UNIVERSITY OF LETHBRIDGE GRADUATE STUDENT ASSOICATION (GSA) EXPENSE REIMBURSEMENT POLICY

Save this PDF as:
 WORD  PNG  TXT  JPG

Size: px
Start display at page:

Download "UNIVERSITY OF LETHBRIDGE GRADUATE STUDENT ASSOICATION (GSA) EXPENSE REIMBURSEMENT POLICY"

Transcription

1 UNIVERSITY OF LETHBRIDGE GRADUATE STUDENT ASSOICATION (GSA) EXPENSE REIMBURSEMENT POLICY It is the responsibility of every Executive/Board Member to be fully versed in their portfolio budget and its breakdown in order to ensure that the appropriate expenses are assigned to the appropriate budget item. The Executives of the GSA must also review and are responsible for all financial reporting issued by the GSA. So in other words, please review your portfolio carefully, and make sure to ask any pertinent questions prior to incurring any expense. Be aware of all items expensed to your portfolio. It is the intention of the GSA expense policy to reimburse individuals for approved, reasonable and necessary expenses incurred while acting in the capacity of a Board Member or volunteer. Additionally, expenses will be reimbursed by the Vice- President Finance and/or Financial Assistant Portfolio while acting in an approved capacity. Said expenses need to be pre- approved by the appropriate Executive Member. It is GSA policy that all expenses shall be incurred in the least expensive manner possible and that only expenses incurred by the Executive Member or their approved volunteer, themself, shall be eligible for reimbursement. An Executive Member or other approved volunteer cannot submit a claim that has been reimbursed previously or that will be reimbursed by another party. An Executive Member or their approved volunteer is expected to neither gain nor lose money from incurring and/or claiming reimbursement for said expenses. As the GSA is a non- profit, student run and funded organization, please be reasonable and modest in any request. Your kind consideration is appreciated. 1. Reimbursement Procedures - GSA Liability A. Claims All claims for reimbursement shall be submitted as an itemized invoice, including: the Executive Member or volunteer s name who incurred the expense, kind of expense, total expense amount, date of the claim. (Please note that reimbursement will be the quickest when invoices contain all relevant information and clearly state the expenses incurred). B. Receipts Original itemized receipts (credit or debit card proof of payment are non- admissible) are required as documentation for all claimed expenses. All receipts should be stapled or taped to a sheet of paper and attached to the back of the invoice. In the event that such receipt(s) has or have been inadvertently destroyed, (i.e., your dog ate your wallet), the Executive Member or approved volunteer must furnish a written statement to that effect, as well as a detailed explanation of the expenditure involved. The suggested timeframe for expense report submission is within two weeks of the expense or event.

2 Travel Expense Reports filed more than 60 days after expenses are incurred will not be reimbursed without the approval of the President. C.Approval Signature of the President and/or VP Finance is required on all expense forms prior to submission. D. Questionable claims Please note that submitting an expense does not guarantee reimbursement. Have a question about a claim? Please ask the President and/or VP Finance. E. Liability The financial liability of the GSA to any Executive Board Member or their approved volunteer(s) or any other person(s) submitting a claim for reimbursement is limited to the funds budgeted for it in the current approved budget of the GSA. If any Executive Member or approved volunteer incurs a liability that is greater than the funds so budgeted, or incurs a liability in excess of the amounts allowed by this policy, such liability may be the personal obligation of the individual responsible for incurring or authorizing the liability. 2. Local Travel A. Privately Owned Vehicles - Mileage Reimbursement Wherever possible Executive Members or approved volunteers should use privately owned vehicles. The GSA will reimburse mileage for travel in excess of 10 kilometers one way. Mileage costs will be reimbursed at the rate of reimbursement used by the University of Lethbridge for travel. The current rate ( ) is $ 0.46/km. In the event of an accident the deductible for the insurance will be paid for by the GSA. In the case of full coverage, the claimant will be reimbursed the deductible whether s/he is at fault or not. If one has only liability insurance, GSA will reimburse the deductible only and no additional claims will be approved. Fines for traffic violations are not reimbursable (barring extenuating circumstances). B. Taxi Use for Local Travel Taxi travel is to be a last resort option only in your city of origin (i.e., Lethbridge), however it is an acceptable expense in other cities. Clear receipts (make sure to include tip, suggested 10-15%) are required. C. Bus Use for Local Travel If an Executive Member or approved volunteer does not have a bus pass and has to pay bus fare, a transfer or some proof of purchase is required for reimbursement. If a receipt

3 or other proof of purchase is not obtainable please refer to 1B in this policy to apply for reimbursement. Receipt(s) must be submitted attached to an invoice. For repeated travel without a bus pass, it is more economical and recommended to purchase a book of tickets rather than separate ticket purchases. D. Parking and Tolls All parking and tolls (and bus transfers at airport parking lots) will be reimbursed, itemized receipts are required. If a parking pass is given to an Executive Member or approved volunteer, the GSA will not reimburse for other parking fees or for mileage. 3. Long Distance Travel A. Air Travel All air travel must have prior approval. Travelers must use the lowest available airfare, when possible. First class, international, and spouse/companion travel is not reimbursable. In cases where cancellation fees/penalties are incurred as a result of a change of plans, the fees will be reimbursed if there is a valid business reason for the change of plans. The change must be approved by at least two Executive Members of the GSA. B. Long Distance Bus Travel Bus travel for GSA business purposes will be reimbursed. Detailed receipt or itinerary indicating proof of payment from the bus company must be attached to the invoice. Recommended lines include Red Arrow and Greyhound, or affiliated bus lines, when available. C. Lodging Costs Travelers are required to use standard room accommodations at medium range hotels. Applicable claims may extend from the night preceding the day of the meeting or business through the night of the last day of the meeting or business. The additional cost of a room upgrade (e.g., suite, executive floor, room with a view, etc) is not reimbursable. Itemized receipts for all lodging must be attached to the expense report and itemized by expense category (meals, telephone, parking, etc.) D. Hotel Room Charge Limit Please, if at all possible, stick to the $ maximum per night (excluding taxes, hotel surcharges). It is expected that most occasions will allow a lower rate than this maximum.

4 Travelers are encouraged to always seek the most cost efficient option. For instance, the traveler may find a hotel for $70 per night, but would have to travel to a conference and back each day by taxi at $20 per trip. In this case it might be prudent to reside closer to the conference and save on total expenses. E. Business Calls, Hotel Phone Surcharges Travelers may be reimbursed for business calls. For reimbursement, calls must be clearly identified on the original bill or copy of same. Further documentation may be requested at the discretion of the President and/or VP Finance. All travelers are urged not to use the hotel s long distance phone service, hotel surcharges can be as much as 100% of the actual cost of the call, hotels typically use this feature to make as much profit as possible. If the traveler knows that they will be making business- related long distance phone calls, speak with the VP Finance regarding the most cost efficient options (e.g., pre- paid phone cards, approved allowance on an existing cellphone, etc.) F. Meals Meal reimbursement includes breakfast, lunch and dinner to the maximums outlined below. Two alcoholic beverages (one beer or highball equals one drink) are allowed per meeting, again up to the maximums outlined below. Any other entertainment expenses and/or other types of personal expenses not relating to these specific meals will not be reimbursed. If a traveler is supplied meals with the meeting or business in which he or she is participating, then no other meal expenses will be reimbursed. The GSA will follow meal reimbursement rates and policy of the University of Lethbridge (current rates below). In order to receive the reimbursements at these rates, no receipts will need to be provided and therefore the claimant can choose to spend the funds as they wish. For any amounts above these limits, prior approval will be required. Meal Expense Limits ( ) Breakfast: Lunch: Dinner: These limits include food, beverage, but not PST, GST, HST other surcharges or taxes and gratuities. The GSA greatly appreciates all travellers choosing the most economical options for all meals. Room Service is allowed and covered if under the approved maximums. Please note these amounts are maximums only; food claims below these maximums are highly encouraged and greatly appreciated. G. Automobile Rental and Taxi Fares

5 Automobiles can be rented when the cost advantages are clearly justified (i.e., the cost of the rental car would be less than using taxis, etc.). Travellers are expected to use one of the more economical car rental firms and compact or standard class cars only. It is the responsibility of the person making travel arrangements to ensure they are using the most cost appropriate option at all times, especially with respect to after hours or weekend prices, which can sometimes be different. Recommended car rental companies include: o Enterprise or Avis o Budget o Alamo o National All rental car itemized receipts received by the traveler must be submitted with the invoice report. Taxis are to be used sparingly, but are allowed for long distance travel. Limousine service is only allowed if the rate is the same or lower than current Taxi Rates. Itemized receipts are required. Remember to include tip. 4. Per Diem Allowance To help defray out- of- pocket expenses such as phone calls, tips to bell hops, room attendants, other miscellaneous expenses, the traveler may claim up to $20 per day of travel, without accompanying receipts. Please remember the non- profit nature of the GSA. The GSA Executive members who review the claims reserve the right to refuse this extra $20 per day of travel per diem allowance. 5. Office Supplies, Fax, Photocopying Charges, etc. If office supplies, fax, photocopying charges are incurred while outside of the GSA office, detailed receipt(s) must be obtained and attached to an invoice form for reimbursement. A very convenient way to bill for these charges while staying in a hotel or other lodging is to have these charges billed to the traveler s room, if possible. Reimbursement will then be received upon submission of the lodging receipt attached to a GSA invoice form. As always, remember to select a cost effective and convenient solution. 6. Hosting meetings A large portion of GSA operations includes lobbying, advocacy and hosting of various meetings/dinners. Please follow the above guidelines for hosting meetings. 7. Government Relations (GR) events All GR events are reimbursable. Pre- authorization by the President and/or VP Finance is required if GR costs exceed what is budgeted. In addition, any and all GR events, which exceed $500, require pre- authorization by the President and/or VP Finance.

6 8. Non/Reimbursable Expenses Most non- reimbursable expenses are identified throughout this policy. The following items are again, non- reimbursable expenses: First class, spouse, companion and international travel. Upgrades to air travel, car rentals, or hotel rooms. Alcoholic beverages over the 2 per meeting maximum or over the meal expense limit. Fines, penalties, or legal fees. Personal entertainment (includes movie rental) or recreational expenses. Cost of outside food when food is supplied at a meeting, event or conference. Submitting expenses not incurred by the individual submitting the claim. Mini Bar service. 9. Other Reimbursement for any other method of travel, or other expenses, will be reimbursed to an amount that would have been payable had the most economical method of travel or other option, been used. Reimbursement for reasonable and necessary expenses not otherwise described by this policy may be allowed when fully documented. The President and/or VP Finance have the authority to approve any such reimbursement not specifically addressed in this policy, but deemed necessary in the conduct of GSA business or caused by extenuating circumstances. Again, as the GSA is a non- profit student run and funded organization, please be reasonable and modest in any request 10. Budget creation and adherence As soon as it is reasonably possible (within the first two months of taking office), the VP Finance will produce an operating budget for the new council. This budget must take into account the short- term and long- term goals of the GSA as established by the council and their executives. All previously approved awards and bursaries will be included in the operating budget. Once this operating budget is approved for the year, the council will make every effort to adhere to the approved operating budget. It is possible to deviate from the approved operating budget only under the following circumstances: 1. The expense is less than $250 and required for the daily operations of the GSA council 2. A proposed motion is brought to the entire council for approval of expenditures that deviate from the approved budget by more than $250. This will include a concrete plan to either cover these costs (for example, through sponsorship, donation, etc.) or save money in other areas so that the GSA will not have a deficit at the end that council s term.

7 3. During social events, if ever there should arise an expense that is deemed necessary, it is possible to deviate from the approved operating budget if such an expense is approved by both the VP Finance and at least one other Executive Council member of the GSA. An expense of this kind would then be ratified at the next council meeting.

SUSTAINABLE DEVELOPMENT TECHNOLOGY CANADA Travel & Accommodation Expense Guidelines and Policy

SUSTAINABLE DEVELOPMENT TECHNOLOGY CANADA Travel & Accommodation Expense Guidelines and Policy SUSTAINABLE DEVELOPMENT TECHNOLOGY CANADA Travel & Accommodation Expense Guidelines and Policy Purpose The purpose of this policy is to establish equitable standards and provide fair and consistent treatment

More information

Travel, Transportation & Mileage Expense Guidelines. Authorized by: Joan Arruda, CEO

Travel, Transportation & Mileage Expense Guidelines. Authorized by: Joan Arruda, CEO Policy: Category: Travel, Transportation & Mileage Expense Guidelines Operations Pages: 5 Date effective: Oct. 7, 2010 To be revised: Oct. 7, 2013 Revised: Authorized by: Joan Arruda, CEO POLICY This policy

More information

University Health Network Policy & Procedure Manual Administrative Expense Reimbursement

University Health Network Policy & Procedure Manual Administrative Expense Reimbursement University Health Network Policy & Procedure Manual Administrative Expense Reimbursement Policy At University Health Network (UHN), standards and processes are in place governing reimbursement for expenses

More information

Section 1. Reimbursement Policy TRAVEL EXPENSES

Section 1. Reimbursement Policy TRAVEL EXPENSES Orthotics Prosthetics Canada (OPC) Travel & Expense Policy Dec. 2015 Policy It is the policy of the Corporation to reimburse employees and other officials and volunteers of the Corporation for certain

More information

IEEE CIRCUITS AND SYSTEMS SOCIETY TRAVEL AUTHORIZATION AND REIMBURSEMENT POLICIES

IEEE CIRCUITS AND SYSTEMS SOCIETY TRAVEL AUTHORIZATION AND REIMBURSEMENT POLICIES IEEE CIRCUITS AND SYSTEMS SOCIETY TRAVEL AUTHORIZATION AND REIMBURSEMENT POLICIES These guidelines are intended to establish the travel policies and to assist IEEE CASS volunteers with the proper procedures

More information

University Students Council of the University of Western Ontario TRAVEL POLICY

University Students Council of the University of Western Ontario TRAVEL POLICY EFFECTIVE: November 1, 2011 SUPERSEDES: AUTHORITY: Council RATIFIED BY: Council October 26, 2011 Executive Council November 1, 2011 PAGE 1 of 7 1.00 APPLICATION 1.01 This policy applies to all USC travel

More information

Expense Policy. and. Guidelines

Expense Policy. and. Guidelines Expense Policy and Guidelines Approved may 2011 HSRFH - Expense Policy and Guidelines Table of Contents Principles and Scope... 4 Definitions... 4 1.0 PERSONAL BUSINESS EXPENSES... 6 1.1 EXPENSE REIMBURSEMENT...

More information

SUBJECT: TRAVEL AND BUSINESS EXPENSE POLICY

SUBJECT: TRAVEL AND BUSINESS EXPENSE POLICY CATEGORY: Policy and Procedure PAGE: 1 of 14 This policy has been written to be consistent with the Broader Public Sector Expenses Directive effective April 1, 2011. This policy applies to all HRSRH employees,

More information

Corporate Travel Policy. Proposed January 30, 2010

Corporate Travel Policy. Proposed January 30, 2010 Corporate Travel Policy Proposed January 30, 2010 TABLE OF CONTENTS Statement of Purpose... 1 JRC-DMS Travel Policies... 1 Responsibilities and Enforcement... 1 Travel Arrangements... 2 Air Travel... 2

More information

THE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES

THE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES THE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES I. Statement of Policy This policy sets general guidelines for acceptable types and levels of reimbursable or chargeable expenses and

More information

Administrative Policy Manual

Administrative Policy Manual Title: Expense Reimbursement Administrative Policy Manual Policy Number: 1.80.002 Section: Expenditures Revision Date: March 2011 Issued by: Chief Financial Officer Review Date: Approved by: Executive

More information

EXPENSE POLICY. Section 6.1. Policy Type: Corporate Authorizing Title: Vice President, Finance and Chief Financial Officer Effective Date: 04/01/2010

EXPENSE POLICY. Section 6.1. Policy Type: Corporate Authorizing Title: Vice President, Finance and Chief Financial Officer Effective Date: 04/01/2010 EXPENSE POLICY Policy Type: Corporate Authorizing Title: Vice President, Finance and Chief Financial Officer Effective Date: 04/01/2010 Section 6.1 Purpose Statement This policy has been developed to provide

More information

Travel Policy Philosophy Purpose Scope Guidelines Auditing and Internal Control

Travel Policy Philosophy Purpose Scope Guidelines Auditing and Internal Control Travel Policy Philosophy Travel and entertainment related expenses will be paid by the Association if they are deemed to be reasonable, appropriately documented, properly authorized and within the guidelines

More information

GOVERNANCE POLICY. Expense Guidelines Policy and Procedure

GOVERNANCE POLICY. Expense Guidelines Policy and Procedure GOVERNANCE POLICY POLICY TITLE: Expense Policy and Procedure Section Governance Category Financial Services Number 3421-V1 Expense Guidelines Policy and Procedure Guiding Principles: Staff will be reimbursed

More information

Travel and Expenses Reimbursement Policy

Travel and Expenses Reimbursement Policy Travel and Expenses Reimbursement Policy Policy # 9002 Current Publication Date: June 2012 Previous Publication Date: October 2010 Office of Accountability: Responsible Officer: Approver(s): Finance Department

More information

Travel and Expense Guidelines

Travel and Expense Guidelines Travel and Expense Guidelines Jim Casey Youth Opportunities Initiative Travel The Initiative reimburses staff for reasonable business travel expenses incurred while on assignments away from the office.

More information

Healthcare Solutions, Inc. Travel & Expense Reimbursement Policy

Healthcare Solutions, Inc. Travel & Expense Reimbursement Policy Healthcare Solutions, Inc. Travel & Expense Reimbursement Policy Overview The purpose of this policy is to provide guidelines for fair and consistent travel and business expense practices for all staff

More information

Lincoln Public Schools Lincoln, Nebraska. Travel. and. Expense Guide. Revised August 2004. Travel and Expense Guide, August 2004, Page 1 of 13

Lincoln Public Schools Lincoln, Nebraska. Travel. and. Expense Guide. Revised August 2004. Travel and Expense Guide, August 2004, Page 1 of 13 Lincoln Public Schools Lincoln, Nebraska Travel and Expense Guide Revised August 2004 Travel and Expense Guide, August 2004, Page 1 of 13 TABLE OF CONTENTS Foreword...3 Purpose of the Guide...3 Travel

More information

The policy also ensures compliance with the Expense Directive of the Broader Public Sector Accountability Act (BPSAA).

The policy also ensures compliance with the Expense Directive of the Broader Public Sector Accountability Act (BPSAA). Policy Name: Originating/Responsible Department: Approval Authority: Date of Original Policy: January 1997 Last Updated: September 2011 Travel and Related Expenses Finance Office Senior Management Committee

More information

Governance & Policies

Governance & Policies Governance & Policies Effective: July 1, 2009 Administrative Policy TRAVEL EXPENSE REGULATIONS Approved: September 1, 2009 President s Cabinet General Policy These travel expense regulations are applicable

More information

WELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES

WELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES WELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES The purpose of this document is to establish and communicate equitable standards and effective procedures for reducing travel costs while complying with

More information

Archdiocese of Galveston-Houston - (Chancery Only)

Archdiocese of Galveston-Houston - (Chancery Only) Archdiocese of Galveston-Houston - (Chancery Only) Revision Date: February 24, 2010 Effective Date: March 1, 2010 Employee Expense and Travel Reimbursement Policy POLICY The Chancery reimburses employees

More information

MSTC ADMINISTRATIVE POLICY

MSTC ADMINISTRATIVE POLICY Policy Title: TRAVEL AND EXPENSE REIMBURSEMENT MSTC ADMINISTRATIVE POLICY Policy Section: FISCAL MANAGEMENT This administrative policy identifies the essential activities and responsibilities of the employees

More information

Sample Corporate Travel Policy

Sample Corporate Travel Policy Sample Corporate Travel Policy Purpose This document defines the specific policy to be followed when traveling on Company business, as well as employee accountability for Company funds. Scope This corporate

More information

HOPE COLLEGE TRAVEL AND ENTERTAINMENT EXPENSE POLICY

HOPE COLLEGE TRAVEL AND ENTERTAINMENT EXPENSE POLICY HOPE COLLEGE TRAVEL AND ENTERTAINMENT EXPENSE POLICY May 27, 2003 Revised June 21, 2005 Revised July 1, 2008 Table of Contents Travel and Entertainment Policy Purpose Page 3 Travel Authorization Page 4

More information

ADMINISTRATIVE POLICY

ADMINISTRATIVE POLICY TITLE: TRAVEL EXPENSE POLICY APPROVED: January 25, 1996 REVIEWED: April 27, 2000 April 2002 December 14, 2004 May 11, 2005 October 25, 2005 April 13, 2009 NEXT REVIEW: 2011-2012 RESPONSIBILITY: Director,

More information

Policy Procedure Standard Medical Directive

Policy Procedure Standard Medical Directive Subject: Middlesex Hospital Alliance Strathroy Site Four Counties Site Travel and Expenses Policy Policy Procedure Standard Medical Directive Manual Date Issued: November 2005 Issued by: Mike Mazza, P&L

More information

TRAVEL & EXPENSE REIMBURSEMENT POLICY

TRAVEL & EXPENSE REIMBURSEMENT POLICY TRAVEL & EXPENSE REIMBURSEMENT POLICY PURPOSE The purpose of this policy is to bring awareness to everyone s responsibilities relative to submitting and approving travel and business expenses incurred

More information

College Policy SUBJECT: NUMBER: 6.11. Travel and Business Related Expenses Policy ORIGINAL DATE OF ISSUE: 5/19/71 REVISED: 3/21/79 1998 9/16/15

College Policy SUBJECT: NUMBER: 6.11. Travel and Business Related Expenses Policy ORIGINAL DATE OF ISSUE: 5/19/71 REVISED: 3/21/79 1998 9/16/15 College Policy SUBJECT: Travel and Business Related Expenses Policy NUMBER: ORIGINAL DATE OF ISSUE: REVISED: 6.11 5/19/71 3/21/79 1998 9/16/15 Purpose The purpose of the Travel and Business Related Expenses

More information

South Bruce Grey Health Centre Title: Expense Reimbursement Policy Page 1 of 8 Category: Finance Manual Effective Date: 2011-05-25

South Bruce Grey Health Centre Title: Expense Reimbursement Policy Page 1 of 8 Category: Finance Manual Effective Date: 2011-05-25 Title: Expense Reimbursement Policy Page 1 of 8 This policy supercedes previous Human Resources policy titled Travel and Accommodation Allowances and Board policy titled Travel and Expense Allowance Board.

More information

When incurring business expenses, the Seminary expects Personnel to:

When incurring business expenses, the Seminary expects Personnel to: SHMS Business Policies and Procedures Manual Travel and Expense Reimbursement Overview Employees and independent contractors ( Personnel ) of Sacred Heart Major Seminary ( the Seminary ) may be required

More information

Travel Reimbursement Instructions

Travel Reimbursement Instructions P.O. Box 11992 Lynchburg, VA 245061992 T 434.386.3190 F 434.386.3192 www.vaawwa.org Travel Reimbursement Instructions Please use the Travel Reimbursement Form when requesting reimbursement for all travel

More information

CKHA POLICY. Document Number: FIN-1-009. Guidelines for Hospital Expense Reimbursement Personal Business Expense

CKHA POLICY. Document Number: FIN-1-009. Guidelines for Hospital Expense Reimbursement Personal Business Expense Title: CKHA POLICY Guidelines for Hospital Expense Reimbursement Personal Business Expense Document Number: FIN-1-009 Chatham-Kent Health Alliance expects discretion to be applied with any expenses incurred

More information

TRAVEL, MEALS, AND BUSINESS RELATED FUNCTIONS EXPENSE POLICY

TRAVEL, MEALS, AND BUSINESS RELATED FUNCTIONS EXPENSE POLICY 1.0 Purpose TRAVEL, MEALS, AND BUSINESS RELATED FUNCTIONS EXPENSE POLICY This policy sets out the Ontario Brain Institute (OBI) guidelines and procedures with respect to travel, meals, and business related

More information

BOARD TRAVEL AND EXPENSE POLICY

BOARD TRAVEL AND EXPENSE POLICY BOARD GOVERNANCE POLICY BOARD TRAVEL AND EXPENSE POLICY Introduction System assets, including operating funds and property, must not be left unprotected, inadequately maintained or exposed to unnecessary

More information

Green Bay Metropolitan Sewerage District. Commission Expense Policy

Green Bay Metropolitan Sewerage District. Commission Expense Policy Green Bay Metropolitan Sewerage District Commission Expense Policy January 2009 TRAVEL POLICY PURPOSE This policy sets forth GBMSD s guidance that will be applied for travel expenses incurred by Commissioners

More information

[name of organization] TRAVEL AND OTHER EXPENSE REIMBURSEMENT POLICY. When incurring business expenses, expects Personnel to:

[name of organization] TRAVEL AND OTHER EXPENSE REIMBURSEMENT POLICY. When incurring business expenses, expects Personnel to: [name of organization] TRAVEL AND OTHER EXPENSE REIMBURSEMENT POLICY 1. Purpose. The Board of Directors of (name of organization) recognizes that board members, officers, and employees ( Personnel ) of

More information

TRAVEL MANAGEMENT AND GENERAL EXPENSES PROTOCOL FN 2.0

TRAVEL MANAGEMENT AND GENERAL EXPENSES PROTOCOL FN 2.0 TRAVEL MANAGEMENT AND GENERAL EXPENSES PROTOCOL FN 2.0 In Effect: June 15, 2012 Approved by: Executive Group, June 8, 2012 Responsible Office(s): Administration, Finance Responsible Officer(s): CAO, Director

More information

E D M O N T O N ADMINISTRATIVE PROCEDURE

E D M O N T O N ADMINISTRATIVE PROCEDURE DEPARTMENT DELEGATED AUTHORITY CONTACT FINANCIAL SERVICES CHIEF FINANCIAL OFFICER, FINANCIAL SERVICES DEPARTMENT TRAVEL COORDINATORS DEFINITIONS Account Coding A defined list of SAP cost elements used

More information

EXPENSE REIMBURSEMENT POLICY

EXPENSE REIMBURSEMENT POLICY 1.0 PURPOSE This policy governs reimbursement for expenses incurred in the performance of Toronto Central CCAC duties. Toronto Central CCAC is bound by the Broader Public Sector Expenses Directive issued

More information

Listowel Wingham Hospitals Alliance

Listowel Wingham Hospitals Alliance Listowel Wingham Hospitals Alliance =============================================================== TITLE: Business & Travel Expense Reimbursement Policy Statement: The Business Expense & Travel Reimbursement

More information

TRAVEL EXPENSE POLICY

TRAVEL EXPENSE POLICY TRAVEL EXPENSE POLICY PURPOSE To establish policies and procedures for the City of Mercer Island business-related out of town travel approval, reimbursement of authorized travel expenses, and the payment

More information

National Association of State Boards of Accountancy and Related Organizations Reimbursement Policy for Business Expenses

National Association of State Boards of Accountancy and Related Organizations Reimbursement Policy for Business Expenses National Association of State Boards of Accountancy and Related Organizations Reimbursement Policy for Business Expenses Guiding Principles This policy is structured to comply with the Internal Revenue

More information

ATB Financial Travel & Entertainment Policy

ATB Financial Travel & Entertainment Policy ATB Financial Travel & Entertainment Policy Table of Contents 1. Purpose... 1 2. Scope... 1 3. General... 2 4. Definitions... 2 5. Travellers Responsibilities... 3 6. Booking Travel... 3 7. Accountability

More information

Human Resource Policy No. 5

Human Resource Policy No. 5 Page 1 of 13 REVIEW BY: 06/22/14 POLICY It is the policy of Catholic Health Initiatives ( CHI ), its Direct Affiliates 1 and Subsidiaries 2 [collectively referred to as CHI Entity(ies) ] to reimburse travel

More information

It encompasses all expenses related to travel, external professional development activities and other related business expenses.

It encompasses all expenses related to travel, external professional development activities and other related business expenses. Policy TITLE: TRAVEL AND RELATED EXPENSES POLICY STATEMENT: Red Deer College (RDC) recognizes the need for employees to travel on College business in the performance of their academic or administrative

More information

EMPLOYEE REIMBURSEMENT, BUSINESS AND TRAVEL EXPENSES AND CONFERENCE EXPENSES ADMINISTRATIVE GUIDELINES

EMPLOYEE REIMBURSEMENT, BUSINESS AND TRAVEL EXPENSES AND CONFERENCE EXPENSES ADMINISTRATIVE GUIDELINES A ADRIAN PUBLIC SCHOOLS Policies and Regulations School Board Governance and Operations NEPN Code: DCC-R Fiscal Management EMPLOYEE REIMBURSEMENT, BUSINESS AND TRAVEL EXPENSES AND CONFERENCE EXPENSES ADMINISTRATIVE

More information

Travel Policy and Procedures. for the. University of Windsor

Travel Policy and Procedures. for the. University of Windsor Travel Policy and Procedures for the University of Windsor April 2015 I. POLICY... 1 A. Scope... 1 B. Responsibility... 2 C. Authorization... 3 II. PROCEDURES... 4 A. Making Travel Arrangements... 4 B.

More information

CHILDREN S AID SOCIETY OF ALGOMA POLICY MANUAL

CHILDREN S AID SOCIETY OF ALGOMA POLICY MANUAL CHILDREN S AID SOCIETY OF ALGOMA POLICY MANUAL ADMINISTRATIVE RESOURCES Section: Finance - Accounting Subject: Travel Expenses Licensing Requirement/Standard #: N/A Reimbursement for Expenses Policy This

More information

ARMA HOUSTON TRAVEL EXPENSE GUIDELINES

ARMA HOUSTON TRAVEL EXPENSE GUIDELINES ARMA HOUSTON TRAVEL EXPENSE GUIDELINES Claiming reimbursement of expenses 1. Expense reimbursement forms for all expenses are required to be submitted within 45 days of the date the expense was incurred.

More information

Boston University Financial Affairs. Travel and Business. Expense Guidelines

Boston University Financial Affairs. Travel and Business. Expense Guidelines Boston University Financial Affairs Travel and Business Expense Guidelines Boston University Table of Contents Overview 2 Purpose of the Travel and Business Expense Guidelines 2 Scope of the Travel and

More information

TRAVEL POLICY FOR THE U.S. SCIENCE SUPPORT PROGRAM (USSSP) OFFICE

TRAVEL POLICY FOR THE U.S. SCIENCE SUPPORT PROGRAM (USSSP) OFFICE TRAVEL POLICY FOR THE U.S. SCIENCE SUPPORT PROGRAM (USSSP) OFFICE Table of Contents TRAVEL AUTHORIZATION 2 AIR TRANSPORTATION GENERAL 2 EXPEDITION-RELATED TRAVEL 3 AIR CARRIER SELECTION 3 SATURDAY NIGHT

More information

Failure to comply with these policies and procedures may result in disciplinary action.

Failure to comply with these policies and procedures may result in disciplinary action. POLYTECHNIC INSTITUTE OF NYU POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES I. Statement of Policy It is the purpose of this policy to set general guidelines for acceptable types and levels of reimbursable

More information

ADMINISTRATIVE PROCEDURE San Mateo County Community College District

ADMINISTRATIVE PROCEDURE San Mateo County Community College District CHAPTER 8: Business Operations ADMINISTRATIVE PROCEDURE NO. 8.55.1 (AP 7400) ADMINISTRATIVE PROCEDURE San Mateo County Community College District Subject: AP 8.55.1 Domestic Conference and Travel Expenses

More information

TRAVEL GUIDELINES AND REIMBURSEMENT. The Institute of Electrical and Electronics Engineers, Inc.

TRAVEL GUIDELINES AND REIMBURSEMENT. The Institute of Electrical and Electronics Engineers, Inc. TRAVEL GUIDELINES AND REIMBURSEMENT The Institute of Electrical and Electronics Engineers, Inc. The IEEE Travel Guideline is intended to assist IEEE Staff and Volunteers with the proper procedures pertaining

More information

BISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY. Effective Date: January 1, 2011 Prepared by: Business Office

BISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY. Effective Date: January 1, 2011 Prepared by: Business Office BISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY Effective Date: January 1, 2011 Prepared by: Business Office Policy Number: VPFA-02-2011 Approved by: Bishop s Executive Group November 2010 Revised: January

More information

Case Western Reserve University Travel Policy

Case Western Reserve University Travel Policy Case Western Reserve University Travel Policy Revised September, 2014 Travel Policy Revision Date 09/17/2014 TABLE OF CONTENTS 1. Purpose 2. Travel Authorization 3. Post-Travel Expense Approval 4. Travel

More information

Broader Public Sector Governance and Accountability Directive Policies Expenses Policy # S- 5-5 POLICY:

Broader Public Sector Governance and Accountability Directive Policies Expenses Policy # S- 5-5 POLICY: Approval: Executive Director Broader Public Sector Governance and Accountability Directive Policies Expenses Policy # S- 5-5 Revision Date: June 1, 2012 POLICY: Meta Centre will abide by the Broader Public

More information

Approved by the Board of Directors October 9 th 2013

Approved by the Board of Directors October 9 th 2013 Page: Page 1 of 5 1. Policy Directive From MCSS To Be Followed By Reena Personnel All employees of Reena will follow the Broader Public Sector Expenses Directive and the Travel, Meal, and Hospitality Expense

More information

#16 - Signing Authority and Limitations

#16 - Signing Authority and Limitations #16 - Signing Authority and Limitations The Society's Board will provide the CEO with the authority to commit Society funds and sign Society cheques within the set limitations. The CEO will provide other

More information

Effective. 10/01/2000 Rev. 01/01/2001. The establishment of guidelines for travel and expense reimbursement.

Effective. 10/01/2000 Rev. 01/01/2001. The establishment of guidelines for travel and expense reimbursement. DELAWARE COUNTY Subject Employee Travel and Expense Reimbursement Effective 10/01/2000 Rev. 01/01/2001 Supersedes 01/01/1996 Rev. 03/30/1998 This Sheet 1 Total 5 1.0 Purpose The establishment of guidelines

More information

Fort Bend Independent School District. Employee Travel and Expense Reimbursement Policy DEE (R)

Fort Bend Independent School District. Employee Travel and Expense Reimbursement Policy DEE (R) Introduction Fort Bend Independent School District Employee Travel and Expense Reimbursement Policy DEE (R) Persons authorized to travel for business and educational purposes on behalf of Fort Bend ISD

More information

TRAVEL AND EXPENSE REIMBURSEMENT POLICY

TRAVEL AND EXPENSE REIMBURSEMENT POLICY TRAVEL AND EXPENSE REIMBURSEMENT POLICY POLICY The Santa Margarita Water District ( District ) takes its stewardship over the use of the District s limited public resources seriously. The District s public

More information

CORPORATE POLICY, STANDARDS and PROCEDURE POLICY TITLE TRAVEL AND BUSINESS EXPENSES NUMBER TBA. CURRENT VERSION DATE February 2015

CORPORATE POLICY, STANDARDS and PROCEDURE POLICY TITLE TRAVEL AND BUSINESS EXPENSES NUMBER TBA. CURRENT VERSION DATE February 2015 Page 1 of 9 APPROVED (S) REVISED / REVIEWED SUMMARY Version Date Comments / Changes 1.0 Initial Policy Released 2.0 February 2003 Policy Revised 3.0 September 2003 Policy Revised 4.0 August 2004 Policy

More information

CHAPTER 5: TRAVEL 5.1 POLICY

CHAPTER 5: TRAVEL 5.1 POLICY CHAPTER 5: TRAVEL 1. Policy 2. Travel Authorization 3. Travel Advance 4. Allowable Expenses While In Travel Status 5. Non-Allowable Travel Expenses While in Travel Status 6. Certification and Approval

More information

Ocean County College, Toms River, NJ EXPENDITURES Travel & Expense Reimbursement #4166

Ocean County College, Toms River, NJ EXPENDITURES Travel & Expense Reimbursement #4166 POLICY Ocean County College sponsors employee travel based on employee adherence to the following regulations: 1. All overnight travel must be approved in advance by the employee s supervisor, area Vice

More information

South Central College. Travel Policy & Procedure

South Central College. Travel Policy & Procedure South Central College Travel Policy & Procedure This procedure applies to all employees of South Central College including students, authorized to travel and be reimbursed for allowable expenses in conducting

More information

Eastern Michigan University

Eastern Michigan University Eastern Michigan University TRAVEL PROCEDURES Page 1 TABLE OF CONTENTS I. Administration 2 A. Authorization to Travel B. Travel Reimbursements C. Travel Advances D. Sponsored Travel E. Student Travel II.

More information

Policy Sections... 1 5201.1 IRS Regulations... 2 5201.2 Travel & Business Expense Policy... 2

Policy Sections... 1 5201.1 IRS Regulations... 2 5201.2 Travel & Business Expense Policy... 2 Policy Title: Travel & Business Expense Reimbursement Policy No.: Effective Date: July 2010 Last Revision: 12/9/15 5201 Rev.: N/A Responsible Office: Responsible Office: Business Office Vice President

More information

EXHIBIT B CONSULTANT EXPENSE REIMBURSEMENT GUIDELINES SACRAMENTO AREA FLOOD CONTROL AGENCY

EXHIBIT B CONSULTANT EXPENSE REIMBURSEMENT GUIDELINES SACRAMENTO AREA FLOOD CONTROL AGENCY EXHIBIT B CONSULTANT EXPENSE REIMBURSEMENT GUIDELINES SACRAMENTO AREA FLOOD CONTROL AGENCY Revised: August 1, 2011 1.0 INTRODUCTION SAFCA is a public agency and expects its consultants to give this fact

More information

BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY

BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY Revised January 1, 2015 POLICY STATEMENT Employees of Berea College may charge against appropriate College accounts normal and reasonable

More information

Tutor Travel and Expense Claim Policy

Tutor Travel and Expense Claim Policy Athabasca University Procedures Tutor Travel and Expense Claim Procedures Policy Sponsor: Name of Parent Policy: Policy Contact: Procedure Contact: Vice President, Finance and Administration Tutor Travel

More information

Non-Partner Travel Procedure U.S. & Canada

Non-Partner Travel Procedure U.S. & Canada GOVERNANCE TOOL: Non-Partner Travel Procedure U.S. and Canada AUTHOR: Travel, Meetings and Reimbursements PAGE 1 OF 7 Non-Partner Travel Procedure U.S. & Canada INTRODUCTION Starbucks is committed to the

More information

This document outlines the travel and reimbursement policy for Adrian College employees.

This document outlines the travel and reimbursement policy for Adrian College employees. TRAVEL POLICY This document outlines the travel and reimbursement policy for Adrian College employees. Travel Expenses Institutional related travel expenses will be reimbursed to Adrian College employees

More information

Internal Use Only. Toronto 2015 Pan/Parapan American Games Organizing Committee Employment Handbook

Internal Use Only. Toronto 2015 Pan/Parapan American Games Organizing Committee Employment Handbook Toronto 2015 Pan/Parapan American Games Organizing Committee Employment Handbook Effective March 6, 2014 0 Section H: Business Expenses and Travel 1 Overview This policy applies to all staff, Board of

More information

Pacific Community Church: Expense Reimbursement Policy

Pacific Community Church: Expense Reimbursement Policy Pacific Community Church: Expense Reimbursement Policy Last Update May 2009 Pacific Community Church Expense Reimbursement Policy Policy Statement The Expense Reimbursement Policy is intended to assure

More information

OCE Travel and Business Expense Policy Introduction

OCE Travel and Business Expense Policy Introduction OCE Travel and Business Expense Policy Introduction This policy outlines the procedure and practices for the reimbursement of business and travel expenses incurred for the purpose of conducting OCE Inc.

More information

POST HOLDINGS, INC. VENDOR EXPENSE POLICY (Updated 7/28/2015) Section 1 Expense Reimbursements

POST HOLDINGS, INC. VENDOR EXPENSE POLICY (Updated 7/28/2015) Section 1 Expense Reimbursements POST HOLDINGS, INC. VENDOR EXPENSE POLICY (Updated 7/28/2015) Section 1 Expense Reimbursements 1.1 - General This policy provides guidelines to be followed by all vendors of Post Holdings, Inc. and its

More information

ADMINISTRATIVE REGULATION AND PROCEDURE

ADMINISTRATIVE REGULATION AND PROCEDURE ADMINISTRATIVE REGULATION AND PROCEDURE Title: TRAVEL AND EXPENSE REIMBURSEMENT Code: BB0901 Policy Reference: B0901, Travel and Expense Reimbursement The following procedures for travel will be consistently

More information

PHILADELPHIA UNIVERSITY

PHILADELPHIA UNIVERSITY PHILADELPHIA UNIVERSITY Policies and Procedures Travel & Business Expense Reimbursement Policy ISSUE DATE: September 2006 INITIATED BY: Treasurer s Office PURPOSE: To provide Philadelphia University faculty

More information

Professional Services Travel and Expense Policy

Professional Services Travel and Expense Policy Professional Services Travel and Expense Policy Hortonworks, Inc. Travel and Expense Policy v2.1_2016 Page 1 of 8 Table of Contents Contents Introduction... 3 Documentation... 3 Transportation... 4 Mileage

More information

Administrative Procedure CHAPTER 6 BUSINESS AND FINANCIAL SERVICES. AP 6310.1 District Travel

Administrative Procedure CHAPTER 6 BUSINESS AND FINANCIAL SERVICES. AP 6310.1 District Travel Page 1 of 11 Administrative Procedure CHAPTER 6 BUSINESS AND FINANCIAL SERVICES AP 6310.1 District Travel Office(s) of Primary Responsibility: Vice Chancellor of Business Services Controller Vice Presidents

More information

Arlington Soccer Association (ASA) GOVERNING AND OPERATING POLICIES. Section: Finance Policies Number: Subject: Business Travel Date: revised 8/9/2011

Arlington Soccer Association (ASA) GOVERNING AND OPERATING POLICIES. Section: Finance Policies Number: Subject: Business Travel Date: revised 8/9/2011 Arlington Soccer Association (ASA) GOVERNING AND OPERATING POLICIES Section: Finance Policies Number: Subject: Business Travel Date: revised 8/9/2011 1.0 PURPOSE As employees of Arlington Soccer Association

More information

Pasadena City College Foundation, Inc. Reimbursement Expense Plan

Pasadena City College Foundation, Inc. Reimbursement Expense Plan Pasadena City College Foundation, Inc. Reimbursement Expense Plan Approved by Executive Committee on August 27, 2009 Ratified by Foundation Board on September 22, 2009 These procedures apply to all directors,

More information

All travelers are to comply with the following travel and business expense reimbursement policies and procedural guidelines.

All travelers are to comply with the following travel and business expense reimbursement policies and procedural guidelines. Title: Travel and Business Expense Reimbursement Policy Code: 5-200-050 Date: 1-18-06rev Approved: WPL Policy General The Boston College Travel and Business Expense Reimbursement Policy provides guidelines

More information

Travel and Expense Training

Travel and Expense Training Presented By Procurement Management 1 2 At the conclusion of this session, participants will: Understand the rationale adhering to travel guidelines Be knowledgeable about air travel and hotel requirements

More information

Policy Title Expense Reimbursement: Travel, Meals, Hospitality and Other Expenses Policy Type Organizational

Policy Title Expense Reimbursement: Travel, Meals, Hospitality and Other Expenses Policy Type Organizational Policy Title Expense Reimbursement: Travel, Meals, Hospitality and Other Expenses Policy Type Organizational Division Corporate Services Department Finance Topic Expense Reimbursement Approved By Senior

More information

University Policy: Travel Policy

University Policy: Travel Policy University Policy: Travel Policy Policy Category: Operational Policy Subject: Expenses related to University travel. Office Responsible for Review of this Policy: Office of Finance and Treasurer Procedures:

More information

GLOBAL POLICY. LVSC Global Policy. 1. Travel Requests. Policy Title: 2015 Contractor Expense Reimbursement Policy

GLOBAL POLICY. LVSC Global Policy. 1. Travel Requests. Policy Title: 2015 Contractor Expense Reimbursement Policy LVSC Global Policy Policy Title: 2015 Contractor Expense Reimbursement Policy Division: Department: Date Created: Created by: Date Approved: July 31, 2015 Approved by: Next Review Date: David Pitney, Vice

More information

FINRA Dispute Resolution Arbitrator Training. Completing Your Arbitrator Expense Report Training Module Release Date: March 2011

FINRA Dispute Resolution Arbitrator Training. Completing Your Arbitrator Expense Report Training Module Release Date: March 2011 FINRA Dispute Resolution Arbitrator Training Completing Your Arbitrator Expense Report Training Module Release Date: March 2011 Introduction To ensure IRS reporting compliance, FINRA has strict guidelines

More information

Title: Travel and Meal Expenses - Hospice

Title: Travel and Meal Expenses - Hospice Type of Policy: Finance Category: Title: Travel and Meal Expenses - Hospice Finance Policy Number: 3.320 Applicable to: Organization Wide Original Date: Jan. 25, 2010 Next Review: Jan. 2013 Approved by:

More information

Administration Policy

Administration Policy Administration Policy Complete Policy Title: Reimbursements to Individuals for University Business Approved by: President and Vice-Presidents Date of Original Approval: March 20, 2012 Responsible Executive:

More information

Alabama A&M University

Alabama A&M University Alabama A&M University Procedure Procedure #: 3.4 Title: Travel Effective Date: August 1, 2013 Revised Date: June 1, 2014 Responsible Office: Comptroller s Office Accounts Payable I. PURPOSE/OBJECTIVE

More information

Travel Expense Guidelines. Manual: Human Resources Approved By: President & C.E.O. Reviewed/Revised Date: Revised Reviewed

Travel Expense Guidelines. Manual: Human Resources Approved By: President & C.E.O. Reviewed/Revised Date: Revised Reviewed Travel Expense Guidelines Manual: Human Resources Approved By: President & C.E.O. Section: Salary Administration and Wage Compensation Original Date Issued: February 1980 Reviewed/Revised Date: Revised

More information

TRAVEL AND EXPENSE POLICY for BOARD MEMBERS of Member Companies of the Nonprofits Insurance Alliance Group

TRAVEL AND EXPENSE POLICY for BOARD MEMBERS of Member Companies of the Nonprofits Insurance Alliance Group TRAVEL AND EXPENSE POLICY for BOARD MEMBERS of Member Companies of the Nonprofits Insurance Alliance Group GENERAL POLICY: Each company in the NIA Group covers the cost for board members of normal and

More information

Travel and Entertainment Policy. Introduction and Purpose. Purpose

Travel and Entertainment Policy. Introduction and Purpose. Purpose Introduction and Purpose Purpose It is Colliers International s (Company) policy that employees be reimbursed for all appropriate and approved travel, entertainment and other expenses incurred when conducting

More information

Disbursement Services Travel Expense Procedures

Disbursement Services Travel Expense Procedures Disbursement Services Travel Expense Procedures For NC State Budget Travel Policies, use address below: https://ncosbm.s3.amazonaws.com/s3fs-public/documents/files/budgetmanual.pdf Completing the Travel

More information

BUSINESS TRAVEL POLICY

BUSINESS TRAVEL POLICY BUSINESS TRAVEL POLICY POLICY STATEMENT Medica pays for travel-related costs when there is a clear business need for such travel. Travel outside of Medica s service area or involving overnight stays must

More information

You will not accrue miles or points if the vendors do not have this information. Please contact each vendor to make any changes.

You will not accrue miles or points if the vendors do not have this information. Please contact each vendor to make any changes. Canisius College Travel and Business Expense Reimbursement Policy General It is understood that College business may require staff/faculty to travel. Individuals should conduct their travel with an awareness

More information