Canola/Flax Science Cluster Expense Guides

Expense guides for financial claims

Equipment
Kilometric rates - Canada
Kilometric rates - US
Meals and incidentals

Equipment

Equipment purchase(s) in excess of $5,000 require prior approval. Please contact Wanda McFadyen to request AAFC approval.

Kilometric rates - Canada

These rates are payable for the use of privately owned vehicles driven on authorized business. If travel occurs between provinces or the U.S., the rate applicable will be that of the province or territory in which the vehicle is registered.

Parking charges will be reimbursed upon submission of receipt. Parking charges are normally not payable when on duty at the regular workplace.

Cents/km (taxes included, effective October 1, 2012)

AB BC MB NB NL NWT NS NU ON PEI PQ SK YT
50.0 49.5 47.0 49.0 52.0 58.0 50.5 58.0 55.0 49.5 49.5 45.0 61.5


Kilometric rates - U.S.

These rates are payable in the U.S. in cents/mile or cents/kilometre for the use of privately owned vehicles driven on authorized business travel. If an American registered vehicle is driven on business in more than one state or in Canada, the payable rate will be applicable to the state of registration of the vehicle.

Parking charges will be reimbursed upon submission of receipt. Parking charges are normally not payable when on duty at the regular workplace.

Cents (in Canadian currency, effective October 1, 2012)

State City     Tax Free (in miles)  
Tax Paid (in miles)    Tax Free (in km)
Tax paid (in km)  
California All 81.0 83.0 50.0 52.0
Pennsylvania All 78.0 80.0 48.0 50.0
South Dakota     All 73.0 74.0 45.0 46.0
Wisconsin All 73.0 74.0 45.0 46.0


Meals and incidentals

Meal costs related to a project are eligible when:

  • Working through or beyond normal meal hours
  • Attending meetings, conferences, seminars or other events 
  • Travelling to attend meetings, conferences, seminars or other events

Reimbursement is limited to these maximum amounts and/or the daily allowance rate.

Daily meal and incidental allowance (Canadian $ - taxes included)

Meals Incidental Allowance     Daily Total- Meals & Incidentals
Breakfast:     $15.50
Lunch:          $15.00
Dinner:         $41.30
Daily Total:   $71.80          $17.30    $89.10

Please note:

  • When incurred meal costs are higher than the established meal allowances because of situations beyond the traveller's control, the actual and reasonable expense for the meal on that travel day will be reimbursed, based on receipt submission.
  • When meals are provided at the meeting or event, a meal allowance will not be paid with respect to the meal(s) provided.
  • Alcohol purchases are not eligible.
  • Receipts showing the GST amount and/or GST registration number should be provided.