EXPENSE REIMBURSEMENT POLICY

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1 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 by Management Board of Cabinet effective April 1, Accordingly, Toronto Central CCAC has established expense rules applicable to Board Members, employees and consultants and contractors engaged by the organization to provide consulting or other services. The expense rules apply to travel, meal and hospitality expenses and all other reimbursable expenses outlined in the policy. 2.0 PRINCIPLES The expense policy is based on the following four key principles: A) Accountability The CCAC is accountable for public funds used to reimburse travel, meal, hospitality and other business-related expenses. All expenses must support business objectives. B) Transparency The CCAC is transparent to all stakeholders. The rules for incurring and reimbursing travel, meal, hospitality and other business-related expenses are clear, easily understood, and available to the public. C) Value for Money Taxpayer dollars are used prudently and responsibly. Plans for travel, meals, accommodation and hospitality are necessary and economical with due regard for health and safety. D) Fairness Legitimate authorized expenses incurred during the course of the business of the CCAC are reimbursed. 3.0 MANDATORY REQUIREMENTS Written approval is required for Out of Province travel before any arrangements are made Alcohol cannot be claimed and will not be reimbursed as part of a travel or meal expense Hospitality is provided only when the event involves people not engaged in the work of Toronto Central CCAC 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 Information for expenses must be posted on the Toronto Central CCAC public website quarterly for the following individuals: o Board of Directors o CEO o Senior Directors 1

2 Claimants must: obtain all appropriate approvals, in accordance with this policy, 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 sixty (60) days Approvers must: provide approval only for expenses that were necessarily incurred in the performance of Toronto Central CCAC business provide approval only for claims that include all appropriate documentation not approve their own expenses 3.1 Submission Requirements All claims for employee reimbursements are to be submitted on the Statement of Travel and Business-Related Expenses form. All forms must clearly document the business purpose for the expense and submitted with original expense receipts. For travel related to client visits, the claimant must specify the exact to and from address. 4.0 MANAGERIAL DISCRETION Managerial discretion is the administrative authority to make decisions and choices with some degree of flexibility, while maintaining compliance with this policy. There is no discretion to depart from the principles and the mandatory requirements of this policy. All decisions should be taken very carefully. When exercising discretion, the rationale must be documented and filed with the claim. Approvers are accountable for their decisions, which must be: subject to good judgment and knowledge of the situation; exercised in appropriate circumstances; and comply with the principles and mandatory requirements set out in this Directive. When a situation arises and discretion needs to be exercised, approvers should consider whether the request is: able to stand up to scrutiny by members of the public properly explained and documented fair and equitable reasonable appropriate 2

3 5.0 TRAVEL For the purpose of this policy, travel does not refer to a person s regular commute to work expenses related to a person s regular travel to and from their home is not reimbursable. 5.1 General Provisions Itemized original receipts must be submitted with all travel claims. The only exception to the original receipts requirement are claims for mileage and public transportation tickets. Claimants must choose the most economical and quickest form of transportation while traveling. If the claimant is unable to achieve both time and cost savings, the claimant is expected to choose that which best meet the needs of Toronto Central CCAC. Travel claims should be made using the appropriate claim form. Each expense must be itemized on the form. Foreign Exchange expenses incurred in currencies other than Canadian should be converted on the claim form. Claims will be reimbursed in Canadian dollars using the daily average posted exchange rate of the Bank of Canada. If these rates are not used, proof of exchange rate must be attached (e.g. credit card statement showing the transaction that indicates the exchange rate). 5.2 Transportation For Out of Town Travel a) Air Transportation Air travel is permitted if it is the most practical and economical way to travel. Economy (coach) class must be used for all domestic and international travel. Every effort must be made to book in advance to take advantage of discounted fares and to obtain the lowest fares compatible with necessary travel requirements. Since there is a significant service fee cost associated with using travel agencies, claimants are encouraged to book air travel online. b) Rail/Train Travel by rail/train is permitted if it is the most practical and economical way to travel. Economy (coach) class must be used for all rail/train travel. c) Rental Vehicles When renting a vehicle, a compact model or equivalent should be used. Any exceptions must be: documented and approved prior to the rental if possible; and 3

4 guided by the principle that the rental vehicle is the most economical and practical size, taking into account the business purpose, number of occupants and safety (including weather) considerations. Luxury and sports vehicles are prohibited. To avoid higher gasoline charges, rental vehicles should be refueled before returning it. The collision and liability insurance offered by automobile rental agencies must be purchased when on company business. d) Miscellaneous Transportation Expenses Reimbursement is provided for necessary and reasonable expenses such as road tolls, taxis, parking, airport transportation and short-term airport parking. For Local/In Town Travel a) Travel between Offices It is expected that public transportation (e.g. subway) is used for all trips between Toronto Central CCAC s Central, East and West offices. The use of taxis for travel between offices is permitted for exceptional circumstances and requires approval from the employee s manager. If taxi use has been approved for travel between offices, employees should obtain a taxi chit from Office Administration. b) Use of Personal Vehicles If you travel frequently as part of your job, employees may be reimbursed for the use of a personal vehicle in the performance of their duties for Toronto Central CCAC. The use of personal vehicles for other travel is permitted if it is the most practical and economical way to travel. Employees covered under the Collective Agreement are reimbursed according to the Agreement. Employees not covered under the Collective Agreement are reimbursed according to the following rates: Total kilometres driven per fiscal year Rate ($ per km) 0-4,000 km ,001-10,700 km ,701-24,000 km 0.29 More than 24,000 km 0.24 Employees who use a personal vehicle in the performance of their duties must insure the vehicle at their own expense for personal motor vehicle liability. This reimbursement rate is to cover the cost of fuel, depreciation, maintenance and insurance. 4

5 Any traffic or parking infractions are the sole responsibility of the employee and will not be reimbursed by Toronto Central CCAC. Kilometres from an employee s home to a regular assigned work site is not a reimbursable expense. Kilometres from an employee s regular work site to home is not a reimbursable expense. Where an employee, for business-related matters, must travel to a destination which is not their regular assigned work site, the employee shall claim the kilometre difference between the employee s home to the meeting site and the normal distance driven to the employee s regular work site. In order to receive reimbursement for kilometres, the employee must complete the Statement of Travel Expense form stating the date, purpose of the trip, address of point of origin, address of destination and number of claimed kilometres c) Parking Reimbursement is provided for necessary and reasonable expenditures on parking, when driving on Toronto Central CCAC business. Parking costs incurred in the office area as part of a regular commute to work will not be reimbursed except under exceptional circumstances, for instance: Requirement to work outside regular business hours Transport of work-related baggage or parcels is required d) Public Transit Public transportation should be used wherever possible. Public transportation will be reimbursed at the current one ride cash fare rate. e) Taxis The use of taxis should only be considered when other means of economical transportation is not feasible. Taxis may be justified in cases where: group travel by cab is more economical than the total cost of having individuals travel separately by public transit; or taking a taxi allows you to meet an unusually tight schedule for meetings. Taxis may not be used to commute to work or home except where justified under exceptional circumstances and approved by the employees manager, for instance: weather, health or safety conditions indicate it is the best, appropriate option; or 5

6 transport of work-related baggage or parcels is required The use of taxi chits, provided by Office Administration, should be used for all travel by taxi. 5.3 Accommodations When traveling on Toronto Central CCAC business that requires overnight accommodations, all employees will be reimbursed for single accommodation in a standard room, unless the nature of the trip requires otherwise. Toronto Central CCAC will not reimburse for charges such as entertainment, mini-bar, and special facilities charges. The detailed hotel invoice must be attached to the expense report. Private stays with friends or family are acceptable, and a cash payment or gift may be provided to the friends or family: A maximum of $30 per night is allowed for accommodation including any meals with friends or family, in lieu of commercial accommodation. Instead of a receipt, you must submit a written explanation describing the purpose of the trip, identifying the host and the number of days you stayed. In the normal conduct of business, reimbursement for overnight accommodation within Toronto Central CCAC s office area will be neither authorized nor approved. However, in emergency or highly unusual situations exceptions will be considered. For example: 5.4 Meals You are required to remain close to your office for periods long in excess of your standard working hours. Your services are deemed necessary (and approved accordingly) for the purposes of emergency or crisis management. Alcohol cannot be claimed and will not be reimbursed as part of a travel or meal expense. There are no exceptions to this rule. Reasonable and appropriate meal expenses may be reimbursed. You may incur a meal expense when you are travelling on Toronto Central CCAC business. Original, itemized receipts are required and reimbursement must not exceed the actual amount spent. Reimbursement is for restaurant/prepared food only. Reimbursement will not be provided for meals consumed at home or included in the cost of transportation, accommodation, seminars or conferences. 6

7 Meal Rate Guidelines in Canada Meals Rate Guideline breakfast $8.75 lunch $11.25 dinner $20.00 Tax payable on a meal is an allowable expense over and above the meal rate. A gratuity for a meal is an allowable expense over and above the meal rate, but in no case shall gratuity exceed 15%. Reimbursement for meals may not exceed the daily maximum amount of $ Meal Rates outside of Canada We use the federal reimbursement rates for meal expenses outside Canada as set out in the appendices of the Treasury Board of Canada Travel Directive (http://www.njccnm.gc.ca/directive/app_d.php?lang=eng&let=u), April 1, 2008, or successor directive. You can find these documents on the federal government website using their alphabetical listing of policies to look up the Travel Directive. Rates are in the currency identified for each country and include taxes and gratuity. 5.5 Other Types of Travel Expenses a) Personal Care If traveling on business for five consecutive days or more, reimbursement is allowed within reasonable limits for expenses such as: laundry dry cleaning b) Tips/Gratuities You may be reimbursed for reasonable gratuities for porter, hotel room services, and taxis. Keep a record of gratuities paid. Example of reasonable gratuities: 10% on a taxi fare $2 to $4 for housekeeping $2 to $4 per bag for a porter c) Telecommunication Reasonable and necessary telecommunications expenses will be reimbursed including telephone calls (business and personal calls home), internet connections and computer access charges. Wherever possible, you are expected to use the least expensive means of communication. 7

8 d) Travel Outside Canada Toronto Central CCAC may reimburse the cost of appropriate out-of-country medical insurance, the cost of a passport and/or visa and the costs of immunizations and medications if necessary, for international travel. Prior approval must be obtained. 6.0 HOSPITALITY Hospitality is the provision of food, beverage, accommodation, transportation and other amenities at public expense to people who are not engaged in work for Toronto Central CCAC. Functions involving only people who work for Toronto Central CCAC are not considered hospitality functions and cannot be reimbursed. Hospitality may be extended in an economical and consistent manner when: it can facilitate Toronto Central CCAC business; and it is considered desirable as a matter of courtesy or protocol. Examples of hospitality include expenses incurred while engaging with or sponsoring formal events for: client and/or caregivers representatives from other governments the broader public sector national or international visitors who want an understanding of Toronto Central CCAC local community and partners other hospitality events as approved by the Chief Executive Officer, providing they conform to the rules listed in the Broader Public Sector Directive All hospitality expenses must be described in detail (names of the individuals, organization they represent and the business reason for the event) when submitting the expense claim. This requirement applies to all individuals present at the event including Toronto Central CCAC staff. Where two or more staff from the same department are incurring meal expenses, the most senior level employee must pay the bill. Reasonable gratuities (normally between 10% and 15%) will be reimbursed. The purchase of alcoholic beverages will not be reimbursed. 7.0 OTHER TYPES OF EXPENSES 7.1 Catering The provision of food and beverages at in-house business meetings may be a reimbursable expense. Catering may be provided at in-house business meetings that are two hours or longer in duration and that take place during a regular meal time. The original detailed bill must be 8

9 submitted to support the claim for expense and should include the attendees, nature of the meeting and business purpose. 7.2 Business Meals Reimbursement of appropriate and reasonable expenses for business meals is permissible where the business meeting occurs over a normal meal period. Prior approval by a Senior Director is required. The original detailed bill must be submitted to support the claim for expense and should include the attendees, nature of the meeting and business purpose. Business meals attended only by Toronto Central CCAC employees are not a reimbursable expense. 7.3 Staff Recognition and Employee Engagement Events The provision of food, beverage and other related expenses for staff recognition and engagement events are reimbursable expenses provided that they are appropriately modest, are budgeted and have been approved by a Senior Director. Staff recognition must be consistent with the appropriate Human Resources and Organizational Development policies. Meals and refreshments are not reimbursable for social events such as retirements and holiday lunches. 7.4 Off Site Business Meetings Appropriate and reasonable costs (such as catering, venue rentals, A/V) for business meetings that are required to be conducted at off-site locations is permitted with the approval of a Senior Director. 7.5 Honorariums Token gifts of appreciation, to a maximum of $50.00, may be extended to persons who do not work for the Toronto Central CCAC in exchange for services. Gifts must be approved by a Senior Director. 7.6 Education Reimbursements Education reimbursements are permissible in accordance with the Toronto Central CCAC corporate education programs. Employee should refer to the appropriate Education and Development policies for approval and reimbursement guidelines. 9

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