4014 Travel

POLICY NO.:                4014                             DATE APPROVED: 1983-03

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.

Regulations:

1.      AUTHORIZATION TO TRAVEL

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

2.       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.

3.       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 up to the equivalent airfare of the group.  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 mileage rate is set out in Schedule A attached.  A Mileage report form is to be used.

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.

Bus-Taxi

See Schedule A attached. 

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:

Meals will be paid as per Schedule A attached. 

d)         Entertainment:

Groups 1, 2 and 3 only will be allowed entertainment expenses.

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

Entertainment expenses for groups 4, 5, and 6 may be approved upon submission of request to immediate supervisor.

4.       REGISTRATION & FEES

Shall be paid for approved travel.

Travel expenses will not be paid for spouses/significant others.

5.       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. 

SCHEDULE A

GROUP 1

Board of Education: 

Meals:           Breakfast                     $11.00

                        Lunch                          $19.00

                       Dinner                          $26.00

Maximum                                          $56.00

Taxi:              $40.00 or receipts

Mileage:     .54/km (effective July 1, 2016)

 

GROUP 2 

Superintendent, Assistant Superintendent, Secretary-Treasurer. 

Meals:        Breakfast                     $11.00

                      Lunch                          $19.00

                      Dinner                          $26.00

Maximum                                          $56.00

Taxi:              $40.00 or receipts

Mileage:     .54/km (effective July 1, 2016)

 

GROUP 3

Transportation Supervisor, Supervisor of Safety Services, Maintenance Supervisor, Administrative Officers, Principal-Northern B.C. Distance Education School, Director of Instructional Technology, Principal of Student Support Services, Director of Instruction.

Meals:        Breakfast                     $11.00 

                      Lunch                          $19.00

                      Dinner                          $26.00

Maximum                                          $56.00 

Taxi:                                                  $40.00 or receipts 

Mileage:     .54/km (effective July 1, 2016)

 

GROUP 4

 Controller, Human Resources Officer, Executive Assistants, Payroll Officer, Outdoor Education Coordinator

Meals:        Breakfast                     $11.00

                      Lunch                          $19.00

                      Dinner                          $26.00

Maximum                                          $56.00 

Taxi:              Request must be accompanied by receipt

Mileage:     .54/km (effective July 1, 2016)

 

GROUP 5 

Teachers, Support Staff 

Meals:        Breakfast                     $11.00

                      Lunch                          $19.00

                      Dinner                          $26.00

Maximum                                          $56.00 

Taxi:              Request must be accompanied by a receipt 

Mileage:     .54/km (effective July 1, 2016)

 

GROUP 6 

Itinerants

Meals:        Breakfast                     $11.00

                      Lunch                          $19.00

                      Dinner              `           $26.00

Maximum                                          $56.00 

Taxi:              Request must be accompanied by a receipt 

Mileage:     .54/km (effective July 1, 2016)

NOTES: 

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

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

3.         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.

4.         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.

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

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

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