General
Students who have received prior permission from the Manager, Student Programs, may claim reimbursement for expenses incurred for law school events or activities.
The following guidelines must be followed in order to be reimbursed for approved expenses:
- Original receipts plus a covering memo itemizing the expenses, including who was present at events and the dates expenses were incurred, must be submitted to the Manager, Student Programs. (Submit mooting and journal expenses to the Assistant Dean, Academic.)
- After approval, the memo will be forwarded to the Finance Office.
- After 2-3 weeks, a cheque will be ready for pick up from the Finance Office. Students may provide their direct deposit information to the Finance Office if they prefer.
- The Law Faculty does not reimburse students for the purchase of alcohol.
- If there are any questions about whether an expense is reimbursable, please get approval before incurring the expense.
Travel
The following guidelines must be followed in order to be reimbursed for approved expenses related to a law school activity.
Approved Expenses
- Economy travel and modest hotel, assuming double occupancy for students.
- Maximum of per diem amounts as set out below to cover food and transportation expenses. For meals that include alcohol costs, the law school will reimburse for food, but not alcohol related expenses.
Reimbursement Rules
- Original receipts and boarding passes must be submitted. No exceptions.
- Students are expected to take the subway or Airport Express, rather than taking a cab to the train station or airport unless it is less expensive to pool for a cab.
- The least expensive airline or train tickets must be purchased. This typically means booking at least 2-3 weeks in advance. Students may not book on a certain airline in order to obtain points on airline frequent flier programs unless it is the least expensive available ticket. If it is not, the Faculty will cover the least expensive ticket and the student will be responsible for the remainder. No one is to be reimbursed for airline or train tickets without original tickets and boarding passes.
- The least expensive but safe accommodations should be booked by students. This does not necessarily mean that you must or should stay at the hotel at which the law school related event is taking place unless the transportation to and from the event would result in a more expensive bill.
- The Faculty will allow for a per diem of Cdn$55/day e.g. (breakfast $11, lunch $17 and dinner $27) for meals and other miscellaneous expenses while traveling in Canada on University business. However, in cases in which the law school related event provides breakfast, lunch or dinners, students should not claim the full per diem. Rather, students are expected to keep all original receipts for meals that were not provided. All major restaurant chains provide receipts.
- If traveling to the United States, the Faculty will allow for a per diem of Cdn$75/day e.g. (breakfast $15, lunch $22.50 and dinner $37.50) for meals. As above, in cases which the event provides breakfast, lunch or dinners, students are NOT expected to claim the full per diem. Rather, students are expected to keep all original receipts for meals that were not provided. All major restaurant chains provide receipts.
Non-reimbursable expenses
- In-room rentals, valet charges, gift shop charges, recreational activities, mini-bar charges and long distance phone calls will not be reimbursed by the Faculty.
- Alcohol related expenses are not reimbursed by the Faculty.
- If a long distance call is required to contact the Faculty Advisor, Assistant Dean or Associate Dean in an emergency, this will be reimbursed.
How to get reimbursed
- Student travellers must prepare a cover memo outlining the reasons for the reimbursement request, including who was present at events and the dates expenses were incurred, and a summary of the requested amounts. Append original receipts to this memo.
- The memo and original receipts should be handed in to the Finance Office.
