4014 Travel

4000       Personnel
4014       Travel

Adopted:  1983-03

Revised:
1990-02, 1991-05, 1998-04, 2000-04, 2000-11, 2003-06, 2005-10, 2006-04, 2007-10, 2011-02, 2011-05, 2016-06, 2018-01, 2019-04, 2021-04

Reviewed:  2021-01

Reference:
BC School Trustees Association (BCSTA)
Canada Revenue Agency

Policy
Authorized personnel and Trustees will be reimbursed or expenses will be paid for travel and associated costs in accordance with the Regulations to this Policy.

Guidelines/Principles:

AUTHORIZATION TO TRAVEL
All travel will be authorized in advance by either the Board or the immediate Supervisor.

CLAIMS
Reimbursement will be issued at completion of a trip based on receipts being submitted;
In all cases, the least expensive alternative should be chosen, if reasonable
The onus is on the claimant to justify expenses;
Only the authorized forms should be used for submitting claims.

APPROVED EXPENSES

a) Transportation

Airfare:
Economy Class

Personal Vehicle:

In cases where the claimant chooses to drive and/or circumstances dictate, the lesser of airfare or mileage will be paid to those driving a personal vehicle.  When two or more individuals are traveling in the same vehicle, mileage will be paid to the driver up to the equivalent airfare of the group or the per kilometer amount, whichever is lower.

Additionally, $40.00 per trip will be allocated for local business travel at the destination, in lieu of a taxi allowance.

Reimbursements/Assistance (Mileage):

The District uses the BC School Trustees’ travel expense rate as its benchmark rate; that is, when the BCSTA changes its mileage rate, School District No. 60 will change its rate correspondingly.  The Secretary Treasurer will send a memo to all affected when the rates change.

In the case of International travel, expense rates will follow the amount allowable by Canada Revenue Agency or $75.00 daily per diem rate, whichever is lower.

A Mileage report form is to be filled out and submitted for authorization.  These forms can be found on the district staff intranet portal.

Car Rental:

Where no other form of travel is available, or no less expensive form of travel is available, car rental may be approved upon presentation of receipts.

The District has a Corporate Supply Agreement with Ministry in regards to car rentals. Contact the Secretary-Treasurer’s office for more details and to arrange for a car rental.

Bus-Taxi

Should a taxi be required, a receipt must be submitted for reimbursement.

b) Accommodation

Hotel:

The actual cost of the room and tax will be paid as per actual receipt.

Private Accommodation – $30.00 per night (receipts not required)

Telephone:

Local and long distance calls on School District business will be reimbursed – the onus is on the claimant to justify these calls.

c) Meals:

The District uses the BC School Trustees’ travel expense rate as its benchmark rate; that is, when the BCSTA changes its meals rate, School District No. 60 will change its rate correspondingly.  The Secretary Treasurer will send a memo to all affected when the rates change.

 d) Entertainment:

Entertainment expenses maybe approved, upon submission of request to the Superintendent or Secretary Treasurer.

The details of who was entertained and the reason for such entertainment must be provided.  The onus is on the claimant to provide justification and to ensure that the expenses incurred are reasonable.

REGISTRATION & FEES
Shall be paid for approved travel.  Travel expenses will not be paid for spouses/significant others.

TRAVEL TO PROVIDE SERVICES TO OUTSIDE AGENCIES
If required to provide services for the Ministry of Education and/or outside agencies, expenses incurred will be at no cost to the District, unless approved in advance by immediate supervisor.

NOTES:
Airfare equivalency or mileage, whichever is less, will be paid for all trustees/employees when an individual chooses to drive his/her personal vehicle.

Out of town mileage will not be paid when District vehicles are used and/or a vehicle allowance is paid.

Per diem rates will be paid to cover meals and/or associated costs when school business occurs during the normally accepted meal times. It is understood that if an individual does not incur identified expenses the per diem will offset other travel related costs.  No allocation is provided for trip extension for personal business.

Where travel is required either the day prior or after attendance at a business event due to start or end times and/or available travel, a minimum of the breakfast or dinner rate will be allocated.

Additional supporting information may from time to time be requested to clarify travel expense claims.