Procedures Regarding BCCAT Travel Claims

BCCAT has a number of standing committees and hosts meetings where the travel costs of participants are borne by BCCAT. Outlined below are some important points that we would like to stress regarding the required documentation for travel claims.

Important things to remember

1. Authorized travel claims are made by completing the BCCAT expense claim form.

Please read the back of the form which explains allowable expenses and per diem rates.

2. Original receipts

Original receipts must be submitted along with your claim. Should you not have the original for whatever reason, the Loss of Original Receipt Form must be completed, signed by you and attached to your claim. (Note that the pertinent account codes will be entered by BCCAT).

Submitting the Lost Travel Receipt Form is necessary if:

1. your receipt does not contain all of the required information (see details required listed below); or
2. you have lost the original receipt entirely (a small bit of paper like a parking receipt, highway toll, etc.); or
3. you have photocopied the original receipt and then lost the original.

Note that the required details for all receipts include:

• company name
• address
• phone number and/or web address
• date
• description of item
• amount charged
• method of payment

*Indicating proof of payment is critical.* For hotel stays, you will likely have to check out in person in order to get the required documentation.

If the receipt doesn't contain the required information described above, a credit card statement or cancelled cheque (front and back) must be provided along with the receipt indicating that the transaction was paid. In this instance, the Loss of Original Receipt Form must also be completed.

4. Hotel booking

Claimants are reminded that BCCAT covers the cost of the BC Government hotel rate only, which should be requested when booking hotel accommodation (cite BCCAT and the Ministry of Advanced Education and Labour Market Development). Advance booking is required to secure this reasonable rate. Expenses for extra night(s) accommodation and meal(s) may be reimbursed provided genuine savings can be demonstrated.

Questions?

If any of the information provided here is unclear or you have questions, please contact Jean Karlinski at the BCCAT office before filing your claim, as incomplete documentation will delay payment. Jean can be reached at: jkarlinski@bccat.ca or at 604-412-7680.

Last updated March 8, 2007