VFCYJ Travel Expense Policy and Procedures

9.1 TRAVEL EXPENSE POLICY AND PROCEDURE DOCUMENTATION

A. Conferences and Seminars - Authorization

Authorization for attendance at all conferences and seminars for which expenses will be claimed is to be obtained in advance in accordance with the following:

1. Committee Member

Approval is to be obtained in advance form the Committee by motion at a regular meeting.

B. Seminars, Conferences and Meetings for which over Twenty-Four Hours absence form Place of Residence will be Required.

1. Per Diem Allowance

Where the absence from place of residence will be in excess of twenty-four hours, an approved per diem allowance will be provided to cover the following:

a. Meals b. Gratuities c. Taxi Fares – excepting extraordinary expenses d. Cleaning Expenses e. Parking Expenses f. Telephone calls but not long distance phone calls

Where the common carrier departs after 12:00 noon or returns before 12:00 noon, one half of the per diem rate shall be paid providing the absence is in excess of one-half day.

Adjustments will be made to the per diem rate only where any meals are included in conference registration fee.

2. Accommodation

Accommodation or lodging expenses will be paid based on single occupancy rates.

3. Transportation

a. Lower Mainland to Hope and Vancouver Island including the Sunshine Coast:

Travel by automobile will be paid in accordance with the current automobile expense reimbursement rate. Travel by bus, train, ferry or air-economy class will be paid for the actual expenses incurred.

b. Travel outside of the Lower Mainland and Vancouver Island:

Travel allowance will be paid on the basis of economy class air fare equivalent plus ground transportation when applicable or current automobile expense reimbursement rate where the overall travel cost will be more economical by automobile.

4. Other Expenses

Registration fees for conferences, conventions, seminars, etc., will be paid for single participation only.

C. Seminars, conferences, and Meetings for which Less than Twenty-Four Hours Absence from Place of Residence will be Required.

Where absence is less than twenty-four hours, actual out-of-pocket expenses, including mileage in accordance with the current automobile expense reimbursement rate will be paid. No per diem will be paid.

The daily maximum limit for meals and gratuities is as established from time to time by the Committee.

Meal expenses to the above maximum level will be paid if departure from place of residence is before:

7:00 am – breakfast 12:00 pm – lunch 6:00 pm – dinner

Expenses to the above maximum levels will be paid if return to place of residence is after:

12:30 pm – lunch 6:00 pm – dinner

Reimbursement will not be made for any meals included in conference registration fees.

D. Receipts

Receipts are required in support of the following types of expenditures:

1. Fares – air, bus, train and ferry
2. Accommodation
3. Miscellaneous: a. Registration fees b. Extraordinary taxi expenses c. Long distance telephone calls d. Parking
4. Per Diem Expenses

Receipts are not required to support those expenditures covered by per diem allowance.

F. Claims Procedure

Claims for travel expenses are to be submitted to the Treasurer of the Committee within thirty days of the period in which the expenses were incurred.

G. Advances

To obtain a travel advance, a written request must be completed and approved by the Treasurer at a regular meeting in advance of the date for which the funds are required.