Administrative Procedures

Expense Reimbursement

Business & Finance AP 536

Background

Division employees who incur expenses in carrying out their authorized duties shall be reimbursed by the Division upon submission of a properly completed and approved expense claim with such supporting receipts as may be required. Such expenses shall be within budgetary allocations for the specific type of expense.

With respect to travel and mileage:

1. Employees who travel on Division approved business are expected to consider the cost effectiveness of their travel. Employees are to utilize the most economical and time effective means of transportation.

2. When two or more employees travel to the same event, it is highly recommended that employees will utilize carpooling to reduce costs and environmental impact.

3. Employees travelling away from the office on Division business must receive prior approval from their immediate supervisor.

4. Employees travelling outside of Canada on Division business must receive prior approval from their immediate supervisor and the Superintendent.

5. Employees using their own vehicles for Division business are eligible to be compensated for travel at a rate determined annually by the Board as disclosed in Schedule 536 A.

6. Travel is to be charged from the departure point to the destination point and return.

7. Travel cannot be charged for coming to one’s usual workplace to commence employment for the day or for going home from the workplace.

8. If the nature of one’s employment causes an employee to work at more than one (1) location during the day, the employee shall be eligible for travel incurred when travelling between locations.

9. In the event of a night or weekend meeting:

9.1.  Travel is not to be charged from the Division Office to the destination unless the individual leaves Division Office and goes directly to the meeting.

9.2.  If the employee travels directly to the meeting from home, travel is to be charged from home to the meeting site and return.

10. If the employee travels to a meeting or site which is on their way to work or on their way home from work, the employee is entitled to charge only for the distance incurred beyond the normal commuting distance.

With respect to travelling expenses

11. Employees may claim the following travelling expenses incurred while travelling on Division business as long as claimed expenses are reasonable and would withstand public scrutiny:

11.1.  Accommodation;

11.2.  Hotel WI-FI charges;

11.3.  Airfare;

11.4.  Automobile rental;

11.5.  Fuel for rental vehicle;

11.6.  Rail or bus fare, if applicable;

11.7.  Airline baggage fees when charged by the airline;

11.8.  Taxi fares and transit fares;

11.9.  Parking;

11.10.  Meal per diem allowances or actual meal receipts when meals are not included in the conference.

12. Meal expenses are reimbursed to the employee at the established meal rates as disclosed in Schedule 536 A or alternatively at the value of actual meal provided actual expenses are reasonable and would withstand public scrutiny.

13. The itemized meal receipts (till receipts are not acceptable) shall clearly detail the following:

13.1. The purpose of the meeting/attended event requiring the meal; and

13.2. The names of individuals receiving the meal.

14. Alcohol shall not be claimed and will not be reimbursed or paid for from Division managed funds as part of travel, food service, working session or Division events.

15. Employees travelling outside of Canada are required to arrange for a roaming package on Division owned devices if the device is required and approved by their immediate supervisor. Employees are encouraged to maximize complimentary WI-FI wherever possible.

16. Employees may claim the costs for an appropriate roaming package added to their personal owned devices for travel outside of Canada when required by the Division and at reasonable rates.

17. Airline travel costs will be reimbursed at the most economical rate class available at the time of booking.

18. Arrangement for accommodation shall be made in the cost effective manner.

With respect to other expense reimbursement procedures

19. The Division shall only pay for expenses that are business related. When combining business travel with vacation, employees are responsible for all incremental costs associated with the personal component of the trip.

20. Employees who are required to incur business related expenses and have been issued a purchasing card shall charge allowable business expenses to the card where feasible.

21. Business related expenses that need to reimbursed shall be submitted using the Employee Expense Claim Form via Employee Self-Service (available on Division website).

22. Expense claims shall be submitted at a minimum on a quarterly basis for the fiscal year in which such expenses were incurred.

23. Total expense reimbursements for all Trustees, the Superintendent and the Associate Superintendent of Corporate Supports and Services are published in the audited financial statements annually.

23.1. In addition, expenses claims are posted quarterly on the Division website.

24. All employees are advised that expense reimbursements may become a matter of public record.

With respect to lost receipts:

25. Before filling out a Lost Receipt Declaration Form, the employee shall make every attempt possible to obtain a replacement receipt.

26. In rare cases where the replacement receipt is not available, the employee shall fill out a Lost Receipt Declaration Form that is signed by the employee and Site Administrator (Principal/Director).

27. It is at the Principal’s discretion as to whether they will accept the lost receipt declaration or require the employee to reimburse the Division for these expenditures.

signature

Date Approved:  June 14, 2019

Reference: Education Act: 33, 68, 140, 222

Reviewed or Revised:
Executive: June, 2019

References shall be updated as required and do not require additional approval.