If the person wishes to stay on after a meeting, the claim form should be completed specifying the time when the person could reasonably have returned, and claims may only be made in respect of that time. [...] Time For attendance at meetings or conference calls as representative of the Association: • The actual meeting time during which the person was in attendance is used for the calculation. [...] • When serving as an Association representative, the per diem is payable only for attendance at meetings of the executive or committee, and for other events at which the executive wishes to have a presence. [...] If a vehicle is rented solely for the purpose of attendance of a meeting for which the expense is being claimed, the vehicle rental charge and cost of gas, as evidenced by receipts, will be reimbursed. [...] If returning home late in the evening, and the time of return home is later than midnight, claim can be made for breakfast for the next day.
Authors
- Pages
- 2
- Published in
- Canada
Table of Contents
- FINANCIAL AND OPERATIONAL POLICY APPENDIX 4.1A 1
- Policy Title 4.1A Guidelines for Completing Expense Claims 1
- Section 4.0 Other 1
- Last Approved April 2024 1
- GUIDELINES 1
- Time 1
- For attendance at meetings or conference calls as representative of the Association 1
- The actual meeting time during which the person was in attendance is used for the calculation. 1
- Meetings shall be claimed in 30 minutes increments and a minimum of 1 hour to be claimed. 1
- Calculation of per diem 1
- Between 0 to 1 hour for a single meeting time 0.25 of per diem rate 1
- Between 1 to 4 hours for a single meeting time in one day at 0.5 of per diem rate 1
- Between 4 to 8 hours for a single meeting time in one day at 1.0 of per diem rate 1
- More than 8 hours and up to 12 hours for a single meeting in one day at 1.5 of per diem rate 1
- More than 12 hours of a single meeting in one day at 2.0 of per diem rate 1
- Travel 1
- If a vehicle is rented solely for the purpose of attendance of a meeting for which the expense is being claimed the vehicle rental charge and cost of gas as evidenced by receipts will be reimbursed. 1
- Other travel expenses for airfare bus train taxi or other transportation methods will be reimbursed based on receipts. 1
- FINANCIAL AND OPERATIONAL POLICY APPENDIX 4.1A 2
- Lodging 2
- Meals 2
- Claims for meals may be made as follows 2
- Breakfast 2
- Lunch 2
- If the time of departure is earlier than 1130AM or the time of return home is later than 1230PM. 2
- Supper 2
- If the time of departure is earlier than 530PM or the time of return home is later than 630PM. 2
- Claims cannot be made for meals if 2
- Miscellaneous 2
- Other expenses necessarily incurred in a reasonable amount as the representative of the Association supported by receipts will be reimbursed. 2
- Incidentals for which a receipt is not provided such as tips and parking at meters actually expended to a maximum of the specified amount per day. 2
- Expense Claim Submission 2
- Claims and any required receipts shall be submitted using the appropriate form provided by the Association within 60 days from the date that expenses were incurred. 2
