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Staff Travel: FIN 118

STAFF TRAVEL

FINANCE: 100

Staff Travel: FIN 118

Adoption Date: October 25, 1999

Revised: January 26, 2009

Scope

This policy covers approved staff travel to meetings/seminars/conferences approved by appropriate supervisors within budgetary authority.

Purpose

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

Policy Statement

It is recognized that staff will be required/entitled to travel to meetings/seminars/conferences directly related to the scope of their duties and will be entitled to reimbursement of expenses incurred. Staff travel must be approved by the respective Director. Reimbursement of allowable expenditures will not exceed rates and budgetary allotments approved by the Board and are subject to any limiting statutory authority.

Out of Atlantic Provinces Travel

It is recognized that staff will be required to attend out of Atlantic Provinces conferences directly related to the scope of their duties. The request must be supported by the respective Director and must be within budgetary allotments before being submitted to the Superintendent for final approval.

Expenditure limits are as follows:

a) Approved expenditures are subject to the following limitations:

i Meal allowance will be as follows:

Breakfast $ 8.00

Lunch 12.00

Dinner 20.00

$40.00

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Policy Statement: (Cont)

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. Travel outside the province will be the lessor of return air fare or meterage.

iii Staff 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 a 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         An allocation of $25.00 will be paid for each overnight stay to cover incidental expenses, i.e. bridge tolls, parking (other than hotel parking), local taxis, telephone etc. An allocation of $15.00 will be paid for those who travel for the day only.

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-Staff 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 and administrative procedures are implemented.

Implementation

The Supervisor of Accounts Payable will implement the policy and administrative procedures.

Procedures

1) Staff who require a travel advance must submit 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) Staff 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 forms.

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

5) Expenditure code will be assigned by Finance Department staff.

6) All claims are subject to audit.

Associated Forms

Travel Advance Request (FIN 118a)

Statement of Travel Expense (FIN 118b)

Policy Review

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

Distribution

Board Members

All Policy Manual Holders

FIN 118a

Date Completed

CAPE BRETON-VICTORIA REGIONAL SCHOOL BOARD

STATEMENT OF TRAVEL EXPENSES

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: @ .4051¢ per k.m ____

Air Fare (Provide Receipts) ___

Meals: (Maximum $40.00 Per Day):

Breakfast: # @ $8.00 =

Lunch: # @ $l2.00 =

Dinner: # @ $20.00=

Total:

Hotel Lodging: (Provide Receipts):

Incidental Expenses: (i.e. Bridge Tolls, Parking,

Local Taxis, Telephone etc. ($25.00 per overnight stay

and $15.00 per day trip)

TOTAL EXPENDITURES:....................................................................

LESS: TRAVEL ADVANCE:..............................................................

BALANCE: PAYABLE OR REFUNDABLE........................................

================================================================================

For Office Use Only I hereby certify that the above

expenses are correct and just in

all respects and that the whole

Cost Centre # expenditure was incurred on Board business

General Ledger #

SIGNATURE

Amount

Certified Correct By APPROVED

FIN 118b

DATE COMPLETED

CAPE BRETON-VICTORIA REGIONAL SCHOOL BOARD

TRAVEL ADVANCE REQUEST

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: ___

_______

SIGNATURE APPROVED

Superintendent 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