EMPLOYEE BUSINESS EXPENSES, TRAVEL AND CONFERENCE PROTOCOLS

Transcription

1 EMPLOYEE BUSINESS EXPENSES, TRAVEL AND CONFERENCE PROTOCOLS EMPLOYEE BUSINESS EXPENSES, TRAVEL AND CONFERENCE PROTOCOLS Policy The employee expense policy applies to all related expenses whether those expenses are incurred ly or by use of a corporate credit card or other transactions. The policy is to set limits on the amounts that staff may claim or spend on expenses and guidelines for non-eligible expenses. This policy applies to all TRCA employees and volunteers. Authority Members expenses are covered under their respective municipal rules. Receipts or other proof of purchase must accompany all corporate credit card transactions or requests for reimbursement of expenses. Procedures and guidelines pursuant to the Employee Business Expenses, Travel and Conference Protocols policy shall be developed to ensure audit implementation compliance. Definitions Expense Item Allowable Not Allowable Procedures Comments Meals Meals for purposes that do not exceed $40 a day. TRCA will not reimburse unreasonable gratuities Alcoholic beverages Purchases Vehicle Travel- vehicles of a temporary nature Not allowed Parking fees for purposes. Employees must arrange for appropriate insurance coverage on his or her vehicle. Additional insurance costs that may arise are not covered by TRCA The other participants at the meeting identified. If all TRCA employees at the meeting, the supervisor of the employee should approve in advance. Receipts must clearly indicate the name, date and the address of the establishment. Employee should consider other travel substitutes like conference calling, public transit, webinars rather than using a vehicle to meet with others. If a vehicle is

2 Parking tickets or traffic fines. Use of TRCA Vehicles Mileage reimbursement for TRCA related travel 407 or other toll charges Highly restricted to use related to TRCA work. For example, an employee takes a TRCA vehicle home after a weekend TRCA event. Travel from one location to another or travel from home to work during non traditional working hours e.g. weekend travel for staff who usually work Monday to Friday. Toll charges as well as Trip Toll Charges for Highway 407 when using a vehicle while on TRCA is allowed with a written and paid Will not be reimbursed. Family members or non TRCA related persons cannot travel in TRCA vehicles. Any travel from home to the usual work location. Employees will not be paid for travel to and from home to his or her usual work location except on non traditional working days, e.g. working Any employee who is charged with a violation parking or highway/traffic violation while using a TRCA vehicle or a vehicle on TRCA must report the violation to his or her supervisor or supervisor of fleet services For use, the employee must reimburse TRCA the established per kilometer rate for that use. TRCA staff must record the number of kilometers traveled using his or her vehicle and receive reimbursement based on those records. The 407 invoice paid first and then submitted via electronic employee expense form. needed, it is recommended that the employee use a TRCA fleet vehicle first, if one is available..

3 Conferences and Training Courses Hotel Accommodation for the conference 407 invoice. Video charges will not be reimbursed. TRCA staff are not permitted to use a TRCA transponder in vehicles. The meal allowance of $40 per day applies when the meals are not included in the sessions, meal costs in excess of the $40 approved by the Chief Executive Officer. The Government rate or lowest best possible conference rate. weekends when the employee usually works Monday to Friday. Hotel services like movies, mini bar, non essential hotel services. If there is internet access and the employee uses that access for TRCA, then the internet access fee is eligible for reimbursement. Travel costs that of extended hotel stays to incorporate travel time. For example the employee stays the weekend for sightseeing and incurs additional hotel and meal expenses. Expenses related to conferences manager or director. Expenses charged to the Corporate Training Budget account must be the HR. Travel expenses including hotel and travel costs subject to the following approvals (per person) Less than $2,000 by the director. All expenses by the director his or herself are approved by the CEO no matter the dollar level. $2,000 to $3,500 by the CEO and $3,500 and over by the Executive Committee.

4 Travel on behalf of TRCA Telephone Charges Fundraising and Charitable or Advocacy Activities Travel pre-approved and based on the best economy fares.. reasonable use of local land line telephone services is permitted at the discretion of the supervisor. For local calls using TRCA cellular phones in permitted however the costs of the local calls reimbursed at expense. Expenses must be in line with the Living City objectives and the CEO. For These additional costs will not be reimbursed by TRCA Medical Travel insurance beyond that covered using TRCA s benefits package. effects including the purchase of items, loss of luggage, services like laundry and/or entertainment. Costs incurred by members of family while traveling with the employee. use long distance calling for land lines or cellular is not permitted except when the employee is traveling on behalf of TRCA and is outside the local calling area. These travel calls reasonable in number and duration. Travel costs beyond the economy class approved by the CEO. Taxi and other travel costs will be reimbursed subject to director or CEO approval. When the CEO travels his or her expenses will be approved by the Chair or designate

5 example a lunch with a donor or sponsor. The General Signing Approval Protocol Individual Incurring the Expense Staff member Supervisor Manager Director CEO Signing Authority Immediate Supervisor or Manager Immediate Manager or Director Director Chief Executive Officer Chair or Designate Employee Use of Other TRCA Resources Employees shall not use TRCA resources for purposes except with the consent of a Director or CEO. This includes employee s use of conference rooms, equipment and/or other facilities. Other Expenses Expense for uniforms, safety equipment, memberships or tuition are covered in other category policies. Note to Supervisors Employee expenses need to be monitored carefully to ensure compliance with policies. Failure to do so will result in disciplinary action. Any unauthorized use of TRCA employee expenses should be reported to HR, the employee needs to reimburse for the total amount owing and a review of the situation will be conducted by the immediate supervisor and HR.