Travel Expenses

General

When traveling beyond the city of Calgary (or normal place of residence) when required to perform Work in another city, AMS considers those to be travel expenses.
Travel expenses are the ordinary and necessary expenses of traveling away from home for your business, profession, or job.
To minimize costs for the client, AMS will reimburse costs associated with adding car rental insurance coverage for SEF20 (Loss of Use), SEF25 (Collision), and/or SEF27 (Legal Liability for Damage to Non-Owned Automobile) or similar Endorsements to your personal automobile policy.

AMS will attempt to prepay airfare and hotel. In some situations, the Client may prepay for airfare and hotel expenses.
The Employee understands that a Client of AMS may stipulate travel conditions and the Employee will endeavor to respect the Client’s requests.
If airfare and hotel are unable to be prepaid by AMS or the Client, the Employee understands that they may be required to provide payment for such expenses.

Car rental and associated expenses such as rental insurance, parking fees, bridge & road tolls, and gasoline.
Work-related running costs for a car owned or leased by somebody else – a borrowed car.
Fares for taxis or other types of transportation between the airport or train station and your hotel, the hotel and the work location, and from one customer to another.
Expenses for using the Employee’s personal car are covered in Personal Automobile.

Reasonable small expenditures where it is either impractical or impossible to acquire receipts may be claimed. Such expenditures would include such items as meter parking, coin telephone, subway tokens, reasonable gratuities for baggage assistance, etc.
While receipts are not required, such actual expenditures must be itemized for each travel day.

In general, travel advances will not be given to Employees, however special consideration may be given with prior approval.
Costs will be reimbursed in advance of travel for expenses incurred in order to obtain discounts e.g. airline tickets purchased in advance in order to obtain discounted pricing.
In the event a trip, for which a cash advance was provided, is cancelled, a refund of the cash advance may be immediately requested.
Unused portions of Cash Advances should be returned along with the completed expenses form.
Further advances will not be granted if previous advances have not been accounted for or repaid.

Meals, out of province (state and/or country) travel emergency medical insurance premiums, and other required living expenses within reason.
Tips you pay for services related to any of these expenses.
Proof of cost of obtaining foreign currency.