenditures and other travel related items are more fully described below.

Procedure Summary and Approvals

  1. Preparation

    • Reimbursement is to be made using the Expense Report within Concur - only one claim should be submitted per trip. A separate Expense Report is required for each Out-of-Province and Tri-Agency funded trip. This means that more than one Out-of-Province and/or Tri-Agency funded trip cannot be included on a given Expense Report.
    • Claims must be submitted as soon as possible, but no later than 2 months, after returning from a trip. Claims submitted after the 2 months require a written explanation for the late submission.
    • Claims for reimbursement must be accompanied by receipt images and/or paid invoices detailing expenses and applicable taxes - original receipts must be kept by the claimant for audit purposes. This process will be changing in the near future once scanned recipts are the main method of reimbursement at the U of S.
    • Credit card slips alone are not acceptable as they do not normally provide sufficient detail about the items being claimed through Concur.
    • Original receipts in a foreign language must be translated.
    • When arranging travel for a group, one trip request can be completed for the staff member who will be claiming the expense. The names of the individuals travelling are to be entered in the comments field or attach a list as receipt image.
    • When forwarding the expense report for approval, ensure copies of receipts are attached to the various expense types.
  2. Approvals

    • The claim must be approved by the person having signing authority for the UniFi Fund(s) to which the travel costs are being charged. If the approval authority is the person being reimbursed, their supervisor or designate must approve the claim. Approval of the Expense Report indicates that the expenses are considered to be appropriate and reasonable.
    • In no instance can an individual approve their own claim.
    • Once the claim has be approved a pdf copy can be saved to a shared folder within the department if required for reconciliation purposes.
  3. Processing

    • After the original receipts, event schedule/conference outline (if applicable) and the Travel Request (if applicable) have been attached to the claim, and the claim has been properly approved in Concur, the Expense Report will be sent automatically to Payment Services for processing.
    • Payment Services will only process claims that are complete. Incomplete claims will be returned to the claimant with an explanation of the missing information. When the Expense Report is updated it will need to flow through the regular approval process.
    • Payment Services is responsible for ensuring that all expenditures being reimbursed or paid for by the University comply with the applicable travel expense guidelines. Auditors from sponsoring agencies and corporations, Canada Revenue Agency, the Provincial Auditor's Office and the University's Audit Services Division routinely review travel and other transactions for compliance, adequate documentation and proper approval.
    • Please allow 2 to 5 working days, from receipt of the Expense Report in Payment Services, for processing.
    • Reimbursement will only be made to the individual who incurred the expenditures.
    • Reimbursement to staff will be made through electronic funds transfer to the same account as their payroll deposits.
    • Reimbursement to non-staff will be made by cheque sent to their home address, unless they have been set up for EFT deposits.

Corporate Travel Card (Scotiabank Travel Visa)

To assist in paying travel costs, the University of Saskatchewan has entered into an agreement with Scotiabank to provide a corporate travel card to employees of the University. The cards are issued in the name of the employee and all charges on the card are the personal liability of the employee.  More information about the corporate travel card can be found in Knowledgebase.

Allowable Expenditures


Air Fare

Child Care and Elder Care

Hospitality Expenses





Registration Fees



Vehicle, Personal Use of:

Vehicle, Rental of:

Non-Allowable Expenses

Examples of personal, non-allowable expenses, include:

Expenses for a spouse are not reimbursable unless it can be demonstrated that their presence provides a specific benefit to the University. These situations require the approval of a Vice-President.

Other Items

Business/First Class Air Fare

Insurance Coverage

Insurance - Travel Accident

Original Supporting Documentation Lost

Other travel related links

Partial payment of travel expenses by another organization

Personal Travel

Travel Advances


VersionsDocument NameHelp
Vehicle Kilometer Log
Travel Card Application
Declaration of Missing or Lost Documentation  


For additional assistance please contact ConnectionPoint at (306) 966-2000 or email

Appendix A

Preferred Travel Provider

Vision Travel
(639) 638-0134 (Saskatoon)
1-877-763-6342 (toll-free)

Note: The recommended method of paying for airfare is to have the charge billed directly to the central university account. These travel arrangements can be made with Vision Travel, the university’s preferred travel provider.  Once your Travel Request has been approved, email or fax a copy of the Travel Request to Vision Travel, or book on your own through the online booking tool.

The cost of the ticket and any other fees will be charged to the university's account. On a monthly basis, the costs charged to the university account are allocated to the CFOAPAL recorded on the Travel Request.

Appendix B

Overview of Tri-Agency (CIHR, NSERC, SSHRC) Travel Requirements

(extracted from "Use of Grant Funds" and "Reporting")

Canadian Institutes of Health Research (CIHR), Natural Sciences and Engineering Research Council of Canada (NSERC) and Social Sciences and Humanities Research Council of Canada (SSHRC) have the following specific requirements relating to travel reimbursements, approvals and documentation:

Appendix C

Examples of Event Schedules & Conference Outlines

(This appendix includes four examples of the 1 or 2 page documentation that must be attached to the Expense Report regarding attendance at conferences/seminars/ workshops, etc.)

  1. "Pre-Conference Workshop" information re: Immunoregulation In Chronic Inflamatory Disorders - March 2008.
  2. "Conference at a Glance" information re: SunGard Higher Education Summit 2008 conference program book - April 2008.
  3. "International Work shop" information re: Lymphocyte kinetics in health and disease - May 2008.
  4. "Schedule of Events" information re: Toll2008 Meeting - September 2008.