# A. PROCEDURES

Prior to requesting approval to travel, other options for meetings should be considered including audio and video conferencing. This is the process to follow for all employees making travel arrangements and seeking reimbursement for travel expenses:

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[Open original PDF →](https://www.northerncollege.ca/uploads/2025/07/Procurement-B2-PR_College-Travel-Procedures.pdf)

Referenced from: [Documents & Reports](/pages/about/reports/)

## Document text

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SUBJECT

## A. PROCEDURES

## 1.0  Before Travelling

Prior to requesting approval to travel, other options for meetings should be considered including audio and video conferencing. This is the process to follow for all employees making travel arrangements and seeking reimbursement for travel expenses:

- 1.1 Prior written authorization is required for travel. Electronic approval is considered written approval for the purpose of this policy. Ensure the approver has sufficient information to make  an informed decision. Employees should use the appropriate form if  possible.
- 1.2 Whenever possible, use the College's designated vendor of record service providers.
- 1.3 If there is a change in itinerary, employees should:
- Report any changes to approver as soon as possible; and
- Submit any changes through the travel management company or if appropriate, an alternate travel agency.
- 1.4 If eligible to use a College credit card, use it wherever possible to pay for travel expenses.
- 1.5 Secure passports, visas, immunizations and medications, as appropriate, before embarking on travel.
- 1.6 Consult with approver to ensure that travel arrangements include accommodation for any special needs.
- 1.7 Loyalty points can be accumulated through the College credit card. Participation in frequent flyer or other loyalty programs is permitted provided that employees:
- Choose the most cost-effective accommodation or method of        travel;
- Use the College approved method to book travel; and
- Use the College credit card (if available) to pay for all travel expenses.
- Loyalty points can be redeemed at the user's discretion; however, they cannot be redeemed for cash by using the points for business purposes and then submitting a claim for reimbursement. Claimants are responsible for complying with income tax rules and regulations regarding the accumulation of loyalty points on business trips and any subsequent personal use of them when using their personal credit cards, rather than the College credit card.

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<small>Source: [https://www.northerncollege.ca/uploads/2025/07/Procurement-B2-PR_College-Travel-Procedures.pdf](https://www.northerncollege.ca/uploads/2025/07/Procurement-B2-PR_College-Travel-Procedures.pdf)</small>