Canadian Association of Elizabeth Fry Societies (CAEFS) - Association Canadienne Des Sociétés

Canadian Association of Elizabeth Fry Societies (CAEFS) - Association canadienne des sociétés Elizabeth Fry (ACSEF)

Travel Expense Guidelines

Travel and other related expenses associated with the national meetings will be reimbursed by CAEFS according to the following principles and guidelines.

Principles

1. Individuals will find the most reasonable and inexpensive travel, and other related expense rates. Where a Board member's expenses exceed the guidelines the overage will be the responsibility of her local society.

1. Individuals must, wherever possible, keep receipts for expenses in accordance with auditing requirements.

1. The CAEFS' Executive Committee will review exceptional circumstances necessitating non-compliance with the expense guidelines.

Guidelines

1. Air Travel: Plan ahead and reserve the cheapest, (e.g. seat-sale). Cancellation insurance is mandatory on all non-refundable fares. If seat-sale cannot be obtained, an explanation must be submitted with the claim for review by Executive Committee.

1. Ground Transportation: Use airport (and local) buses wherever possible, rather than more expensive taxis.

1. Automobile: Mileage/kilometre costs will be reimbursed at the federal government rate.* If individuals choose to drive rather than fly, for long distance travel, their costs will be reimbursed only up to the most reasonable rates of airfare. Meal and accommodation expenses will only be reimbursed as if air transport had been used.

1. Hotel: The most reasonable rates should be negotiated. Double occupancy should be used.

1. Meals: Up to federal maximum without receipts, excluding meals provided by or paid for by other than claimant.

1. Child-Care Expenses: CAEFS Board Members (or non-Board people invited to attend Board meetings) be reimbursed for child care costs incurred while attending CAEFS meetings, amount not to exceed minimum wage. Receipts to be appended to travel claim.

1. Other: No allowance for miscellaneous expenses. No allowance for private accommodation; however, a claim, with receipt, for a nominal gift may be submitted.

1. Reimbursement Procedure: Individuals are expected to first pay expenses then submit expense accounts to CAEFS. Expenses will be reimbursed from the national office as soon as possible.**

**CAEFS staff will send out, prior to all national meetings, a copy of the expense guidelines with the appropriate addendum listing current exactrates.

Note: It is expected that Board Members will attend the whole meeting and exceptional circumstances necessitating leaving early should be cleared with the Executive Committee.

The National Association will not be liable for expenses submitted later than forty five (45) days after the event in question.

(Board motion, February 26, 1995)

Canadian Association of Elizabeth Fry Societies (CAEFS)

Association canadienne des sociétés Elizabeth Fry (ACSEF)

Expense Sheet

Private vehicle: $0.32 per km.

(up to 6,500 km)

Breakfast$ 8.00

Lunch 9.00

Dinner23.75

Total 40.75

Name:Cheque Payable To:

Society:Mailing Address:

Purpose of Trip:

Please attach the original back page of the air ticket and all other receipts.

Date / Mode of Travel / Meals / Accommodation / Other / GST / Total

Total Expenditures: ______

I certify the above expenses were incurred by me on CAEFS’ business:

Signature: ______Date: ______

CAEFS’ will not be liable for expenses submitted later than forty five (45) days after the event in question.

(Board Motion: February 26, 1995)