Special Sessions will reimburse based on the criteria as listed below. Reasonable additional expenses based on extenuating circumstances may be considered on an individual basis. Some travel expenses are not eligible.
All rates listed are in Canadian dollars. Remember to convert your claims to Canadian dollars using a currency converter.
Travelling by Air: The maximum reimbursement entitlement for air travel is calculated as follows. Calculations are based on the most direct route available.
- ★3-credit course: Half the price of an advanced booked, round-trip excursion fare to a maximum of $1,180.
- ★6-credit course: The full price of an advanced booked, round-trip excursion fare to a maximum of $2,360.
Note: Special Sessions will not reimburse cancellation, baggage, life insurance, extra baggage fees, passports, passport photos, visas, or administration fees for ticket changes.
Mileage: For instructors who are travelling to teach a class at an off-campus centre (outside the Edmonton region) or are visiting instructors travelling by personal car, Special Sessions will reimburse an instructor for mileage. Edmonton city centre is the point of origin.
For information regarding vehicle insurance coverage, please refer to Risk Management's website. The maximum reimbursement will be based as follows:
- 3-credit course: Mileage at 50 cents per kilometre, to a maximum of 800 kilometres
- 6-credit course: Mileage at 50 cents per kilometre, to a maximum of 800 kilometres
Note: Special Sessions will not reimburse ferry or road toll fees.
Living Allowances: U of A staff members (employees) cannot be reimbursed a living allowance, which is a taxable benefit. U of A employees must claim accommodation costs through Travel Claims, proving receipts when they are teaching U of A classes outside of the Edmonton area.
Living allowance is in place to support visiting instructors (non U of A employees) coming to campus for less than 30 days. Living allowances of $448.66 for each week of instruction are reimbursed to departments when paid to visiting instructors.
Vehicle Pool: If an instructor is travelling to teach a class at an off-campus centre and does not wish to take their personal vehicle, a car may be secured through the University Vehicle Pool.
Per diems: Off-campus or visiting instructors are entitled to a per diem. The per diem rate in Canada is $60CAD per day ($20 for each of breakfast and lunch, $30 for dinner); $60USD per day in the USA ($20 for each of breakfast and lunch; $30 for dinner); and $85CAD per day ($20 for each of breakfast and lunch; $45for dinner) outside Canada/USA.
Meal allowance approval is based on the class time/schedule.