TOPIC /
Travel and Expense Policies
SUBJECT / Policy /General (approved) / POLICY 01: It is the intention of the Board to ensure that no member will be “out of pocket” for any expense that they incurred on behalf of the Chapter and at the request of the Chapter Executive.
Volunteers are discouraged to be creditors on behalf of the chapter (personal expenses excepted). All expenses, except for personal expenses, should be settled by direct payment to vendors by accounting, unless pre-approved.
When there is a question of doubt in this regard, communication must occur (email, telephone call etc) with the President, the Senior Vice-President or the Treasurer for clarification and their decision will be binding on all parties.
Claims covering more than one person must name everyone covered.
All expense claims must be submitted to accounting within one month of the expense being incurred.
All expenses for the previous year must be submitted by Jan 15 of the current year, in order to complete the financial year.
Travel General (approved) / POLICY 02: Travel expenses, including transportation and accommodation incurred on behalf of the PMI Lakeshore Ontario Chapter for chapter business, that is pre-approved, will be reimbursed.
It is the responsibility of all members of the Board to ensure that directors and volunteers who are traveling on behalf of the Chapter provide plans in advance of their travel. These plans must be fully discussed and the Board of Directors will satisfy themselves that the volunteers understand what expenses will be reimbursable under the specific circumstances of the trip.
Airline Fares (approved) / POLICY 03: Air Travel will be subject to advanced booking for economy class, unless otherwise authorized
Whenever possible, airline travel will be booked well in advance to obtain the best possible price.
In general, airline travel will be booked as economy class. All exceptions to economy class travel must be pre-approved.
To be reimbursed for airline fares, the traveler must submit the airline ticket’s receipt coupon along with the PMI Expense Report.
Train fares, bus fares, and other similar transportation charges will be treated in the same manner as airline fares.
Trip cancellation insurance should not be acquired and therefore will not be reimbursed. Chapter will reimburse the ticket in case of emergency typically covered.
Automobile Claims/Public Transit (approved) / POLICY 04: When transportation is by private automobile, mileage may be claimed in the amount of $0.50 per kilometer, but such charges for travel between distant cities may not exceed the cost of transportation by plane.
It is the responsibility of the owner of the vehicle to ensure that all appropriate insurance is in place prior to the trip.
Car rentals, will not be reimbursed unless pre-approved with suitable cost justification.
All volunteers, except for scheduled board meetings, may claim mileage or transit fares up to a maximum of $200. In excess of this amount board pre-approval is required.
Parking & Toll Roads (approved) / POLICY 05: Travel expenses in general related to toll-roads (for example Hwy 407) are not reimbursable.
Parking expenses and toll expenses, that have been pre-approved may be reimbursed, based on the nature of the Meeting or Event being attended. Parking or toll-road expenses to attend Chapter Event Meetings (Dinners, Project World etc) or Board Meetings will not be reimbursed. If a volunteer has been requested to be host at such an event (work on the booth at Project World) then the expense will be paid if pre-approved.
Accommodations / POLICY 06: Charges for the Hotel room, including taxes only will be reimbursed.
Telephone, Long Distance & Cell Phone Usage (approved) / POLICY 07: Pre-approved Telephone expenses related to Chapter business will be reimbursed at cost.
In general telephone usage (including long distance and cell phone) is not available for reimbursement. However, in the event that pre-approval for travel is given, reasonable expenses can be considered, assuming that expense is not reimbursed through other means (for example, cell phone cost paid by employer).
Food (approved) / POLICY 08: Reimbursement for food is based on actual cost with receipts, a per diem is not provided for travelers.
When on Chapter business, reasonable charges for food will be reimbursed. However, volunteers must submit receipts to substantiate all such claims. Volunteers are expected to exercise considerable restraint in such claims. Claims may be subject to review by the Executive and when appropriate the claims will be reduced in value as determined by them. Entertainment expenses should be pre-approved.
Payments for team meeting meals should be made, wherever possible, by the volunteer holding the senior position, so that expense claims are made by that volunteer. Claims (partial or otherwise) by more than one person on the same receipt is not allowed. If payments are made and claimed individually, separate receipts should be requested.
Expense Claims (approved) / POLICY 09: If the expense exceeds the spending limits or has not been pre-approved the expense may not be reimbursed without approval of the Board.
To be reimbursed, the completed Expense Report and receipts must be given to Accounting. If the expenses have been pre-approved or fall within the spending authority, a cheque will be issued for the reimbursement.
Exchange (approved) / POLICY 10: Use of the travel credit card exchange rate is the preferred option.
Actual exchange rates charged on supporting documentation (e.g. travel credit card statements, currency exchange slips) should be used, if available.
When the travel credit card exchange rate is not available, the currency converter at: http://www.oanda.com/currency/historical-rates-classic should be used to obtain average historical exchange rates for currency pairs for the range of dates travelled. Key in the dates travelled, select the foreign currency to convert and Canadian dollars, and then select the “Typical credit card rate plus 2%” from the “Interbank rate” drop down box. Generate the conversion table, and then use the “Average rate” for the trip to convert the foreign currency to Canadian funds.
Approved on: / January 25, 2016
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TOPIC /Travel Expense Policies – LEADERSHIP MEETINGS
SUBJECT / Policy /Leadership Institute Meeting (LIM)
NORTH AMERICA (approved) / POLICY 11: Specific guidelines are provided for attendance of the North American LIM and only these approved expenses will be reimbursed
Registration Fee for attending the full Leadership Meeting will be fully reimbursed.
Airline Tickets must be booked using the equivalent economy fare for the airlines. Upgrades, late change fees, excess baggage fees, priority seating fees etc will not be reimbursed.
Generally acceptable is arrival on the Wednesday before the Conference starts and departing on the Sunday following the closing.
Incidentals charged to the rooms will be for the attendees account and not reimbursed unless pre-approved.
Anyone wishing to stay longer or arrive early may be able to take advantage of the special rate negotiated for the Hotel rooms, but that cost will be for their own account.
Ground Transportation (Home) – Reasonable Taxis fares to and from the airport will be reimbursed. If Parking at the airport, the cost of parking and mileage will be reimbursed to the maximum of the equivalent two way taxi fare.
Ground Transportation (Destination) – Taxi fares between the airport and the hotel will be reimbursed. Whenever possible please share taxis to reduce the cost. If you share with another Chapter, and pay, please ensure that the names and Chapter is recorded on your claim.
Car rentals will not be reimbursed unless pre-approved.
Meals – most of the meals are provided by PMI during the day and at the evening receptions or at pre-arranged Chapter, Region or PMI event. Cost of meals during these periods will not be reimbursed.
Based on arrival and departure times, additional meals may need to be required and reasonable expenses will be reimbursed.
As a guide: Breakfast & lunch $15 to $20 per meal and dinner at $25 to $30 (event local currency). No alcohol will be reimbursed.
Receipts will be required.
Awards Ceremony anyone staying over Saturday night is encouraged to attend the Awards Ceremony and Reception on that Saturday evening.
Region 3 Summit (approved) / POLICY 12: Specific guidelines are provided for attendance of the Annual Regional Summit Meetings and only these approved expenses will be reimbursed
Registration Fee. The current process enables the first five attendees to attend for free.
Additional attendees may be approved by the Board and their registration costs will be invoiced to the Chapter at the rate fixed by Region 3.
Airline Tickets must be booked using the equivalent economy fare for the airlines. Upgrades, late change fees, excess baggage fees, priority seating fees etc will not be reimbursed.
Generally acceptable is arrival the Thursday before the Conference start and departing on the Sunday following closing. Incidentals charged to the rooms will be for the attendees account and not reimbursed unless pre-approved.
Anyone wishing to stay longer or arrive early may be able to take advantage of the special rate negotiated for the Hotel room, but that cost will be for their own account.
Ground Transportation (Home) – Reasonable Taxis fares to and from the airport will be reimbursed. If Parking at the airport, the cost of parking and mileage will be reimbursed to the maximum of the equivalent two way taxi fare.
Ground Transportation (Destination) – Taxis fares between the airport and the hotel will be reimbursed. Whenever possible please share taxis to reduce the cost. If you share with another Chapter, and pay, please ensure that the names and Chapter is recorded on your claim.
Meals – most of the meals are provided by Region during the stay. Reimbursement of meals during these periods will not be reimbursed.
Based on arrival and departure times, additional meals may need to be required and reasonable expenses will be reimbursed.
As a guide: Breakfast & lunch $15 to $20 per meal and dinner at $25 to $30 (event local currency). No alcohol will be reimbursed.
Receipts will be required.
Policy 13:
Non-reimbursable (approved) / POLICY 14: The following expenses are not reimbursable.
This list is a guide and is not intended to be the complete listing of all non-reimbursable expenses. In the event of a question, Board pre-approval must be obtained:
• Babysitting
• Barbers and hairdressers
• Cleaners
• Personal credit card delinquency fees
• Recreational club fees
• Golf memberships
• Health club facilities
• Saunas and massages
• Mini bar refreshments
• Movies (including in room movies)
• Personal entertainment, including sporting events and green fees
• Personal toiletries
• Reward program fees for credit cards, frequent flyer programs or frequent guest programs
• Accommodation at the home of a friend and/or family member
• Maintenance costs for personal cars, towing charges, and traffic or parking fines
• Passport renewal fees
• Unnecessary luggage
• Unsupported expenses, including lack of receipts
CURRENT EXPENSE CLAIM TEMPLATE
http://sharepoint.pmi-lakeshore.com/CHAPTER%20TEMPLATES/Expense%20Report%20v2.7.xlsx
Filename:
LOC Travel Expense Policies (2015) v3.docx Page 1 Updated: 17-Mar-16