Home / Policies / Finance / Board Members Travel: FIN 102

Board Members Travel: FIN 102

             BOARD MEMBERS TRAVEL

 

FINANCE: 100

Board Members Travel: FIN 102

Adoption Date: October 25, 1999

Revised: April 2, 2007

 

Scope             

This policy covers approved Board members travel to  meetings/seminars/conferences.

 

Purpose                      

To define the eligibility and limits respecting expenditures incurred by Board members relating to approved travel.

 

Policy Statement        

It is the policy of the Cape Breton-Victoria Regional School Board to recognize that Board members will be required/entitled to travel to meetings/seminars/conferences directly related to the scope of their duties and will be reimbursed for expenses incurred within approved guidelines.  The Board Chair and Vice-Chair shall be the arbiter of any and all requests of individual Board members, subject to final approval of the Board, for supplementary Conference Travel for Provincial or National Association conferences.

Expenditure limits per member are as follows:

a)         There will be an annual Conference Travel Allowance determined by the stipend report in accordance with the Education Act (presently $2,200.00 per Board Member ) .  All conference related expenses will be paid from their account and unused funds are non-transferrable.

b)         An additional $10,000 will be budgeted to cover cases where the allotment per member in (a) is insufficient to cover approved conferences. 

c)         Approved expenditures in accordance with the stipend report are presently subject to the following limitations:

i)          Meal allowance including taxes and gratuities will be as follows:

Per Diem $40.00
Breakfast $8.00
Lunch $12.00
Dinner $20.00
$40.00

Meal expenses in excess of the levels above will be reimbursed if supported by receipts and within the bounds of prudence and probity.

ii)         Airfare and taxi/car rental to and from hotel will be paid. Receipts are required.  Meterage will be paid at the provincial vehicle allowance rate  in accordance with the stipend report (presently 38.85¢ per kilometer) as amended from time to time. Travel outside the province will be the lessor of return air fare or meterage.

iii)         Board members shall be reimbursed the actual and reasonable expenses incurred for commercial accommodations (receipts required).  When seminar/meeting/conference is scheduled to start before 12:00 p.m. the accommodation for the prior night will become a claimable charge.  Hotel parking is deemed to be part of accommodation cost.

  • When seminar/meeting/conference is scheduled to end after 12:00 p.m. the accommodation for that night will become a claimable charge as well.

iv)        Incidental expenses, including but not limited to bridge tolls, parking (other than hotel parking), local taxis, telephone etc. will be reimbursed.  Receipts are required when possible.

v)         Direct billing for meals or hotel accommodations is discouraged.

vi)        Requests for travel advance and travel expense claims are subject to terms outlined in the Procedure-Board Members Travel.

 

Cross Reference

 

Authorization             

This policy has been authorized by the Board under motions number....

 

Responsibility

It is the responsibility of the Director of Finance to ensure that this policy is implemented.

 

Implementation

 

Procedures                            

1)         Board members who require a travel advance must complete a Travel Advance  Request form (attached) at least five days prior to the date required.  Reasonable amounts will be advanced based upon the information provided.

2)         Board members must complete a Statement of Travel Expenses within five days subsequent to the conference/meeting/seminar.

3)         If travel expenditures are to be billed to another department or agency, please note in the purpose section of the claim form.

4)         Amounts owing to the Board/Board member will be paid promptly.

5)         Expenditure code will be assigned by Finance and Accounting staff.

6)         All travel claims are subject to audit.

 

Related Guidelines

School Board Member Stipends Report.       

      

Associated Forms                  

Travel Advance Request (FIN 102a)and Statement of Travel Expense (FIN 102b).

 

Policy Review

This policy will be reviewed by the Director of Finance within three years from the authorization date.

 

Distribution                            

Board Members

All Policy Manual Holders

 

Date Completed                                         

FIN102a

 

     CAPE BRETON-VICTORIA REGIONAL SCHOOL BOARD

    STATEMENT OF TRAVEL EXPENSES

  BOARD MEMBERS

 

Name:                                                                                           

Position:                                                                                                    

Mailing-

Address:                                                                                      

A statement of purpose of the planned trip must be provided outlining the nature of the meeting/

conference/seminar.

Place of Travel:                                                                                                                                            

Dates:                                                                                                                                                          

Total Meterage:                         @ 39.87¢ per k.m.------------------                                                      

Air Fare (Provide Receipts)------------------------------------------------------                                                                                  

Meals: (Maximum $40.00 Per Day-Without Receipts)

     (Actual Cost with Attached Receipts)

     Breakfast:  #           @ $  8.00 =             or           

     Lunch:      #            @ $ 12.00 =             or           

     Dinner:     #             @ $ 20.00 =             or           

     Total:                                                     or                                                                    

Hotel Lodging: (Provide Receipts):------------------------------------------------                                                

Incidental Expenses:------------------------------------------------------------------                                               

TOTAL EXPENDITURES:--------------------------------------------------------                                                 

LESS:  TRAVEL ADVANCE:----------------------------------------------------                                                 

BALANCE:  PAYABLE OR REFUNDABLE-----------------------------------                                            

                             

                                               

For Office Use Only    

 

                                        

Cost Centre # 

I hereby certify that the above expenses are correct and just in all respects and that the whole expenditure was incurred on Board business.

 

_____________________

General Ledger # 

 

 

________________________________________________

SIGNATURE

 

____________________

Amount

 

                                  

Certified Correct By      

 

________________________________________________

APPROVED

Director of Finance

DATE COMPLETED                                               

                                                                      FIN 102b

 

CAPE BRETON-VICTORIA REGIONAL SCHOOL BOARD       

TRAVEL ADVANCE REQUEST

Board Members

 

NAME:                                                                                                           

POSITION:                                                                                                     

ADDRESS:                                                                                          

A statement of purpose of planned trip must be provided outlining the nature of the meeting/

conference/seminar.

PLACE OF TRAVEL:                                                                                                                 

DATES:                                                                                                                                    

NUMBER OF DAYS:                                                                                                                

NUMBER OF NIGHTS:                                                                                                             

AMOUNT OF ADVANCE:                                                                                                        

 

                                                                                                                                           

APPROVED-- Superintendent                    SIGNATURE--Director of Finance

 

EXPENDITURE CODE

NOTE:      

1.    REQUEST FOR ADVANCE MUST BE RECEIVED BY FINANCE NO LESS THAN FIVE WORKING DAYS PRIOR TO DATE REQUIRED.

2.    A STATEMENT OF TRAVELLING EXPENSES WILL BE REQUIRED WITHIN FIVE DAYS OF RETURN FROM TRIP.


See also
Prepare to print