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Wilfrid Laurier University Financial Resources
July 30, 2015

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Financial Resources

Provision of Travel Expenses for Consultants and Contractors

Jun 8/12

The following is taken from an email sent to all WLU staff and faculty from Anne Diegel on October 21, 2011.

As mentioned in previous e mails, effective April 1, 2011, the Broader Public Sector Accountability Act became law in the Province of Ontario. The Directives state that unless the provision for providing reimbursement is part of the original agreement or contract, we cannot reimburse the contractor or consultant .

Therefore, there are now restrictions on reimbursement of travel expenses for Consultants and Contractors. While this is being covered in the mandatory training sessions being offered this fall, it is prudent to get this information out there as agreements for consultants, contractors (including speakers, guest lecturers, equipment service personnel) are being arranged.

Additionally, the Directive no longer allows for the reimbursement of any meals, beverages, snacks or incidentals regardless if they are agreed to in the contract. In addition, we cannot use per diems for these consultants or contractors. The Directive is clear that original itemized receipts must be submitted.

Please use the following clause when arranging for these types of expenses in agreements:

Travel costs if applicable must be outlined in the proposal. Please note, the Broader Public Sector Procurement and Expense Directive does not allow for per diems nor reimbursement for meals, snacks or beverages. Mileage will be based on $0.44/km if applicable. Hotel accommodation will be reimbursed up to a maximum of $225.00 per night. Costs will be reimbursed upon presentation of itemized receipts. Please review the link below for more details on what expenses are not eligible under the directive.

If a contractor or consultant decides to stay at a hotel that costs more than the maximum indicated, we will reimburse to the maximum only. If they choose a hotel that is less expensive, we will pay only the actual cost. You may use some discretion on the hotel costs based on time of year. For example, hotels during Oktoberfest will cost more than in June. Mileage should be based on the current Laurier rate.

Without this being stipulated, Accounts Payable cannot pay the supplier for these costs.

Please attach a copy of the original contract or agreement to whatever travel / expense form necessary to Nancy Doerr in Accounts Payable. This will help expedite the payment of the legitimate expenses.

You may contact Tracey Ens, Manager, Procurement Services at X6455 or Ed Linder, Manager, Financial Services X6451 for clarification or assistance.

Related Information Title Type
2011 Broader Public Sector Procurement and Expense Training Document
2011 Broader Public Sector Procurement and Expense Training Summary Document

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