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Policy on Reimbursement of Delegates’ Expenses for Council

CAUT will reimburse academic staff associations for the cost of travel for one delegate to attend Council meetings. Reimbursable costs include travel by air, train, bus or automobile from the city of origin to Ottawa and return. Transfers by cab or bus from home to the terminal, or from the terminal to the Council location, are not reimbursed.

Delegates must use unionized air carriers and hotels unless there is no other option available.

In an effort to reduce carbon emissions that contribute to climate change, delegates should request direct flights and flights on fuel-efficient planes whenever possible. Delegates travelling within 300 kilometers of Ottawa are encouraged to use available rail, bus, public transportation, or carpooling options.

Travel by Air

Air travel must be booked through CAUT’s travel agency, W.E. Travel Services Ltd.  Fares will be charged directly to the CAUT account and paid by CAUT. Delegates will be responsible for any fees and extra costs incurred if they request changes to travel booked, except in emergency situations and approved by the Executive Director.

In extraordinary circumstances, such as when a delegate is combining travel to the Council meeting with university business, and with prior approval from CAUT, the air travel (or a pro-rated portion) will be reimbursed to the association.

Travel by Train or Bus

Bookings for travel by train or bus are to be handled on an individual basis and submitted to CAUT for reimbursement through the association.

Travel by Automobile

CAUT will reimburse the delegate, through the academic staff association, for personal use of automobiles based on the approved mileage rate. The amount of reimbursement for mileage shall not exceed the lowest airfare available at the time of the meeting.

Travel Accident Insurance

CAUT has a general travel accident policy that covers individuals travelling on CAUT business, up to a maximum of $100,000 per person, per incident, depending on the severity of the claim.

Trip Cancellation

In the event that a delegate has booked air travel through CAUT’s travel agency and then is subsequently unable to attend Council, the following policy shall apply:

a)     In the event of (1) an emergency medical condition involving the delegate, or a member of the delegate’s immediate family, requiring the care of a physician or hospitalization, or (2) the death of an immediate family member, CAUT will bear the cost of the ticket upon receipt of a letter from the physician or hospital;
b)     In the event that the delegate is required to return home early for the reasons outlined in 1.5 (a) above, requiring a change in the travel itinerary, CAUT will cover the cost of the change fee, if made through its travel agency;
c)     In the event of cancellation or a change in itinerary for any other reason (e.g. workload, personal reasons), CAUT will bill the association for the cost of the ticket.

Accommodations & Per Diem

CAUT will pay for the cost of hotel accommodations and the approved per diem rate for one delegate for each day of the event, subject to the following:

a)    For a Council meeting commencing on a Thursday and concluding on a Sunday at noon, a maximum of 4 nights accommodation and 4 days per diem.
b)    For a Council meeting commencing on a Friday and concluding on a Sunday at noon, a maximum of 3 nights accommodation and 3 days per diem.
c)    The total cost for accommodation and the per diem for the number of days at the meeting will be reduced by $1 per member, per day, based on the number of members paid for by the academic staff association in the month prior to Council.

Dependent Care

Delegates may apply for reimbursement of costs associated with providing alternative care for dependants who normally rely primarily upon the delegate for physical care, up to the maximum number of days specified in 2.0 above. Notice of such arrangements, including an estimate of the costs, must be made to the CAUT office at least two weeks prior to the commencement of the event on the form circulated with the meeting materials.

Approved by the CAUT Council, May 2015.
Editorial revision, April 2021.