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Expense Policy

The expense policy incorporates the allowable expenses and the travel related policies that all employees must follow when submitting expense claims for University business.

All University employees must follow the Ontario broader public sector expense directive.

For Expense policy Inquiries, email: finops@ontariotechu.ca

What You Should Know First


What you Need to Know Before Expensing on University Business


Memos and Communications on the Expense Policy

  • Expense Policy Changes

    Recent changes to the expense policy 

  • Expense Policy Changes April 1, 2026

    We’re pleased to share several updates to the university’s expense procedures, effective April 1, 2026.

    These changes are designed to better support employees travelling for university‑related business, while keeping reimbursement practices fair, competitive and operationally efficient.

    Updates effective April 1, 2026:

    Mileage reimbursement

    The mileage reimbursement rate for the use of a personal vehicle will increase to:

    • $0.60 per kilometre (previously $0.57 per kilometre)

    Meal per diems

    Meal per diem amounts have been updated:

    Breakfast

    • 2026: $20
    • 2025: $17

    Lunch

    • 2026: $28
    • 2025: $25

    Dinner

    • 2026: $47
    • 2025: $43

    Maximum daily total

    • 2026: $95
    • 2025: $85

    Accommodation adjustments

    To better support employee travel and reduce commute-related strain, the accommodation eligibility radius has been revised:

    • Previous rule: Hotel stays were not permitted within an 80‑kilometre radius of the university.
    • New rule: The radius has been reduced to 50 kilometres, recognizing the increasing time demands associated with commuting, particularly for downtown Toronto, which is now outside the 50-kilometre radius.
      • This adjustment provides greater flexibility for employees attending early, late or multi‑day commitments requiring overnight stays.

    Questions?

    For clarification or questions regarding these updates, contact finops@ontariotechu.ca or on the university’s policy library.

     

     

  • Procurement Changes - April 2024

    The Ontario government has recently passed new legislation to support its Building Ontario Business Initiative entitled, “Building Ontario Businesses Initiative Act” (“BOBIA”). This Act mandates public sector entities to give Ontario businesses preference when conducting procurement for goods and/or services under a specified threshold amount.

    Effective April 1, 2024, Ontario Tech University is required to comply with BOBIA and give Ontario businesses preference when procuring goods and/or services (excluding construction or goods for resale) under CDN$121,200 excluding HST. Purchases of goods and/or services under CDN$121,000 from non-Ontario businesses is permitted with appropriate justification and documentation added to the purchase requisition.

    An Ontario business is defined under the Act as:

    1. A supplier, manufacturer or distributor of any business structure (e.g. sole proprietors, corporations, etc.) that conducts its activities on a permanent basis in Ontario; and
    2. Has its headquarters or main office in Ontario OR has at least 250 full-time employees in Ontario at the time of the procurement process.

    Ontario Tech’s Procurement Policy and Procedures will be updated to reflect compliance with BOBIA. Please note, the requirement to obtain written quotations or conduct an open competitive process still applies but will be updated to align with BOBIA thresholds. 

    Ontario Tech’s Procurement office will continue to support procurement processes, including questions related to BOBIA. Please direct any enquiries to Procurement at purchasing@ontariotechu.ca
  • Procurement Restriction Policy - United States Tariffs

    The Procurement Restriction Policy is a new requirement issued by the Ontario Government as part of its response to the tariffs imposed on Canada by the United States.   The Policy restricts the University from purchasing goods or services from U.S. businesses. The University is bound by law to comply with the Policy.  The Policy does not override the University’s pre-existing requirement to engage in competitive procurement processes, it is to be observed in addition to those processes.

    A company is considered a U.S. Business if:

    • It has its head office or main location in the United States; and
    • has fewer than 250 full-time employees in Canada at the time of the procurement.

    What it applies to

    The Policy applies to new procurements as of April 4; the Policy does not apply to any procurement for which an RFP has already been issued or purchases that have already been made. The Policy applies to all purchases made on behalf of the University including purchase made through p-cards or purchases that are reimbursed.  

    What this means to you:

    If you or someone in your unit purchases goods or services (including software) for the University, please be aware that purchases cannot be made directly from a U.S. business except in certain situations:

      1. Vendor is an existing Vendor of Record (VOR); or
      2. Vendor is the only supplier available AND it is an emergency (i.e. the procurement cannot be delayed); or
      3. travel expenses when you are traveling in the United States

    Decisions with respect to (b) must be approved by the University President.  

    How to comply:

    To ensure the University complies with the Policy, all new supplier requests are to be reviewed by Finance to confirm the supplier is not a U.S. Business. New supplier inquires and requests are to be sent to finops@ontariotechu.ca.

    Units seeking an exemption must consult with the Manager of Procurement and supply a rationale.   Approvals for exemptions will be granted by the President, obtained through the Vice President Administration.

    We appreciate your patience and ask that you plan to allow the Procurement team enough time to support your needs. If you have any questions or need help sourcing non-U.S. suppliers, please contact the Manager of Procurement kevin.jones@ontariotechu.ca
  • Providing Gift Card to Employees

    When is it allowed to provide gift cards to employees – August 2023

  • Hospitality for Students Events

    When is it appropriate to provide meals/food for Ontario Tech students – November 2022

  • Holiday Meals (Generally not allowed)

    Reminder holiday meals can not be expensed – November 2023