Welcome to PIPSC meetings, travel and expenses
The meetings, travel and expenses section is where you will find information on how to register for meetings, book your travel directly online, various related policies, FAQs, and how to easily submit your expense claims electronically.
Expense
What is Concur Expense and why are we using it?
PIPSC had been investigating options for members to electronically submit their expense claims for attendance at various events for some time. This included simplifying the claim process by reducing errors, the inclusion of compensatory salary claims, and electronic picture receipt submissions (which removes the requirement for members to store them for a period of two years) to name a few.
As well, the Institute’s Travel Directive Schedule A quarterly adjusted rates will be integrated making it easier for members to claim amounts they are entitled to without additional research. At the same time, the Institute will have significantly more detailed information on our overall expenses, such as how much we have spent on taxis, parking, breakfasts, hotels, etc. which could assist in travel policy updates.
What’s in it for you?
Members and staff can submit expenses at their leisure, 24 hours a day from any computer, or a mobile device using the app. Prepopulated amounts, driving kms map calculations, and the ability to claim compensatory salary in one expense form, saves time, reduces errors and removes delays in being reimbursed. Travel claims could be submitted, processed and your funds paid in as little as a week.
The PIPSC Meetings and Travel team recommends using Concur Travel from a desktop computer. There are limitations within the Concur Travel mobile application that does not show as much detail as a desktop computer view.
PIPSC travels and Concur Travel
The majority of PIPSC meetings have some element of travel, whether by vehicle, plane or train. For travels that require the booking of tickets, we are working with SAP Concur, a world leader in travel and expense management. Concur Travel allows the Institute’s travel policy to be incorporated within the site’s infrastructure. It will also allow us to gain further insights to help make informed decisions and facilitate negotiations with our suppliers.
What's in it for you?
Members have the flexibility to reserve their travels online at their leisure, saving time as well as lower agency transaction fees.
Concur Travel sign in pageLocal and out-of-town members
To book your flight please click on ‘Go to Concur’ after you complete the event registration.
For train tickets only, please call BCD at 1-866-768-7624 and provide the meeting name and ID, dates and location.
PIPSC meetings and Cvent tool
Cvent streamlines registration and the travel booking process for members. Once you receive your email invitation for the meeting, you can complete your registration and travel booking seamlessly, online, at your leisure.
Cvent allows members to easily register for PIPSC meetings and can capture personal requirements such as food restrictions, accessibility requirements and emergency contact info. What’s more, meetings can be visually customized for our various constituent bodies.
The tool also provides PIPSC with in-depth metrics, allowing us to gain further insights for process improvements and informed decision making.
How to register for a PIPSC constituent body meeting
- Typically, you will receive an email invitation from the staff resource (administrative assistant/meeting planner)
- Click the link within the email to accept the invitation and register
- Confirm any special requirements