PAR-BC Expense Statement
Preamble
PAR-BC does not assume responsibility for any costs associated with or incurred by non-PAR-BC members. The Director of Finance is responsible for the management of PAR-BC's finances and reserves the rights to review all expense claims.
Purpose
The purpose of this Policy is to establish the terms under which reimbursements may be made by Board Members, PAR-BC staff and others* for reasonable out-of-pocket expenditures while on PAR-BC Business. Expense statements must be accompanied by original receipts. *Others include Official Observers and PAR-BC Members. Any reimbursements not following the guidelines will NOT be reimbursed.
Form
Purpose of expenses to be reimbursed must relate to approved PAR-BC business (i.e. attending committee meetings, site visits, social events etc.)
Per Diem of $20 can be claimed for non-reciepted expenses effective July 1, 2003
Representatives may be reimbursed for the cost of meals and out-of-pocket expenses either by submitting reciepts for the actual costs or by claiming the per diem of $20.
In the event a per diem is claimed, no reciepts are required, but expenses must be listed in details. Where a per diem is claimed no additional amount may be claimed for the same expenses. Per diems may be approved at the discretion of the Exective Director and/or the Director of Finance.
Description of the expenses incurred by the claimant (i.e. Cab to YVR, Ferry to Victoria, etc.)
Accomodation will not exceed reasonable costs for the circumstances (i.e. the rate of a single standard room)
Hotel accomodation: PAR-BC will not be responsible for additional room service charges
Private accomodation (i.e. staying with friends or family): $50 for the first night and $30 for subsequent nights for provision of some form of "thank you" to the host.
Transportation must be the most direct and economic option, with due consideration to effective use of the traveler's time. Luxury modes of travel, such as first class airfare or luxury model car rentals, are not reimbursable expenses.
Representatives are responsible for making their own travel arrangements
Representatives who travel by air outside of the province are required to travel economy class and to book the lowest fare category available; generally non-refundable. If possible, stay a Saturday night to further cost savings. Claimants are urged to purchase cancellation insurance if it is not a feature of their credit card.
Representatives are NOT required to fly on discount airlines, or the 'red eye'. Any deviation from the advanced booking, Saturday night stay policy must recieve prior approval
Representatives who are traveling by air within the province who are able to complete their business in one day are encouraged to do so. This policy does not preclude a representative from staying over-night should that option better meet his/her schedule.
Mileage will be reimbursed at $.50/km. This inclused the cost of gas.
At no time will mileage claims be reimbursed which exceed the cost of return air fare. Car rental is permitted. Prior approval must be obtained.
Parking will be reimbursed with reciept. Metered parking (without reciepts) will be reimbursed with provision of time, date and location details.
Meals are reimbursable up to a maximum of $75 per day. If meals are otherwise provided (i.e. as part of a conference registration fee) this expense is not reimbursable.
Receipts must accompany the claim. Beverage charges are considered part of the daily meal allowance. Exemptions to the $75/day maximum will be made when a representative is hosting business guest(s). The reason for the "over run" must clearly be identified on the expense claim.
Committee Meals have a maximum of $25/person; for Skype/independent attendees, meal budget is also $25
Miscellaneous included phone charges, internet access charges, while travelling on PAR-BC business
Original documentation must be provided to substantiate expense claims. Travel agency invoices, cancelled cheques, credit card statements, or "paid" invoices, photocopies and carbon copies are not acceptable. The following are the only exceptions to this requirement: metered parking, and pay-by-phone.
Address should be a permanent mailing address. Payments will be mailed to the address as indicated on the Expense Statement.
Claims should be submitted within thirty (30) working days of the expense being incurred.
