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South West CCAC Expense Policy

The CCAC is committed to using public resources wisely. We are accountable and transparent, conducting ourselves with integrity in an honest and ethical manner. We ensure all spending practices and policies are fair, reasonable and appropriate to fulfill the Mission of the CCAC and that public funds are managed responsibly and prudently, with care, and to maximum benefit. We provide value for money in procuring and delivering the highest quality service available within those resources.

South West CCAC EXPENSE POLICY

Travel, Meal and Hospitality Expenses

Purpose: To ensure appropriate authorization for business related expenses paid personally by employees or charged to a South West CCAC Corporate Credit Card, and to ensure adequate receipts and documentation are provided to support the claim. To ensure compliance to the Broader Public Sector Expenses Directive issued by Management Board of Cabinet effective April 1, 2011.

Applicability: Board Members, employees and consultants and contractors engaged by the organization, providing consulting or other services. The expense rules apply to travel, meal and hospitality expenses.

Principles:
A) Accountability
The CCAC is accountable for public funds used to reimburse travel, meal and hospitality expenses. All expenses support business objectives.

B) Transparency
The CCAC is transparent to all stakeholders. The rules for incurring and reimbursing travel, meal and hospitality expenses are clear, easily understood, and available to the public.

C) Value for Money
Taxpayer dollars are used prudently and responsibly. Plans for travel, meals, accommodation and hospitality are necessary and economical with due regard for health and safety.

D) Fairness
Legitimate authorized expenses incurred during the course of the business of the CCAC are reimbursed. Employees shall be entitled to be reimbursed for reasonable expenses incurred in performing their duties.

Accountability Framework

The expense rules include an accountability framework to ensure that there is appropriate governance, and that everyone understands the authority for approvals.

Approval Levels

The following table outlines the approval authorities with regard to expense reimbursement claims for Travel, Meals and Hospitality.

​Employee​Approver
​CEO​Board Chair
​Senior Director ​CEO
​Regional Manager​Senior Director
​Manager ​Regional Manager
​Staff​Manager


Approvers are prohibited from approving their own expenses

Approvers are required to:

  • provide approval only for expenses that were necessarily incurred in the performance of organization business;
  • provide approval only for claims that include all appropriate documentation

Managerial discretion is the administrative authority to make decisions and choices with some degree of flexibility, while maintaining compliance with these rules. All decisions made under the expense rules should be taken very carefully.



When exercising managerial discretion, the rules on documentation should be followed so the rationale will be included in the claim file. 



Approvers are accountable for their decisions, which should be:

  • subject to good judgment and knowledge of the situation;
  • exercised in appropriate circumstances; and
  • comply with the principles and mandatory requirements set out in this policy.

When a situation arises and discretion needs to be exercised, approvers should consider whether the request is:

  • able to stand up to scrutiny by the auditors and members of the public
  • properly explained and documented
  • fair and equitable
  • reasonable
  • appropriate

It is the responsibility of both the approver and the claimant to work out appropriate arrangements which would meet the test of being fair and equitable.

Responsibilities

Employees are responsible for:

  • following the principles and rules set out in this Policy,
  • being aware of any relevant statutes, directives, policies and guidelines.

Managers and Regional Managers are responsible for:

  • carrying out any delegated authorities and assigned tasks in accordance with this Policy,
  • exercising managerial discretion judiciously,
  • ensuring staff are aware of the requirements of this Policy,
  • seeking timely direction when there are questions of application,
  • taking appropriate action in the case of non-compliance.

Senior Directors are responsible for:

  • ensuring the Policy’s principles and rules are implemented and monitored, including putting in place processes that support the Policy,
  • carrying out any delegated authorities and assigned tasks,
  • ensuring consistent application of the Policy,

The Senior Director Corporate Services is responsible for:

  • ensuring there is an appropriate records retention system and that documents, including claims and approvals, are maintained and stored;
  • ensuring that claims are fully documented by running regular audits,
  • ensuring that the Policy is maintained and updated as required, consistent with applicable government directives.

The CEO is responsible for:

  • delegating approval authority to appropriate levels
  • ensuring that all persons covered by this Policy are aware of their responsibilities

Allowable expenses

Meals

Reasonable and appropriate meal expenses will be reimbursed with original receipts. The rates below are not an allowance, but rather the maximum rates for reimbursement. These rates DO NOT include taxes and gratuities:





​Breakfast:​ $8.75

​Lunch:$11.25
 ​
​Dinner:​$20.00

​$40.00


 


Claims must be supported by itemized receipts for the actual meal consumed.



The SW CCAC will not reimburse the cost of alcohol.

Travel

Travel may be a regular or occasional aspect of the job requirements for staff. Where travel is required as part of the job within Ontario, it will not require preapproval beyond the normal manager/staff work scheduling process.



The type of travel selected should be the most efficient, safe and economical way to travel.
Car pooling is encouraged. All bus, rail and air travel is coach/economy class.



Air travel requires CEO pre-approval.

Transportation
 
Reimbursement of unionized employees is per the collective agreement. Rates for non-union employees and Board members are determined on an annual basis.

Mileage to and from the SW CCAC employee’s home office to the claimants personal residence will not be reimbursed .

Other reimbursable transportation costs will include air travel, train, taxi, bus, subway, rental car and air fare expenses incurred by the claimant on SW CCAC business. Parking costs will also be reimbursed. Receipts are required to support the claim.

Accommodation

 
Reimbursable accommodation expenses include room charges and applicable taxes incurred by the claimant on SW CCAC business.

Reasonable telephone call charges and wireless charges related to SW CCAC business will be reimbursed. Staff are also reimbursed for one phone call per night to their home.

All meals charged to the room billing are subject to the terms of reimbursement of meals as noted above.

Recreational items such as video rentals and mini-bars will not be reimbursed.

Staff is encouraged to consider travel when scheduling meetings to avoid unnecessary cost. The CCAC covers work-related accommodation costs including:

  • morning meetings and/or appointments that require the employee to leave their homes earlier than 6:00 AM in order to attend the appointment or meeting
  • afternoon meetings extending beyond 6:30 PM where staff is travelling more than two hours to their home
  • exceptions where weather or other safety issues exist
  • exceptional or emergency situations that require personnel to be close to their assigned home office for periods long in excess of normal working hours, such as extended collective bargaining sessions

When authorized, reimbursement is for single accommodation in a standard room. Reimbursement does not apply to suites, executive floors, or concierge levels.

Hospitality

Hospitality is the provision of food, beverage, accommodation, transportation and other amenities to people who are not engaged to work for the SW CCAC.



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

  • it can facilitate CCAC business; and
  • it is considered desirable as a matter of courtesy or protocol

Example Client/Care Giver and Community Engagement expenses

When hospitality is extended as outlined above, prior written approval of the CEO is required.


Expenses for Consultants & Other Contractors

In no circumstances can hospitality, incidental or food expenses be considered allowable expenses for consultants and contractors under the rules or in any contract between an organization and a consultant or contractor. They cannot claim or be reimbursed for expenses including :

  • Meals, snacks, beverages
  • Gratuities
  • Laundry or dry cleaning
  • Valet services
  • Dependent care
  • Home management
  • Personal telephone calls

Reimbursement for allowable expenses can be claimed and reimbursed only when specifically provided for in the contract.



Perquisites



The Broader Public Sector Perquisite Directive sets out requirements for the CCAC to establish rules on perquisites (‘perks’) where these are provided through public funds.
 


A perk is defined under the BPS Directive as ‘a privilege that is provided to an individual or to a group of individuals, provides a personal benefit, and is not generally available to others’. A perquisite is not allowable if it is not a business-related requirement. 



To be allowable, a perquisite must be a business-related requirement for the effective performance of an individual’s job and MUST be approved by the CEO in writing. A perquisite must only be allowable in limited and exceptional circumstances where it is demonstrated to be a business-related requirement. Examples of perks that are not permitted under any circumstance include club memberships, seasonal tickets to cultural or sporting events, access to private health clinics (medical services outside those provided by the provincial health care system or the CCAC’s group insured benefit plan), and professional advisory services for personal matters, such as tax planning.



The Broader Public Sector Perquisite Directive requires the CCAC to make summary information regarding allowable perquisites publicly available. This information will be posted on an annual basis on the South West CCAC’s website.

Individuals Making Claims (Claimants)

Claimants are required to:

  • obtain all appropriate approvals before incurring expenses;
  • submit original, itemized receipts with all claims;
  • submit claims within a specified timeframe;
  • If the information above is not available or is not possible, submit a written explanation with the claim to provide the approver with adequate information for decision-making;
  • Repay any overpayments – it is considered a debt owing to the organization;
  • If leaving employment, submit any claims for expenses before leaving the SW CCAC.

All claims must be submitted on a timely basis, and no later than 5 days following the month in which the expense was incurred.



Expense claims (whether by expense report or credit card) must outline the purpose of the meeting or trip, as well as all participants involved, and their organizations.



In the case of corporate credit card expenditures, receipts should be attached to the invoice when it arrives promptly, so that approval and payment can be made by the due date to avoid late payment charges.



Original approval signatures are required on expense forms and credit card invoices.