Reimbursement Rate for Vehicles

PDAD&C #8, 2006-07
To: Principals, Deans, Academic Directors and Chairs                                                                      

From: Sheila Brown, Chief Financial Officer

Date: August 14, 2006

cc. DFO listserv, MS listserv

Subject: Reimbursement Rates for Personally Owned Vehicles


The Financial Services Department periodically conducts a review of reimbursement rates to ensure that they adequately reimburse faculty and staff for reasonable amounts while representing the University or travelling on University business. We have listened to many of you, who in recent months, have indicated that the current rate for use of personally owned vehicles is inadequate and we agree that it should be increased.

Effective September 1, 2006, the reimbursement rate for use of a personally owned vehicle while on approved university business will increase from $0.40 to $0.47 per kilometre.

The new rate results from a review of a detailed cost analysis of automobile operating costs prepared by an external advisor as well as a review of rates paid by others. Since the last change in the rate took place in 2001, there has been a significant increase in the price of fuel and in general inflation which support this change to the reimbursement rate.

Sponsored Travel through Research Grants and other similar third parties

The above pertains to expenses charged to research and other grants except where granting agencies issue guidelines or restrictions in which case those rules will apply and take precedence over the University’s rules.