Kuchta, Betty Signature 20/04/2011 Date

Policy and Procedure Manual Section: Financial Accountability and Management Subject: Accommodation/Travel/Registration Expenses CP.FAM.01.0002 Page 1 of 7 Effective Date: 21/04/2011 Date of Origin: 09/03/2011 Version Number: 4 Next Review: 21/04/2012 Frequency: Annually Cross Reference: CP.FAM.01.013 Corporate Credit Cards; CP.FAM.01.0006 Mileage Reimbursement; Board Policy II-8 CEO Expense Reimbursement and Travel Policy; Board Policy V-B-10 Reimbursement of Director Expenses Policy; Chief Executive Officer Approval: Kuchta, Betty Signature 20/04/2011 Date Printed copies are for reference only. Please refer to the electronic copy for the latest version. RATIONALE: To establish expense rules for the cost and reimbursement of registration, accommodations, meals, and travel for all approved out-of-town meetings or education events and to establish protocols for making necessary arrangements for such meetings or events. SCOPE: This policy applies to all Board members and ESC CCAC employees, including bargaining unit employees for situations not covered by the provisions of an applicable collective agreement. POLICY: The Erie St. Clair Community Care Access Centre (ESC CCAC) strives for continuous improvement and supports educational opportunities and meeting attendance that promotes improved quality in the governance, administration and/or delivery of health care. Accordingly, costs relating to authorized attendance at such educational events and meetings will be paid for or reimbursed by the ESC CCAC. This policy sets out the approval authority and establishes allowable expenses for attendances at such educational events and meetings. Under this policy the ESC CCAC will ensure that travel to events is cost effective, safe, reasonable and environmentally-friendly, and that, when possible, alternatives for attendance at events will be considered such as teleconferencing, videoconferencing, Live Meeting, and webcast. Clear and consistent expense rules, as outlined in this policy, reinforce fiscal responsibility and accountability for necessary operational spending. CP.FAM.01.0002 Accommodation/Travel/Registration Expenses 1

RESPONSIBILITIES: Each request to attend an out-of-town educational event or meeting must be authorized by the employee s immediate supervisor and a Senior Director. In the case of a Senior Director, the authorizer is the CEO. In the case of the CEO, the authorizer is the Board Chair. In the case of Board Members, the authorizer is the CEO consistent with a Boardapproved work plan or otherwise by the Board. In the absence of authorization to attend the educational event or meeting no reimbursements related to the attendance at the educational event or meeting are allowable. In addition, for reimbursement, the actual expenses once submitted must be approved as set out in this policy. Administrative Assistants will complete registration requirements, including payment of registration fees, if any, and will make necessary arrangements for travel (train or plane) and accommodation for each department or individuals as follows: a) Executive Assistant, Corporate Coordinator to the CEO: i) Office of the Chief Executive Officer (CEO) ii) Board Members iii) Communications Department iv) Partnership Development and Strategic Planning Department v) All staff attending the OACCAC Annual Conference b) The Administrative Assistant for Client Services: i) Client Services Department (managers and Ontario Nurses Association [ONA] members) ii) Quality and Performance Management Department iii) Health Information Management staff c) The Administrative Assistant for Corporate Services: i) Corporate Services Department ii) Payroll Department iii) Finance Department, including Facilities iv) Information Technology/Information Systems (IT/IS) Department v) Decision Support staff vi) Support Services (managers and Canadian Union of Public Employees [CUPE] members) d) The Administrative Assistant for Project Management, Human Resources and Organizational Development: i) Human Resources Department ii) Education Department iii) Project Management Office iv) Aging at Home staff e) Client Services Team Assistant/Support Staff (CUPE position): i) For any staff member attending a meeting or education event that does not require pre-arranged travel, accommodation, registration fee, or any other such expense. Individuals are required to submit the ESC CCAC Expense Form for reimbursement of outof-pocket expenses relating to the event to their immediate supervisor for approval immediately following the event. Supervisors/approvers will submit approved claims and applicable receipts to the Finance Department in a timely manner. Board Members will submit their claims and applicable receipts to the Finance Department in a timely manner. The Director of Finance will ensure that required approvals are in place prior to reimbursement. The Finance Department will process approved claims in a timely manner to ensure prompt payment. CP.FAM.01.0002 Accommodation/Travel/Registration Expenses 2

The ESC CCAC will provide corporate credit cards to designated staff in order to secure or pre-pay all travel costs where possible. See Policy and Procedure Corporate Credit Cards. The ESC CCAC will maintain a corporate account with VIA Rail for all train travel and will negotiate a reasonable and fair rate for air travel. Air and train travel is permitted when it is the most practical and economical way to travel. Train travel will be encouraged as a safe and environmentally-friendly way to travel. When personal vehicles are used for travel, car pooling is not required. While individuals are travelling to attend an event or attending an event, the ESC CCAC assumes no financial responsibility for loss of items, physical damage to personal items, parking and traffic violations, or theft or damage to personal vehicle. OUTCOMES/EVALUATION: Expense rules consistent with Broader Public Sector Accountability Act, 2010. Approved educational opportunities meet goal of promoting improved quality in the governance, administration and/or delivery of health care. Funds spent on travel, accommodation and registration support educational goals. Regular internal audit to ensure requisite approvals in place, reconciliation has taken place, and payment has been timely. PROCEDURES: A. Eligible Expenses 1. Kilometre Reimbursement Rates for Personal Vehicle Use: Reimbursed consistent with the ESC CCAC Policy and Procedure Mileage Reimbursement. 2. Overnight Accommodation: Actual hotel costs for a standard double room at the event or meeting hotel is an allowable expense. If the event or meeting is not at a hotel with available rooms or a room is booked at an alternate hotel, hotel costs shall not exceed $200.00 per night. Individuals are not required to share a room. Receipts are required. 3. Private stays: A nominal payment not to exceed $30.00 can be claimed for overnight accommodation provided by a friend or family member, in lieu of an accommodation claim for a hotel. 4. Meal Expenses: Meal expenses may be reimbursed as follows: i. Breakfast not to exceed $10.00 ii. Lunch not to exceed $15.00 iii. Dinner not to exceed $20.00 Notes: Individuals cannot claim for the cost of any meal if provided at the event or meeting When in Toronto or Ottawa, the meal expense allowance is increased by $5.00 for each of breakfast, lunch and dinner. Individuals are permitted to submit a claim which exceeds the maximum amount for a meal provided the total claim for any one day does not exceed $45.00 and when in Toronto or Ottawa, does not exceed $60.00 for any one day. A gratuity for a meal or meals is an allowable expense over and above the cost of the meal, but in no case shall the gratuity exceed 15%. Tax payable on a meal is an allowable expense over and above the meal allowance. Receipts are required. CP.FAM.01.0002 Accommodation/Travel/Registration Expenses 3

5. Taxi: Reasonable and necessary travel by taxi for attendance at the event or meeting such as between the train station or airport and hotel or event is an allowable expense. Taxi service between a hotel and event, if your personal vehicle is parked, is acceptable. Receipts are required for fares exceeding $20.00. 6. Public Transportation: Use of buses, streetcars, or subways to travel between locations for attendance at the event or meeting such as between the train station or airport and hotel or event is an allowable expense. Public transportation is encouraged as an environmentally-friendly and cost-effective alternative to a taxi, when it is considered by the individual as a safe alternative. Receipts are not required. 7. Parking: Parking cost will be reimbursed; receipts are required (parking at hotel may be included on hotel receipt). Valet parking is considered an allowable parking expense as a safety measure. Gratuities for parking will not be reimbursed. 8. Phone Calls: Telephone calls for safety and security to allow for the individual to report in to significant others, family or work as to safe arrival and departure in an amount not to exceed $10.00, and providing the event extends for more than 3 days, in an amount not to exceed $15.00; cost will be indicated on hotel receipt. ESC CCAC issued cell phones or Blackberry smartphones should be used by individuals where applicable. 9. Transportation: Costs for commercial air, rail, or car rental must be within the going rate and market value and ideally will be based on lower corporate account or negotiated rates. Tickets should be purchased in advance by the appropriate Administrative Assistant with maximum costs as set or approved by the CEO or the Senior Director, Corporate Services. 10. VIA Rail: If travelling by train, the lowest fare ticket practicable is to be purchased. VIA Business Class is acceptable, to facilitate working while travelling and while waiting for departure. When travelling by Business Class, the individual will not be reimbursed for a meal claim for the period in which they were on the train (for example, if traveling on an evening train, dinner is provided as part of the ticket price and therefore no separate dinner meal can be claimed). 11. Registration Fees: These fees should where practicable be paid in advance. 12. Alcohol: The cost of alcoholic beverages will not be reimbursed. B. Request Procedure 1. A request to attend an event, including one located in the Erie St. Clair region will first be made to the individual s immediate supervisor for discussion of the benefits, costs, and work coverage during the individual s absence and approval. Consideration is to be given to alternate ways of participation including teleconferencing, video-conferencing, live meeting and webcast. Final approval must come from a Senior Director or the CEO. 2. Once a request is approved: a) The supervisor will email the request to the appropriate Administrative Assistant, as listed above, and cc the respective Senior Director or CEO to confirm approval of the request and to begin processing the request. b) The Administrative Assistant will ensure that the appropriate Senior Director or CEO was copied before processing the request. If the Senior Director was not copied, the email will be returned requesting approval. c) The individual attending the event and his/her supervisor will ensure all necessary information (registration forms, travel required, dates, location, length of stay, CP.FAM.01.0002 Accommodation/Travel/Registration Expenses 4

etc.,) is forwarded to the Administrative Assistant so that complete arrangements can be made efficiently. d) Once all the travel arrangements are made and registration is complete, the Administrative Assistant will forward an email with completed information (hotel accommodations, confirmation numbers, copy of registration forms, train ticket, etc.), to the individual attending the event and cc the supervisor as confirmation that arrangements have been completed. e) Where possible the Administrative Assistant will secure or pre-pay costs related to the travel or registration using a corporate credit card. Where arrangements require a cheque they will submit a copy of the invoice to the Finance Department for payment and follow-up. f) If there are no registration fees, train travel or accommodation required, the Client Services Team Assistant/Support Staff, located at each site, may complete the registration requirements working with the supervisor with confirmation to the staff member. (Please note this type of request will require the same approval as stated above in item #1). 3. An individual may elect to arrange his/her own travel and/or accommodation, for out-ofregion events providing the following is understood: a) Approval is still required from the appropriate supervisor and Senior Director/CEO. b) Administrative Assistant must be notified so that processes, restrictions, risks and cost maximums can be reviewed with the individual to avoid concerns at a later date related to non-allowable expenses and reimbursements. c) The individual will be responsible for securing and paying for all out-of-pocket costs and will submit all receipts to their immediate supervisor for approval using the appropriate expense report form located on the intranet. d) Once approved, the supervisor will submit the claim to the Finance Department for reimbursement. Payment will be made in the regular rotation of cheque issuance. e) Consideration must be made for train depots and hotel locations where there are additional costs related to taxi services. Location should be reasonable and/or defensible (for example, savings from hotel rate compensates for taxi cost). f) Accommodation rates, obtained using web-based reservations or call centres, are equal to or lower than the maximum approved pricing level. g) Individuals who choose to book hotel rooms/travel arrangements directly with online discounters (i.e., Priceline.com, Hotwire.com, etc.) recognize that the exact location, room, and hotel cannot be chosen and once a bid is accepted cancellations are not accepted and changes cannot be made. h) Individuals are encouraged not to make arrangements with online discounters where cancellations are not accepted if there is a significant chance that their travel plans will change. i) It will be at the discretion of the ESC CCAC to reimburse costs related to travel and/or accommodations for individuals who made arrangements with online discounters but did not attend the event. j) No expenses will be reimbursed to any employee who did not have pre-approval to attend an event, or pre-approval for the means of travel and accommodation. 4. Receipts for allowable expenses such as travel, accommodation, and registration that were prepaid using a corporate credit card should be submitted to the Administrative Assistant, Corporate Services within seven (7) days of receipt for timely reconciliation of credit card statements. 5. Individuals requiring reimbursement related to out-of-pocket travel costs should submit the claim to their supervisor for approval as follows: CP.FAM.01.0002 Accommodation/Travel/Registration Expenses 5

a) Individuals may add the cost to their monthly mileage claim, where the additional travel costs were minimal (these claims are to be submitted at the end of each month); or where costs are substantial (excessive km s, hotel costs, meals, etc.) submit a separate claim [using an Expense Report] immediately following the event. b) Receipts are required as set out in the Eligible Expenses section; required receipts should be attached to the claim for reimbursement. A short written explanation will be required for claims without a receipt. It will be at the discretion of the ESC CCAC to reimburse expenses not supported by a receipt. 6. When an individual is not able to attend an event where travel, accommodation and registration has been pre-paid or pre-arranged, the individual is to notify without delay his/her supervisor and the staff who made the arrangements to ensure cancellations are carried out and no unnecessary costs are incurred. 7. When required travel is a distance of more than 200 km (e.g., Toronto), individuals are strongly encouraged to travel by train for safer travel especially during unexpected or inclement weather and during the period from October 15 through to April 30. C. Other 1. An event for the purpose of this policy is an educational opportunity or meeting and includes but is not limited to the following: continuing education program conference seminar workshop course information fair similar such event with education as the prime goal 2. The following are non-reimbursable Expenses Expenses of a personal nature will not be reimbursed. Such expenses include but are not limited to costs related to: entertainment (video rentals, mini bar, etc) personal items massage and/or aesthetics traffic or parking violations social events other than those that are included in the educational event alcoholic drinks 3. Contractors and Consultants - Expenses incurred by or for any contractor or consultant will not be reimbursed. 4. Travel does not include commuting between a residence and/or CCAC office headquarters, except by a Board Member. 5. Receipts receipts must be submitted with all claims unless otherwise stated in this policy. Credit card statements by themselves are insufficient to support a claim for reimbursement; these must be accompanied by an explanation as to absence of receipt. All claims without a required receipt must be approved by Senior Director of the department or the Chief Executive Officer. CP.FAM.01.0002 Accommodation/Travel/Registration Expenses 6

RELEVANT DOCUMENTATION: ESC CCAC Expense Report (HR intranet tab>> HR Forms >>Expense Form v9) REFERENCE/SOURCE: 1. Broader Public Sector Accountability Act, 2010 http://www.ontla.on.ca/bills/billsfiles/39_parliament/session2/b122.pdf 2. Broader Public Sector Expenses Directive issued by Management Board of Cabinet effective April 1, 2011. CP.FAM.01.0002 Accommodation/Travel/Registration Expenses 7