Travel

Travelling to or from Toronto?  Hop on the Union Pearson Express and Save!

CAUBO has signed an agreement with Union Pearson Express – the new dedicated air-rail link between Toronto’s Pearson International Airport, and Union Station, located downtown.

Why take UP Express?

Cost effective – Average cost of a return trip by limo – $140, UP Express return trip for CAUBO members is $18 (after CAUBO discount of 25%), a total savings of 85%. One-way trips are also available between Union and Toronto Pearson for only $9.

Dependable – departs Union Station and Pearson airport every 15 minutes, 19.5 hours each day, from 5:30 am – 1:00 am

Fast – arrive in just 25 minutes, considerably less time than by car

Stress-free – removes the uncertainties of city traffic, road construction etc.

Tickets must be purchased in advance in order to receive the CAUBO discount rate.

Steps for booking online

  • Visit UPexpress.com and click on “Sign UP”
  • Create your UP Express account using your institutional email address.
  • When booking your tickets on UPexpress.com, choose your origin and destination and select “Business One-Way” or “Business Return” under ticket type.
  • Your tickets will be sent to your email account and you can choose to either print them or display them on your mobile device for onboard validation.

It may take up to 24 hours for the Business Fare options to show up in your drop down box upon sign on. 

Allowable Expenses

The University of New Brunswick has a policy in place for the coverage of authorized travel expenditures for faculty and staff members, interviewees and invited university guests. Employees are encouraged to read through UNB's Travel Policy to determine the eligibility of expenses before making travel arrangements. If an employee's travel expenses are to be paid through research accounts, the terms and conditions of their funding agency may also apply. (See the Office of Research Services for more information.)

When making travel arrangements, employees are responsible for using university resources in the most economical way. For instance, unnecessary stopovers will not be covered by the university; expenses incurred by the employee on behalf of friends or family members during travel also will not be reimbursed. Use of more expensive modes of transportation (e.g. upgrades to business or first-class air fare) must be approved in advance and are only allowable under certain conditions.

Other ineligible expenses include personal excursions, mini-bar or in-room movie charges, passport fees, traffic fines, and lost or stolen items. For more information, see Appendix C of the Travel Policy.

Making Travel Arrangements

The University of New Brunswick has established relationships with a number of local travel agencies so that employees may select travel arrangements that are competitively priced and best suit them.

Employees can also make travel arrangements through a travel agent of their own choosing, provided that the agent is willing to accept a UNB purchase order. If your agent of choice does not currently have an agreement with the university regarding purchase orders, please contact Procurement so that an arrangement can be put in place. Travel expenses should be paid through a university purchase order to ensure that funds for that purchase are available, that the expenditure will be approved and that the commitment of funds is recorded by the employee's unit/department at the time of booking.

Travellers may choose to purchase tickets or make reservations online using a personal credit card or AMEX Corporate Card. In such cases, employees may apply for a travel reimbursement after the time of purchase. If travel expenses purchased via personal credit card must be paid for prior to the completion of the trip, a travel advance may be requested.

Regardless of how travel expenses are paid for, employees are required to complete and submit a Travel Expense Claim form within 20 days of their return.

Vehicle Rentals 

Authorized University of New Brunswick personnel enjoy daily and weekly guaranteed rates on vehicle rentals for university business. To view these rates, click on one of the links below.

Fredericton Vehicle Rental Rates
Saint John Vehicle Rental Rates

In addition, employees may wish to compare reduced car rental rates available to them through the Canadian Association of University Business Officers.

Departments and individuals are encouraged to select the supplier that offers the greatest benefit to the university. In order to receive the guaranteed rates above, employees must pay for their vehicle rental through a university purchase order or a UNB AMEX Corporate Card before they pick up their vehicles.

Rental agencies must be contacted directly if specialized vehicles are required in order to ensure availability.

When renting a vehicle, employees should remember to

  • identify themselves as university personnel in order to obtain UNB rates
  • indicate when travelling to the United States
  • always inspect the vehicle for damage before leaving the rental agency's parking lot and immediately upon return
  • arrange to return the vehicle during business hours due to insurance requirements
  • retain the original rental agreement showing proof of payment for inclusion on the Travel Expense Claim form 
  • decline the Collision Damage Waiver (CDW) offered by the rental agency if the rental is paid by purchase order or AMEX and is within Canada or the US, as the vehicle will be covered either by AMEX insurance or the university's non-owned automobile insurance policy. (If a personal credit card is used, the CDW should be purchased from the rental agency.)

If the rental period is longer than 30 days, the employee will also need to contact Risk Management so that the vehicle may be added to the university's automobile insurance policy.

If it is more economical to do so, an employee may opt to use a privately owned automobile instead of renting a vehicle. When this occurs, an employee must record the destination and distance travelled each day for inclusion on their Travel Expense Claim form. Reimbursement rates can be found in Appendix A of the Travel Policy. Under some circumstances, the employee may also need to submit a Vehicle Rentals Calculator form.  See section 5.5.4 of the Travel Policy for more information. Privately owned vehicles are not covered under the university's insurance policies, so the employee is responsible for making sure that their private insurance covers "business use" and obtain additional insurance coverage at their own expense if necessary.

For more information, please see our page on vehicle insurance.

Taxis and public transportation to/from hotels, meeting places, airports and railways are also eligible expenses, as are tolls and off-campus parking costs. Receipts are required for expenses incurred over $5.

Accommodations

University of New Brunswick employees benefit from pricing agreements that have been negotiated by the Canadian Association of University Business Officers. Click here to view CAUBO's hotel rates.

Commercial accommodations -- i.e. single occupancy of hotels, motels, and other lodging -- are usually arranged through purchase order, but may later be claimed through a travel reimbursement. In either case, employees are responsible for retaining the original detailed statement of charges and proof of payment for inclusion with their Travel Expense Claim form.

A maximum daily allowance is also available for employee's who choose to stay in private accommodations (e.g. with friends or family). See Appendix A of the Travel Policy for more details.

Meals

The cost of meals is an eligible expense for employees travelling on university business. See Appendix A of the Travel Policy for per-meal maximum allowances. Receipts are not required for meals, but amounts higher than the maximum allowance will not be reimbursed.

For further information on travel rates and payment, contact Procurement services.