Kilometre Travel Log

Directions: Complete this form to track kilometres travelled. To receive payment, please enter the total weekly kilometres into your
timesheet in PeopleSoft, then submit a hardcopy of the Kilometre Travel Log form to your Manager or Principal. You may wish to
retain a copy for your own records.

Section 1: Your Employee Information

Employee ID:*

To be completed by Employee

First Name:*

Last Name:*

Section 2: Trip Details:

To be completed by Employee

Record the date, purpose, beginning and ending locations, and distance of each trip on a separate row.
Date
Purpose for Trip
Trip Starts From
Trip Ends At
DD-MM-YY

The total weekly km must be entered into the timesheet in PeopleSoft.

Section 3:

Total Kilometres

Distance in
km

To be completed by Employee and Approver

The approver must create a PDF copy of the completed Travel Log and send to: cbeincoming@westcanadian.com
Employee
Signature:*

Time Approver Name:*

Employee Phone:*

Time Approver Signature:*

Date

DD-MM-YY:

Time Approver
Phone:*

Date

DD-MM-YY:*

Personal information is collected under the authority of Albertas Freedom of Information and Protection of Privacy Act (FOIP). This information will be used for the
management of personnel and for the delivery of various Human Resources programs at the Calgary Board of Education. It will be treated in accordance with the privacy
protection provisions of FOIP. If you have any questions about the FOIP Act, please access http://www.cbe.ab.ca/legal/foip. If you have any questions about this form
and/or the use of the information, please contact the Employee Contact Centre at 1-877-353-2555.

Kilometre Travel Log

Revision Date: 2013/03/14
Page 1 of 2

*HR-B231-01*

*HR-B231-01*

Kilometre Travel Log Instructions:

General Guidelines:

The Kilometre Travel Log is used by employees that are requesting reimbursement for driving their personal
vehicle while on approved Board business.

Once the total kilometres (km) are entered into the employees PeopleSoft timesheet, payment will be made on
regular paydays and will be included in the regular pay cheque as a non-taxable payment. Although the payment
will be included in year-to-date totals, it will not be included on the annual T-4. It is essential that Travel Logs are
submitted to your Manager prior to your Manager approving the total km in PeopleSoft.
NOTE: Users are requested to submit bi-weekly claims.

Steps to Complete Form Employee:

Section 1: Your Employee Information
Enter: your six-digit employee number; legal last name; first name; school/department where you work;
job title.
Section 2: Trip Details
Indicate the: date of the trip format DD-MM-YY (i.e. 01-01-13); purpose for the trip; beginning and
ending location (such as school name); plus distance traveled in kilometres of each trip on a separate
row.
Document the distance traveled based on your odometer reading rounded to the nearest kilometre.
In accordance with AR2053 Payment of Mileage, during regular working hours, under no
circumstances will payment be made when travelling from your home to work or from work to your
home. Reimbursement for travel on Board business after regular working hours shall be on a totaldistance-travelled basis regardless of point of origin.
Section 3:
Enter your work phone number and the date format DD-MM-YY (i.e. 01-01-13) that you completed
the form. Then print page one and sign your name.
Keep a copy of the form and forward or submit the original to your Manager, Principal or Supervisor or
valid Time Approver for approval and submission.

Steps to Complete Form Manager, Principal, Supervisor or Time Approver:

1. Review the Kilometre Travel Log forms for accuracy and ensure the employee has completed all sections. If any
information is missing, return the form for correction and resubmission.
2. Ensure you add your signature in Section 3 prior to submitting a PDF copy to be filed.
3. Confirm the total on the Kilometre Travel Log matches the total entered by the employee on their electronic
timesheet prior to adding approval for processing by Payroll.
4. Submit a PDF of the Travel Log by email to: cbeincoming@westcanadian.com
5. The Approver must retain the original copy for audit purposes.

Kilometre Travel Log

Revision Date: 2013/03/14
Page 2 of 2

*HR-B231-02*