OCUFA Expense Policy

Effective: July 1, 2025

(Last updated: July 25, 2025)

These guidelines apply to members of the OCUFA Board of Directors, Executive, and Committees when attending Board, Executive, and Committee meetings. They also apply to persons conducting official duties on behalf of OCUFA, for whom OCUFA has agreed to pay travel and/or accommodation costs.

The fundamental principle underlying these guidelines is that people should not be out-of-pocket for necessary expenses incurred while on OCUFA business, providing that such expenses are reasonable. OCUFA will not be responsible for undue charges.

OCUFA will pay for return transportation from the city of your institution or your place of residence, whichever incurs lower costs. This includes airport transfers, taxi or public transit fares, necessary meals, hotel accommodation, childcare expenses, and customary gratuities as noted below. Payment of expenses is contingent upon full attendance at the authorized meeting, submission of receipts, and authorization by the Treasurer (or delegate) of the expenses incurred.

Please contact OCUFA directly to discuss any accommodation needs that may require exceptions to the Travel Expense Policy

1. TRAVEL

Please use OCUFA’s travel agency, TTI Travel, when booking air or rail passage. The travel agent will bill OCUFA directly.

All travel must be booked at least one week in advance of the meeting or event to ensure cost-effectiveness and proper planning.

Air Travel 

Air travel MUST be booked through OCUFA’s travel agency, TTI Travel. Fares will be charged directly to the OCUFA account and will be paid by OCUFA.

Participants 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. See Miscellaneous: Trip Cancellation below.

Choose the least expensive airfare available. In no case will OCUFA pay more than the regular economy fare.

Airport Transfers

Between Pearson International Airport and downtown Toronto, use the Union Pearson (UP) Express train, and between the airport and downtown when attending meetings in other major centres, use the airport bus. Use an airport limousine or taxi only when your flight arrival time makes it necessary in order to arrive at your meeting on time; or, when the meeting adjournment time makes it necessary in order to arrive at the airport in time for your flight.

Train/Bus

Choose economy or coach fares, when possible. Club or First Class fares may be purchased if you are travelling over a mealtime. Receipts are required.

Automobile Expenses

Travelers are required to choose the least expensive transportation option. If renting a vehicle is more economical than using a personal vehicle, please rent a car.

Automobile expenses will be reimbursed at the rate of $0.635 cents per kilometer, effective July 1, 2025. A claim for mileage may not exceed the cost of the seven-day advance airfare, except when a car pooling arrangement allows two or more people attending the same meeting to travel more economically than by air.

In many cases, renting a vehicle with mileage included can be more cost-effective than using a personal vehicle. See Car Rental below for more details.

Car Rental

When cars are rented, OCUFA will pay the actual cost of the rental, including insurance, taxes, and gasoline up to the maximum mileage claim that could be made for the same trip. Receipts are required.

Pro-Tip: Use your Edvantage or CAUBO membership to look for an even bigger discount!

Parking

Parking expenses may be claimed where necessary. Please use municipal parking when available. Valet parking will not be reimbursed. Receipts are required.

Taxi/Public Transit 

Use public transit when possible, and safe, to do so. Taxi charges are allowable where necessary. Receipts are required.

2. MEALS / Per Diem Rates

Effective July 1, 2025, the maximum per person reimbursement for meal claims is as follows:

Breakfast	$ 28.40
Lunch	$ 27.40
Dinner	$ 57.70
Incidentals (coffee, small snacks while travelling)	$ 17.30

Where breakfast is included in the cost of a hotel room, or meals are provided as part of a meeting or event, no separate meal claim may be submitted. The meal per diem applies from the time you begin your trip to the meeting until the time you return home.

Receipts ARE NOT required.

3. ACCOMMODATION 

In most cases, your accommodation will be booked through the OCUFA office and billed to OCUFA directly.

OCUFA will pay for necessary accommodation costs only. For attendance at Board, Executive, and Committee meetings, a maximum of one night’s accommodation per meeting will be reimbursed unless authorized in advance by the Treasurer or their designate.

If you book and pay for your own accommodation, OCUFA will reimburse you for the actual cost, up to the OCUFA special rate charged by the hotel designated for that meeting. Please contact OCUFA to obtain authorization before making any room reservations.

When it is necessary to book rooms in other cities, select moderately priced accommodation, in the same price range where possible, through OCUFA’s travel agent. Please contact OCUFA to obtain authorization before making any room reservations.

Receipts are required.

4. CHILD/ELDER/DEPENDENT CARE

Participants at OCUFA meetings and events, where OCUFA underwrites the cost to attend, may apply for reimbursement of necessary and reasonable costs associated with providing alternative care for dependents who rely primarily upon them for physical care. Notice of this arrangement, including the estimate of the costs, should be made to the OCUFA office for pre-approval at least two weeks before the event is to be held.

Receipts are required for reimbursement and must show the number of hours and the total amount paid. See Expense Claims below.

5. MISCELLANEOUS

Travel Accident Insurance

Travel accident insurance is provided under OCUFA’s general liability policy for members travelling on approved OCUFA business. This coverage includes accidental injury or death occurring during the course of OCUFA-related travel.

Trip Cancellation

If a participant books travel and accommodation but is later unable to attend the event or meeting, the following policy will apply:

1. If the cancellation is due to (1) a medical condition affecting the participant or a member of their immediate family that requires physician care or hospitalization, or (2) the death of an immediate family member, OCUFA will cover the cost of the ticket or any cancellation.
2. If the participant needs to return home early for the reasons listed above, resulting in a change to their travel itinerary, OCUFA will cover any change fees, provided the changes are made through its travel agency.
3. If the cancellation or itinerary change occurs for other reasons (e.g., workload or personal reasons), OCUFA may bill the participant’s association and/or the participant for the cost of the ticket or associated fees.

Expenses Not Reimbursed

The following items will not be reimbursed: hotel services such as movies, mini- bars, laundry, etc., pet care, personal entertainment, and refreshments.

EXPENSE CLAIMS

Expense claims must be submitted within four weeks of the meeting or event. Claims submitted after this period may not be eligible for reimbursement.

Expense claims must be submitted using the online Expense Claim portal, located in the Members’ Area of the OCUFA website at:

https://ocufa.on.ca/members-area/expense-claim

Reimbursement will be made directly through an online banking transfer once a void cheque has been uploaded.

Questions about this policy should be directed to Jennifer Stacey, Operations Director at jstacey@ocufa.on.ca.