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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        

=====


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.


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