WESTERN QUÉBEC SCHOOL BOARD POLICY STATEMENT

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Policy No. D-1

WESTERN QUÉBEC SCHOOL BOARD

POLICY STATEMENT

Title: Reimbursement of Expenses

Approval Date: March 26th_{, 2001 Res. No.: C-00/01-210}

Revision Date: Origin: Finance Committee 1. OBJECTIVE

To provide a framework for the reimbursement of expenses incurred by commissioners and board employees while carrying out duties on behalf of the board.

2. DEFINITIONS

Finance year: from July 1 of one year to June 30 of the following year.

Travel: a trip where transportation and/or accommodation

and/or meal expenses must be incurred.

Employee: a person whose main and regular employment is with

the School Board.

Employer: The Western Québec School Board (School Board)

Claimant: All persons having the right to claim travel expenses Immediate

Supervisor: person representing the employer and being the first supervising authority to the employee

3. POLICY

School board employees and commissioners shall be reimbursed for reasonable expenses incurred while carrying out their duties on behalf of the board. Reimbursement of expenses shall be governed by regulations

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which shall be prepared by the Finance Committee for annual approval by the

D-1

WESTERN QUEBEC SCHOOL BOARD

REGULATIONS ON TRAVEL EXPENSES

Approval Date: March 26th_{, 2001 Res. No. C-00/01-203}

Revision Date: February 24, 2009 Origin: Finance Committee

Resolution # C-08/09-190 1. OBJECTIVE

According to Board policy employees are reimbursed for expenses incurred while carrying out their duties representing the School Board as stipulated in these regulations.

These regulations include provisions for the reimbursement of reasonable duty related expenses and are not to be considered as revenue or a salary.

2. APPLICATION

These regulations apply to everyone who has a right to claim travelling expenses from the School Board.

DEFINITION OF TERMS

FINANCIAL YEAR: From July 1 of one year to June 30 of the following

year.

BUSINESS INSURANCE: Insurance covering material damages to a private

vehicle while it is being used for work purposes.

TRAVEL: A trip where transportation and/or

accommodation and/or meal expenses must be incurred.

EMPLOYEE: A person whose main and regular employment is

with the School Board.

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CLAIMANT: All persons having the right to claim travel

expenses.

IMMEDIATE SUPERVISOR: Person representing the employer and being the

first supervising authority to the employee.

3. TRAVELEXPENSES

Normally the School Board does not require private automobiles to be used. The criteria for the choice between a private car and a rented car are listed below:

CRITERIA FOR THE CHOICE BETWEEN A PRIVATE CAR AND A RENTED CAR.

DISTANCE PERSONAL CAR RENTAL

1 DAY

2 DAYS

3 DAYS

The allowance for the use of a private vehicle shall be $0.47 per kilometer. Should employees decide to travel in one vehicle; the board will reimburse $ 0.51 per kilometer.

Travel allowance shall be calculated on the difference between the round trip distance from the employee’s home to his/her place(s) of business on a particular day and the round trip distance from the employee’s home and his/her regular place of work. (For all non-school based personnel, the regular place of work would be the board office in Aylmer).

A minimum amount of $2.00 is allowed for each trip of less than seven (7) kilometers (round trip).

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The use of intermediate size vehicles (or larger when justified) is encouraged. For trips of any other duration or distance the less expensive mode of

transportation must be used.

In the event that a rental car is not available, the employee will be reimbursed the cost of a rental ($53.00/day) plus gas for the use of their personal vehicle.

Prior authorization is necessary for travel by other means than private or rental vehicle and will be reimbursed upon presentation of written proof.

All parking and tollgate expenses related to travelling will be reimbursed upon presentation of written proof.

When an employee incurs additional costs for excessive business travel i.e., over 20 000 km personal/business combined; the employee can request reimbursement for the cost of additional business insurance premium upon presentation of written proof.

4. MEAL

EXPENSES

During authorized travels over 50 kilometers, meals are reimbursed as below:

Departure before 7:30 a.m. Breakfast will be reimbursed

Departure before 11:30 a.m. Lunch will be reimbursed

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5. HOTEL

EXPENSES

When claimants need accommodations outside their home while carrying out their duties their choice of accommodations must, when possible, be chosen in the “hotel preferential rates.” Upon presentation of written proof reimbursement will be made for true, reasonable expenses incurred.

Personal expenses such as laundry, cleaning, are not reimbursed by the school board.

Long distance business telephone calls made on behalf of Western Québec will be reimbursed upon presentation of written proof.

Upon presentation of written proof, claimants who must be away from their home for more than 24 hours will be reimbursed personal long distance telephone calls up to a maximum of $5.00 per 24 hour period.

The school board may compensate employees for private

accommodations up to a maximum of $25 allowance per night.

6.

REIMBURSEMENT

Travel costs will be reimbursed upon presentation of written proof except for allocations for the use of personal cars. All expenses provided for in these regulations will be presented on form “Travel Claim of Expenses” duly completed in accordance with the procedures printed on the expense report and will be reimbursed according to the schedule provided for in the School Board policy.

Moreover, expense reports must be handed in no later than the fifth working day after each month.

7. AUTHORIZATIONS

The immediate supervisors will authorize employee’s expense.

Expenses incurred by any other person not mentioned above and who have a right to claim trip or travelling expenses on behalf of the School Board are authorized by the director of finance.

The immediate supervisor concerned will examine any exception to these regulations.

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These regulations come into effect on April 24, 2007, and replace all regulations, instructions, memos and circulars in effect before that date.

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CAR RENTAL

8.

 Reserve a car by calling directly the nearest “ENTERPRISE RENT-A-CAR”. (See Page 10) specifying the following details.

 Purchase order number

 The user’s driving permit

 The place and time where they will pick you up.

 The place and time where the vehicle will be returned. They will return you to your residence or place of work.

 Enterprise Rent-a-Car business hours are from 7:30 A.M. to 6:00 P.M.

 When taking possession of the vehicle, you will need to show your driver’s permit, identification card or a credit card. The keys and a copy of the rental contract will be given to you.

 It is important to keep this copy in the car during the rental period.

 Possibility of vehicle pick-up between 5:00-6:00 P.M. the night before the activity and delivery to ENTERPRISE RENT-A-CAR can be extended at the latest 8:00 A.M. the following morning after the activity.

 Before returning the vehicle, you MUST fill-up. For reimbursement expenses, you must complete the “Travel Claim” form (Annex B) and enclose the justifiable receipts and the rental contract copy.

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ENTERPRISE RENT-A-CAR

EASTERN & NORTHERN ONTARIO LOCATIONS

7:30 A.M. – 6:00 P.M. OTTAWA EAST:

Gloucester 1235 Donald Street, Unit #8 613-742-6433

Orleans 116-1455 Youville Drive 613-841-5110

OTTAWA WEST:

Nepean 200-1916 Merivale Road 613-228-8206

West 910 Clyde Avenue 613-596-2255

Bells Corners 155 Robertson Road 613-596-2255

OTTAWA SOUTH:

South 18-1800 Bank Street 613-247-0220

OTTAWA DOWNTOWN:

Downtown 496 Bronson Avenue 613-566-3277

HULL / GATINEAU:

Hull 725 Carriere Boulevard 819-777-8081

Gatineau 814 Maloney Boulevard West 819-243-3935

HAWKESBURY / CORNWALL:

Hawkesbury 170 Main Street West 613-632-0045

Cornwall 702 Rosemont Avenue 613-933-7711

KINGSTON / BELLEVILLE / GANANOQUE / BROCKVILLE:

Kingston 1-687 Gardiners Road 613-389-8969

Belleville 45 Station Street 613-967-2004

Brockville 25 Eleanor Street 613-342-9474

NORTH EASTERN ONTARIO:

Sudbury 952 Kingsway 705-675-3227

North Bay 294 Main Street East 705-476-3227

Timmins 446 Algonquin Blvd. 705-264-3227

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NORTHERN AREA

CAR RENTAL

9.

 Reserve a car by calling:

 National Tilden Val d’Or (819) 824-4051

 National Tilden Noranda (819) 797-4433

 Airport Downtown (819) 797-4400 or 1-800-367-4747

 Specifying the following details:

 Purchase Order Number

 The user’s driving permit

 The place and time where the vehicle will be picked-up

 The place and time where the vehicle will be delivered

 When taking possession of the vehicle, you will need to show and identification car or a credit car. The keys and a copy of the rental contract will be given to you.

 It is important to keep this copy in the car during the rental period.

 The rental period is for 24 hours after pick-up time. Any further time will be invoiced as an additional day rental.

 Before returning the vehicle, you MUST fill-up. For reimbursement expenses, you must complete the “Travel Claim” form (Annex B) and enclose the justifiable receipts and the rental contract copy.