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

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1 Policy Title Expense Reimbursement: Travel, Meals, Hospitality and Other Expenses Policy Type Organizational Division Corporate Services Department Finance Topic Expense Reimbursement Approved By Senior Director, Approval Date April 2014 Corporate Services, CEO Policy Number CO-FN-015 Next Review April 2016 Date Supersedes CO-FN PURPOSE/SCOPE The purpose of this policy is to establish rules and principles for the reimbursement of travel, meals, hospitality and other expenses to ensure fair and reasonable practices. Note: This policy does not cover the reimbursement of mileage and 407 expenses which is addressed in the Expense Reimbursement: Mileage, Parking and 407 Expenses policy. This policy applies to Central CCAC: Employees; and; Consultants and contractors. A. POLICY The following principles apply: Expenses for travel, meals, hospitality and other expenses support Central CCAC business objectives. Plans for travel, meals, hospitality and other expenses are economical with due regard to health and safety. Legitimate authorized expenses incurred during the course of Central CCAC business are reimbursed. DEFINITIONS: Travel: Travel includes all costs associated with travelling which support CCAC business objectives including the cost of air fare, train, car rental, taxis, public transportation and accommodation. Travel under this policy does NOT include the cost of mileage, parking and 407 expenses which are addressed in the Expense Reimbursement: Mileage, Parking and 407 Expenses policy. Meals: Meals under this policy include meals incurred when you are conducting Central CCAC business and you: o Are away from the office area (i.e., more than 60 km) over a normal meal period (i.e., meals while travelling); or o Are within the office area (i.e., within 60 km of your office area). For example, a business meeting within the office area that must occur over a normal meal period; or Travel, Meals, Hospitality & Other Expenses Policy Pg 1 of 10

2 o Catering a meal (not considered hospitality) in a Central CCAC office site or outside (e.g. food is provided at a meeting for a working lunch). Hospitality: Hospitality is the provision of food, beverage, accommodation, transportation and other amenities to people who are not engaged in work for the Central CCAC, i.e., hospitality may never be offered solely for the benefit of individuals: o Covered by this policy (i.e, Central CCAC employees, Board of Directors, and consultants/contractors) o Engaged in work for a BPS organization or any Ontario government ministries or agencies. Other: Other expenses are incidental expenses which are required to conduct Central CCAC business with a cap of $ per item. B. REQUIREMENTS 1.0 GENERAL: Alcohol cannot be claimed and will not be reimbursed as part of a travel or meal expense. Expenses are reasonable, appropriately documented and will stand up to audit and public scrutiny. Appropriate approval is obtained before expense has been incurred. A claimant cannot approve their own expenses. Expenses for a group can only be claimed by the most senior person present expenses cannot be claimed by an individual that are incurred by his/her approver. Original itemized receipts are required for reimbursement of legitimate expenses. Claims are submitted within 60 days with the exception of the month of March where claims should be submitted by the first week in April. Claims that are older than 6 months from the date the expense was incurred will not be reimbursed. Overpayments to a claimant must be repaid to the CCAC within 30 days of the overpayment notification. Documented pre-approval by the CEO must be given for deviations from requirements set out in this policy. 2.0 TRAVEL: Reimbursement rules for mileage and 407 expenses are found in the Expense Reimbursement Mileage, Parking and 407 Expenses Policy. Written pre-approval is required for all travel before any arrangements are made. The travel portion of the Application to attend Conferences/ Workshops/ Seminars form (CCAC 509) should be completed for all travel requests. Travel arrangements should consider the most economical mode of transportation with due regard to health and safely. Only travel costs required for business reasons will be reimbursed. Travel, Meals, Hospitality & Other Expenses Policy Pg 2 of 10

3 2.1 Approval Level (applies to all Travel except Accommodation within office area - section 2.7): Role Within Ontario Within North America (outside Ontario) Employees, excluding Director Vice President CEO Directors, VPs and CEO Director VP VP CEO VP CEO CEO CEO CEO Consultants/Contractors Chair, Board of Directors Director overseeing contract Chair, Board of Directors VP overseeing contract International Travel Chair, Board of Directors CEO 2.2 Air Travel Travel by airplane is permitted when it is the most practical and economic way to travel. The reimbursable standard for air travel is (economy) coach class. Travellers should book in advance to take advantage of travel discounts. Travel in business class may be allowable with written pre-approval in the following circumstances: o On international flights (flights outside of North America) o On flights within Canada and US if related to the provisions of reasonable accommodation (e.g. health reasons) A reasonable tip is reimbursable (i.e., $2-$5 per bag for a porter) 2.3 Train Travel by train is permitted when it is the most practical and economic way to travel. The standard for train travel is coach class economy fare. Business class fare may be acceptable with prior written approval in limited circumstances such as: o The need to work as a team; o Choosing a travel time that allows you to reduce expenditures on meals or accommodation (e.g. compare an economy coach ticket plus a meal with the costs of a business class ticket where the meal is included); or, o Health and safety considerations. International train travel should be at the Canadian equivalent to coach class. Travel, Meals, Hospitality & Other Expenses Policy Pg 3 of 10

4 2.4 Car Rental Employees may rent cars to get to their destination or at their destination when it is more cost effective than local ground transportation modes. Written pre-approval is required for car rentals. The standard for car rental is a compact model or its equivalent. o Larger models may be considered where several employees are travelling in one vehicle. When renting a vehicle, it is the employee s responsibility to have adequate liability insurance coverage for the protection of any passengers. Liability insurance for the car rental must be purchased at the time of the rental. Reimbursement shall include the cost of car rental, gas charges and insurance. Parking and tolls for bridges, ferries and highways when driving on CCAC business is reimbursable. Traffic or parking violations are not reimbursed. 2.5 Using own vehicle When using own vehicle, the Expense Reimbursement Mileage, Parking & 407 Expenses Policy will apply. 2.6 Taxis and Public Transportation Reasonable expenditures for taxis and public transportation to and from airports, railway stations, between appointments, hotel locations and meeting places are reimbursable including reasonable gratuities for service. A reasonable tip is reimbursable (i.e., 10% on a taxi fare) 2.7 Accommodation: Reimbursement will be provided for overnight accommodation in a single standard room when travelling is reimbursable. A reasonable tip is reimbursable (i.e., $2-$5 for housekeeping for up to two nights in a hotel, up to $10 for a longer stay) Private stays with family or friends are acceptable with pre-approval. In such instances a maximum of $30 per night is allowed for accommodation including any meals with friends or family, in lieu of commercial accommodation. Accommodation within Office Area: In the normal conduct of business, reimbursement for overnight accommodation within your office area (i.e., within 60 km of your office area) will not be authorized or approved. However, in emergency or highly unusual situations exceptions will be considered. For example: o You are required to remain close to your office for periods long in excess of (your) standard working hours. o Your services are deemed necessary (and approved accordingly) for the purposes of emergency or crisis management. o You are attending a course or conference and it would be beneficial for your learning to stay overnight at a location close to the course/conference. o VP approval is required (CEO for VPs). Travel, Meals, Hospitality & Other Expenses Policy Pg 4 of 10

5 3.0 MEALS Alcohol cannot be claimed and will not be reimbursed as part of a meal expense under any circumstances. Meals under this policy include those incurred when you are conducting Central CCAC business and you: a) Are away from the office area (i.e., more than 60 km) over a normal meal period (i.e., meals while travelling); or b) Are within the office area (i.e., within 60 km of your office area). For example, a business meeting within the office area that must occur over a normal meal period; or c) Catering a meal (not considered hospitality) in a Central CCAC office site or outside (e.g. Food is provided at a meeting for a working lunch). Reimbursement is for restaurant/prepared food only. Reimbursement for groceries must have prior approval and a written rationale must be submitted with the claim. Reimbursement will not be provided for meals consumed at home or included in the cost of transportation, accommodation, seminars or conferences. A reasonable tip is reimbursable. (i.e., 10%-15% on a restaurant meal). 3.1 Approval Level a) Meals while travelling (i.e., more than 60 km from office area): Approval levels under section 2.1 Travel of this policy apply. b) Meals while within office area (i.e., within 60 km of your office area) : The following chart applies: Role Minimum Approval Level Required Pre-Approval Required? Senior Managers and Director Yes below Directors VP Yes VP CEO No CEO Chair, Board of Directors No Consultants/Contractors Not allowed Not allowed c) Catered meals: With Pre-approval Without Preapproval Under $1,000 Director VP Under $10,000 VP CEO = or > $10,000 - CEO Note: Catered meals for regular Central CCAC Board or Board Committee meetings can be approved by the CEO. Travel, Meals, Hospitality & Other Expenses Policy Pg 5 of 10

6 3.2 Meal Maximums Reimbursement for meal expenses within Canada is subject to the maximum rates set out in the chart below. These rates include taxes and gratuities. Reimbursement must not exceed the actual amount spent. Meal Type Maximum Amount per Meal Breakfast $ 8.75 Lunch $11.25 Dinner $20.00 For travel outside of Canada, the meal and incidentals rates must align with the provisions stated in the Government of Canada s Treasury Board Travel Directives. GC Travel Directive or Appendix D (Allowances - module 4) 3.3 Catered Meals This does not include refreshments or meals covered under the Employee Recognition policy. Catered meals are those provided to individuals covered by this policy or people who are engaged in work for: o A Broader Public Sector (BPS) organization o Any Ontario government ministries or agencies o OACCAC o Central CCAC Board and Board Committee meals Meals should only be catered if employees/attendees are required to work through a meal. For reimbursement, pre-approval including an agenda demonstrating a working meal should be included. Meal maximums in section 3.2 apply to catered meals. 4.0 HOSPITALITY Hospitality is the provision of food, beverage, accommodation, transportation and other amenities to people who are not engaged in work for the Central CCAC, i.e., hospitality may never be offered solely for the benefit of individuals: o Covered by this policy (See page 1, section Application) o Engaged in work for a BPS organization or any Ontario government ministries or agencies. o Central CCAC Board members In no circumstances will hospitality be provided for consultants or other contractors. As an example, hospitality could be provided at educational or outreach sessions where a guest speaker or patients are invited to participate or speak. Travel, Meals, Hospitality & Other Expenses Policy Pg 6 of 10

7 4.1 Approval Level: Hospitality Event Without alcohol With alcohol: Minimum Approval Level Required Vice President CEO (when hosted by VP) or Board Chair (when hosted by CEO) 4.2 Alcohol: Alcohol should only be supplied in rare situations. The cost of alcoholic beverages will only be reimbursed as part of hospitality when food is also provided. For an event hosted by a VP, written preapproval by CEO is required; if the event is hosted by the CEO, Board Chair approval is required. Preference should be given to wine, beer and spirits produced in Ontario. 5.0 OTHER Other expenses include incidental expenses which are required to conduct Central CCAC business. Pre-approval is required. Other expenses are capped at $ per item. Eligible Other Expenses include (list is not exhaustive): O Exceptional office supplies, i.e., office supplies not available through authorized Central CCAC supplier O Exceptional IT supplies, i.e., IT supplies not available through the IT/IS Department of Central CCAC. O The cost of a medical note required by the employer in accordance with CCAC policy (e.g. Return to Work Program) O Technical reference books Non- Eligible expenses include (list is not exhaustive): O Flowers O Candies/treats/cake * O Decorations* O Gifts* *except where specifically permitted by other CCAC policy e.g. Employee Recognition policy 5.1 Approval Level (maximum $ per item): Role Staff Management excluding CEO CEO Consultants/Contractors Minimum Pre-Approval Level Required Immediate supervisor Immediate supervisor Chair, Board of Directors Not allowed Travel, Meals, Hospitality & Other Expenses Policy Pg 7 of 10

8 6.0 EXPENSES FOR CONSULTANT AND OTHER CONTRACTORS Consultants and other contractors will not be reimbursed for any hospitality*, incidental or food expenses, including: o Meals, snacks and beverages o Gratuities o Laundry or dry cleaning o Valet services o Dependant care o Home management o Personal telephone calls Reimbursement for allowable expenses can be claimed and reimbursed only when the contract specifically provides for it. *Travel and accommodation are allowable expenses. C. REIMBURSEMENT PROCEDURES Claimants are encouraged to submit their expense claim as soon as possible (i.e. within 60 days) after an expense has been incurred. Expenses should be listed on Expense Reimbursement: Travel, Meals, Hospitality, and Other Expenses Form in Canadian dollars. The exchange rate closest to the date the expense was incurred should be used. Contact Accounts Payable for assistance with the exchange rate. Original, itemized receipts must be attached to the form, no photocopies will be accepted. Written pre-approval where required must also be attached. A credit card statement or credit card slip alone are not acceptable receipts, it must be accompanied by the original, detailed receipt. Where the nature or reason for the expense is not self-evident, a description of the reason for the expense should be included on the receipt. Expense claims for staff must be signed and approved in accordance with this policy before submitting to Accounts Payable for reimbursement at the Sheppard site (45 Sheppard Avenue East, Suite 700, North York M2N 5W9). Where approval is required, original signatures are preferred, however, approvals are accepted when it is obvious to Accounts Payable that: o The approval is from the Approver s account. o The expense in question in its totality is being approved. D. RESPONSIBILITIES Claimants must: Obtain all appropriate approvals before incurring expenses; if no prior approval was obtained, then a written explanation must be submitted with the claim; Submit original, itemized receipts with all claims (credit card slips are not sufficient). If there is not an itemized receipt, a written explanation must be submitted to explain why the receipt is unavailable and a description itemizing and confirming the expenses must be provided; Submit claims within 60 days from when the expense was incurred; at yearend, claims should be submitted by the first week in April; Submit claims for expenses before leaving or transferring positions within Central CCAC. Travel, Meals, Hospitality & Other Expenses Policy Pg 8 of 10

9 Approvers must: Approve only expenses that were necessarily incurred in the performance of Central CCAC business; Approve only for claims that include all appropriate documentation (e.g., original itemized receipts); Not approve their own expenses; If receipt is missing, initial written explanation. Related Policies: Expense Reimbursement: Mileage, Parking and 407 Expenses Policy #CO-FN-001 Approval Authority Policy #CO-FN-007 External Training & Education Events Policy #OH-OD-003 Employee Recognition OH-HR-016 Review/Revision History Reviewed By Consulted With Modifications Revision Number Director, Finance Sr. Director, Corporate Services VP Corporate Services Senior Management Senior Management Senior Management New policy to ensure compliance with Management Board Directive Revised to ensure compliance with new Broader Public Sector Accountability Directives, effective April 1, 2011 Revised to ensure compliance with BPS Directive. Specifically: - added requirement to repay overpayments - specific approval levels added for each section - meals defined including introduction of maximums for meals while not travelling - catered meals defined - hospitality clarified New Date January 13, 2011 March 10, 2011 April 2014 Travel, Meals, Hospitality & Other Expenses Policy Pg 9 of 10

10 specifically related to expenses allowable by contractors and consultants - other expenses introduced with a cap of $150 per item - Accommodation in area while on course added. Travel, Meals, Hospitality & Other Expenses Policy Pg 10 of 10

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