Department Policy Number
110 006
Effective Date
September 1, 1999
Amended May 4, 1999
Amended April 1, 2002
Purpose
These guidelines set out the procedures for administration of the Research and
Study Leave Travel and Relocation Fund (RSLTRF).
Definitions
Policy
In accordance with the Athabasca University Governing Council (AUGC) and Athabasca
University Faculty Association (AUFA) Terms and Conditions, the parties have
agreed to establish a Research and Study Leave Travel and Relocation Fund to
offset travel and relocation expenses necessarily and reasonably incurred as
a result of activities outlined in Article 15 - Research and Study Leave Activities.
Regulation
Procedure
1.0 General
1.1 Human Resources shall provide the RSLTRF Committee at every meeting with a
current list of persons approved for Research and Study Leave.1.2 These guidelines may be amended from time to time by the RSLTRF Committee.
2.0 RSLTRF Committee Membership
2.1 The Fund is administered by a Committee formed in accordance with the Letter of
Agreement between AUFA and AUGC as follows:2.1.1 One primary voting committee member and one alternate voting
committee member selected by and from all Association members
subject to schedule A-2.2.1.2 One primary voting committee member and one alternate voting
committee member selected by and from all Association members
subject to schedule A-1.2.1.3 A Human Resources Officer or designate as a voting member.
2.1.4 The Vice-President, Finance and Administration or designate as a voting
member.2.1.5 An Executive Officer appointed by the President or designate as the
non-voting chair.2.2 If a member of the RSLTRF Committee applies for funds, the individual will be
ineligible to sit on the committee during discussions or decisions relating to his
or her application. The appropriate alternate will take that person's place on the
committee.
3.0 Requests for Funding
3.1 Awards will be made in the fiscal year that the leave commences. Applications are due
on May 31 and awards will be made shortly thereafter. In exceptional circumstances,
the committee will accept late applications.3.2 Where the leave is less than one month in duration, applications will not be considered.
3.3 Applications for funding must be submitted to the chair of the RSLTRF committee.
The application will be made in writing and outline the details of the request: dates, for
what purpose, list of expenditures, details of the travel, details of the relocation, (for
example, moving all or part of residence, moving self only or self and all or part of
family), other funding sources, and any other details the applicant feels are needed.3.4 In cases of tie votes (two versus two) the application will be revisited and its merits
further debated. If a tie vote remains, the benefit will be given to the applicant,
subject to any University policies, statutory requirements, and auditing requirements.
4.0 Funding Levels
4.1 Each year, a maximum funding ceiling per staff member will be set at the first quarter
meeting of the RSLTRF committee. Awards will not normally exceed $1,500.00.4.2 The fund will cover expenses for travel and relocation only.
4.3 There shall be no restriction on the number of times a person can apply to the fund.
If a surplus of funds is available at any time, the individual yearly maximum may be
exceeded at the discretion of the RSLTRF committee.4.4 Applications shall be approved based on priorities established and made public
by the RSLTRF committee.4.4.1 The RSLTRF committee shall take into account an applicant's ability
to obtain funding for research and study leave activities from other
granting agencies or funds, where such funding covers travel and
relocation. Priority shall be given to applicants who do not normally
qualify for funding or who are unable to obtain other funding.
5.0 Eligible Expenses
5.1 Travel expenses
5.1.1 Travel expenses may be reimbursed by this fund for reasonable activities
deemed necessary by the staff member for the successful completion of
the research and study leave.5.1.2 The following expenses may be claimed (refer to the Athabasca
University Travel and Expense Claim Policy) but shall not be limited to:
- economy airfare and necessary ground transportation or mileage and other allowable expenses when a private vehicle is used;
- meals and lodging while enroute where reasonable and necessary;
- meals, lodging, and transportation upon arrival at destination;
- costs incurred in making travel arrangements, for example, visas and communication costs.
5.2 Relocation Expenses
5.2.1 When relocating a residence, expenses to and from the destination,
except where noted below, shall be reimbursed for the staff member,
spouse and/or dependents. The definition for "dependent" shall be
that used for benefit administration.5.2.2 The following expenses may be claimed:
- economy airfare and necessary ground transportation or mileage and other allowable expenses when a private vehicle is used;
- meals and lodging while enroute where reasonable and necessary;
- meals and lodging to a maximum of seven (7) days upon arrival at destination;
- freight and cartage on household effects;
- household appliance disconnection and reconnection fees;
- costs incurred in making travel or relocation arrangements, for example, visas, communication costs.
6.0 Claim Procedure
6.1 Expenses must be claimed using the Athabasca University Expense Claim Policy as a
guide. Claims must be forwarded to Human Resources for processing.6.2 Any disputes between the claimant and Human Resources shall be resolved by the
RSLTRF committee at the committee's next regular meeting.
7.0 Tax Implications
7.1 Amounts reimbursed that directly relate to the staff member are considered a refund
of business related expenses however amounts reimbursed for spousal and/or
dependent costs will be processed as a taxable benefit.7.2 Human Resources will calculate the amount of taxable benefit, which will be
processed on the staff member's next paycheque. The claim will then be forwarded
to Finance for payment.
Approved By
Executive Group - April 17, 2002
Amended Date/Motion No.
Related References, Policies and Procedures
AU Travel & Expense Claim Policy
Applicable Legislation/Regulation
AUFA/AUGC Terms and Conditions Agreement
Income Tax Act - Canada Customs and Revenue
Responsible Position/Department
This policy is maintained and administered by Human Resources and the RSLTRF Committee. For further information, please contact the Coordinator, Staff Development. Contact information is available at: http://www.athabascau.ca/html/depts/staffrec/general.htm.
Keywords
Research Study Leave Travel Relocation Fund
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Office of the President, April 2002 |