Expenses

 

Statement of Policy

This policy describes the regulations governing the compensation for expenses related to meals, travel and hospitality which are incurred on behalf of the Peel District school board.

Policy #79 - Expenses, is aligned with and supports the principles and expectations of the Board Human Rights Policy #51 and Equity and Inclusive Education Policy #54.

 

Guiding Principles

The Peel District School Board is committed to protecting the interests of taxpayers by ensuring transparency and accountability.

Eligible expenses incurred during the course of the business of the board will be reimbursed.

Eligible expenses must support the goals and objectives of the board.

Expenses for travel, meals, accommodation and hospitality must be planned to ensure that they are economical with due regard for health and safety.

The regulations in this policy apply to any person in the organization making an expense claim including:

• Trustees;

• Employees;

• Consultants and contractors engaged by the organization, providing consulting or other services whose expenses are pre-authorized by contract.

 

Regulations

Approval Levels

Requests for reimbursement of allowable expenses must be approved as follows:

Individual Incurring Expense	Required Approval
School staff	Principal
Principal	Superintendent of Education
Non-school staff	Department manager
Department manager	Superintendent/Controller
Support Services Superintendent/Controller	Associate Director
Superintendents of Education	Coordinating Superintendent
Associate Director	Director of Education
Trustees	Director of Education
Director of Education	Chair of Board

Hospitality

For the purpose of this policy, hospitality is defined as the provision of food, beverage, accommodation, transportation and other amenities paid out of board funds to entertain people who do not work for the board.

Hospitality may be extended in an economical and consistent manner when:

• it can facilitate board business; and

• it is considered desirable as a matter of courtesy or protocol.

 

Meals

Individuals who are required to attend work-related events or meetings that involve a meal purchase may be reimbursed provided that appropriate documentation is provided.

Detailed original invoices must be submitted for all meal expenses. The following information must be included with the receipt:

• The purpose of the meeting;

• The names of the guests or;

• If the group includes seven or more people, the number of guests and the name of the group.

If more than one person is present, the staff member with the highest level of authority must submit the claim for approval.

 

Travel

Individuals who are required to travel to other locations to carry out board-related business will be reimbursed for their expenses provided that appropriate documentation is submitted.

For travel using the individual’s personal vehicle, a per/kilometre travel claim must be submitted in accordance with Policy #40. Associated additional travel expenses, such as parking fees will be reimbursed provided that original receipts are submitted.

Expenses for travel from an individual’s home to his/her normal place of work will not be reimbursed.

For travel requiring alternate forms of transportation and/or overnight accommodation, the following pre-approved expenses are eligible for reimbursement provided that the appropriate documentation is submitted:

• Transportation costs including air fare, train fare – economy(coach) class;

• Kilometre charge to and from terminal;

• Taxi fare;

• Accommodation charges (room only).

 

Miscellaneous Expenses

The following miscellaneous expenses may also be eligible for reimbursement:

• Small tokens of appreciation for staff members in recognition of special efforts in support of the school or central office department;

• Bereavement recognition on behalf of the school or central office department.

 

Record Keeping

Records and receipts related to travel, meal and hospitality expenses are considered to be financial records and, therefore, must be maintained for seven (7) years.

 

Ineligible Expenses

Expenses which are ineligible for reimbursement include, but are not limited to:

• Alcoholic beverages;

• Personal expenses that demonstrate no relation to the business of the board;

• Community fundraising galas or charities that do not directly support students in Peel;

• 407ETR tolls;

• Raffle tickets and table prize tickets;

• Gifts or payments to Board staff except as noted in this policy under Miscellaneous Expenses;

• Office parties.

  

 

Approved:  June 14, 2011