Grad Visit Days 2025 — Expenses & Reimbursement

We will reimburse you for reasonable travel expenses (round-trip economy airfare at the least expensive rate available, train, bus, or personal automobile and parking, car rental, public transit, taxi or rideshare to and from the airport) up to the following amounts in Canadian dollars:

If you are unable to obtain an airfare that is affordable despite our reimbursement, please contact us in advance to determine whether an additional reimbursement is possible. You will need to provide justification as to why a cheaper fare is not possible (e.g., with screenshots from the booking source).

Additional reimbursements must be approved in advance; they will be approved only in exceptional circumstances.

Non-reimbursable expenses: visa application fee and travel insurance.

Reimbursement Procedure

The University of Toronto requires that claims for travel and associated expenses be submitted in the form of detailed original receipts, boarding passes, and tickets. Credit card stubs may be included to only substantiate a gratuity cost.

Reimbursement Form

After your visit, please send us the signed Reimbursement Form, along with an e-copy of your original receipts and boarding passes and tickets as soon as possible. Please complete only the shaded areas of the reimbursement form.

Please email the reimbursement form and all your supporting documents to gradapplications.cs@utoronto.ca Before you submit, please make sure you have included all required documents listed on the Reimbursement Checklist.

NOTE: We will be unable to reimburse an expense for which the relevant receipt is not provided.

Multipurpose Travel

Visiting Other Schools

If you are visiting more than one university, we will share the costs on an equitable basis. Please contact us in advance, at gradapplications.cs@utoronto.ca to ensure you have our prior approval for reimbursement.

Blended Travel

If you are combining personal travel while attending Grad Visit Day, then you will only be reimbursed for the portion of the GVD at the lowest available fare. When submitting your request for reimbursement, please submit the original invoice for the cost of the airfare booked for your travel, plus a quote for the travel for GVD (Arrival: March 17 and Departure: March 19). The quote for the GVD portion would be the reimbursable amount unless the actual amount paid for entire trip was less. The comparable quotes should be from the same travel source and on the same day the original ticket was purchased.

Mode of Travel

Air

The customer portion of the airline ticket or the e-ticket itinerary/receipt that indicates the airfare paid and boarding passes, or original ticket stub for train or bus travel, are required. NO reimbursements can be claimed for air tickets purchased with frequent flyer points, as the University will only reimburse out-of-pocket expenses.

Boarding Passes
Please ensure you do not lose or discard your boarding passes. Electronic boarding passes often have an expiry, after which they will no longer be accessible online to the customer. If you are using electronic boarding passes, please ensure that you print your own copy, or capture it as a screen shot, well in advance in order to submit it for reimbursement.

Flight cancellation insurance is an allowable expense. Additional insurance (e.g. health insurance) is not reimbursable.

Regional Train or Bus

Tickets
If you are travelling by train or bus, please ensure that you do not lose or discard your ticket stubs and receipts for fare paid. If you are provided with boarding passes and an itinerary for your travel, please include these original documents with your reimbursement form.

Public Transit

Provide us with your PRESTO Transaction History Report to confirm travel. Please highlight the relevant trips. Ensure time and date is visible on the report.

Taxis

Submit original receipts from the driver and include the addresses of the pick-up point and the drop-off point.

Rideshare

Submit electronic receipts from the company which clearly indicates the addresses of the pick-up and the drop-off points.

Car Rental

The standard is a mid-size car. Rental cars should be used only when less expensive transportation is not available. Vehicle rental would be a reasonable method of transportation for round trip journeys up to 500 km. Gasoline is an eligible expense.

Use of Personal Vehicle

If you are travelling from outside the Greater Toronto Area:

Mileage: will be reimbursed at $0.57 per kilometre. This allowance is intended to cover all automobile operating costs, including gasoline, insurance, repairs, and maintenance. Limitation: The standard is that a personally owned vehicle may be used for trips up to 500 km in round-trip length. Include a printout of a Google Maps direct route from your starting point to U of T, indicating the distance. We will also reimburse parking costs, up to the total maximum reimbursable, if you include the receipts.

If your journey's starting or ending point is not the same as your normal address or school, please include a copy of your itinerary and a brief explanation for the discrepancy.

Meals

Dinner on Wednesday night and as well as breakfast and lunch on Thursday and breakfast on Friday will be provided. Reimbursement for one other meal outside the provided meals (up to $15.00) may be claimed with an original detailed receipt. Credit card stubs may be included to only substantiate the gratuity cost.

If you have any questions, please contact us at gradapplications.cs@utoronto.ca to ensure you have our prior approval for reimbursement.

• Signed Reimbursement Form

• [Blended Travel only] a quote for the travel for GVD (Arrival: March 17 and Departure: March 19)

Air Travel

• The customer portion of the airline ticket / the e-ticket itinerary / receipt which indicates the airfare paid / boarding passes

Regional Train or Bus

• Original ticket stub

• Receipts for fare paid

• [Reimburse with air travel] an itinerary for your travel indicating all travels

Public Transit

• PRESTO Transaction History Report with highlighted relevant trips (time and date should be visible on the report)

Taxis

• Original receipts from the driver including the addresses of the pick-up point and the drop-off point

Rideshare

• Receipts from the company which clearly indicates the addresses of the pick-up and drop-off points

Car Rental

• Rental receipt indicating it is a mid-size car for round trip journeys not exceeding 500 km

• Receipt of gasoline (if any)

Use of Personal Vehicle
Travelling from outside the Greater Toronto Area only (up to 500km in round trip length)

• A printout of a Google Maps direct route from your starting point to U of T, indicating the distance

• Receipts of parking costs (if any)

• A copy of your itinerary and a brief explanation for the discrepancy if your journey's starting or ending point is not the same as your normal address or school

Meals

• Original receipt for one meal only showing all ordered items and quantities

• Credit card stubs to substantiate the gratuity cost (if any)

Getting Around the City and Hotel

There are convenient public transit options to get you from the airport to your hotel room.

From Pearson Airport (YYZ)

If you are arriving at Pearson International Airport, the UP Express is the quickest way to arrive downtown.

UP Express runs every 15 minutes from 5:30 a.m. to 12:50 a.m. (next day).

The UP Express station is located in Terminal 1. UP Express fare to Union Station is $12.35. Tickets can be purchased in advance by visiting the UP Express website or at station ticket machines. Toronto Transit Commission (TTC) fares are $3.35 cash, or you can buy PRESTO tickets or a PRESTO card.

Recommended Route:

1. Take the UP Express to Union Station

2. Follow signs to the TTC Union Station

3. Take the Line 1- Yonge Line to Dundas Station

4. Walk north on Yonge Street to Gerrard Street (4 min)

5. Walk west on Gerrard street to Chelsea Hotel at 33 Gerrard St. (1 min)

Please remember to keep your tickets or transfers for reimbursements.

From Billy Bishop Airport (YTZ)

Billy Bishop offers a free shuttle service from the airport. TTC fares are $3.35 cash or you can buy PRESTO tickets or a PRESTO card. For more information, please visit the TTC website.

Recommended Route:

1. Take the free shuttle from the airport to the Royal York Hotel

2. Walk to TTC Union Station (2 min)

3. Take Line 1-Yonge line train to Dundas Station

4. Walk north on Yonge Street to Gerrard Street (4 min)

5. Walk right on Gerrard street to Chelsea Hotel at 33 Gerrard St. (1 min)

Please remember to keep your tickets or transfers for reimbursements.

Taxi services are also easily accessible from the airport. Be sure to keep all receipts relevant to your trip so the travel expenses may be refunded.

Chelsea Hotel to Bahen Centre for Information Technology

It is about a 15-minute walk to the Bahen Centre for Information Technology from Chelsea Hotel.

Directions:

1. Head west on Gerrard St W toward Bay St

2. Turn right onto University Ave

3. Turn left onto College St

4. Turn right onto St. George St (Bahen Centre is here at 40 St. George Street)

Hotel

We have provided for two nights’ hotel stay (Monday night and Tuesday night) at the Chelsea Hotel Toronto. In the event that it is more economical to stay a third night for reduced airfare costs, please contact us for pre-approval with relevant back-up documentation.

Note: Check-in time is 3 p.m. Check-out time is 11 a.m.

Important Numbers

• Computer Science Grad Office: 1-416-978-8762

• Toronto Pearson Airport Taxi: 1-647-927-9321 (1-800-565-8422)

• Billy Bishop Airport Taxi: 1-800-449-7461

• Beck Taxi: 1-416-751-5555

• Campus Police or local emergency line: 416-978-2222 or 911