Expense Claims

Expense Claim Information

Conference attendees will be reimbursed eligible expenses as per Government travel policy. Hard copies of the following forms will be provided to attendees as part of the conference kit:

Travel Expense Claim (PDF)
Private Vehicle Usage Report (PDF)

There are instructions noted in each form and noted below is some additional information:

To expedite reimbursement processing, claimants are asked to complete, sign date and submit their form prior to leaving the conference. A drop box will be provided on site.
Attendees who plan to submit their claims upon returning home are asked to complete, sign, date and mail their forms directly to:

Jim Tuff
Department of Education
P.O. Box 8700
St. John's, NL
A1B 4J6
If personal vehicle mileage reimbursement is to be claimed then the Private Vehicle Usage Report form must also be completed, signed, dated and attached to the Travel Expense Claim form.
Please note that all forms must be SIGNED and DATED by the claimant in order to be processed.

Hotel Accommodations

The room charge cost will be pre-paid by the conference organizers and attendees will not be required to pay this charge upon check-out. Incidental charges associated with the hotel room booking will be the responsibility of the guest and will have to be paid by the guest upon check-out. Please note that a major credit card will be required upon check-in at the hotel as a deposit to cover any incidental room charges, should they be incurred.
Attendees who are required to stay in a hotel(s), other than the Sheraton Hotel Newfoundland, as part of their travel itinerary to or from the Conference must make their own reservation at such hotel, pay the cost of the room night, and then submit the receipt for reimbursement as part of their overall expense claim. Those who have inquired about this have been advised of this procedure.
An incidental expense of $5.00 per night can be claimed for each hotel night stay, as per policy
Attendees may claim (with receipt) the cost of one 5 minute long distance phone call for each night on overnight travel status. The cost of this phone call may be submitted for payment either as part of a hotel bill or as part of the employee's personal phone bill, as per policy

Private Accommodations

Registrants who travel to the conference from out of town but elect to not avail of Sheraton Hotel Newfoundland accommodations (e.g., will stay with family or friends) are eligible to claim the daily $25.00 private accommodations amount, as per policy.
An incidental expense of $5.00 per night can be claimed for each private accommodation night stay, as per policy

policy

Travel Costs

Travel costs will be reimbursed as per current Government rates
The current private vehicle usage basic rate is 36.29¢ per kilometer.
[Note: For those who use their vehicle on Government business as a condition of employment the rate is 50.19¢ per kilometer km up to 9000 kilometres and 36.29¢ per kilometer over 9000 kilometres. Those who are eligible for this rate would already know.]
Attendees traveling by air and/or by ferry must submit the original paid invoices as part of their reimbursement claim, as per policy
Attendees may claim up to $10/week for parking meter costs.

Meal Costs

Meal costs that are incurred due to conference attendance, but are not included as part of the conference program, are eligible for reimbursement. Meal cost reimbursements are based on per diem rates.
Meals included as part of the Conference Program and are ineligible for reimbursement:

Thursday, November 3/11:
- Breakfast
- Lunch
Friday, November 4/11:
- Breakfast
- Lunch
Saturday, November 5/11:
- Breakfast
- Lunch

Meal per diem reimbursement rates:
- Breakfast: $7.30
- Lunch: $10.95
- Dinner: $18.25