Procedures

Background

It is recognized that on occasion, staff members will be required to incur expenses as a result of work-related activities following the approval of their department manager, Principal or Senior Administration. Staff members incurring such expenses shall be reimbursed in accordance with the following procedures.

Procedures

1. In order to facilitate the reimbursement of staff expenses, all claims must be submitted online through the expense reimbursement e-form and must include all supporting documentation and receipts within thirty (30) calendar days after the expenses have been incurred.
2. Authorization of Travel - prior approval required
1.  Travel may be authorized when it is determined that the purpose for travel cannot be adequately met through correspondence, telephone or electronic communications.
2.  Air travel may be authorized by the immediate supervisor of the employee when the matter is urgent or is necessary to utilize time efficiently.
3.  Car rentals
3. Accommodation and Meals
1.  When an employee is required to travel on Division business expenses may be claimed in accordance with the reimbursement rates established by the Board.
2.  Reimbursement up to a maximum established by the Board plus applicable tax, per night for receipted accommodation.
3.  The Superintendent may authorize payment of amounts in excess of the maximum established by the Board upon review of extenuating circumstances. 
4.  Reimbursement for meals shall be at the rates established by the Board.
4. Transportation
1.  An employee who travels on Division business may claim the following expenses provided receipts are submitted:
1.     Bus fare.
2.     Taxi fare.
3.     Parking charges.
4.     Airfare.
5.     Excess baggage charges where extra equipment is required because of the duties being performed.
6.     Charges for official phone calls with receipts attached to the claim.
7.     Automobile rentals, if prior approval for rental has been obtained from the immediate Supervisor.
8.     Travel insurance when traveling outside of Canada.
2.  The Superintendent may authorize paying amounts for items not stated in Items in clauses 4.1.1 to 4.1.8 upon review of extenuating circumstances.
5. Out of Province Travel
1.  The allowance pursuant to clause 4.1 may apply for travel outside the province of Alberta or outside Canada.
2.  Travel must be approved by the Superintendent prior to traveling.
3.  Reimbursement will be provided in Canadian dollars.
6. Mileage
1.  Employees are expected to arrive each day at their designated location of work at their own expense.
2. Whenever the Division provides transportation, no reimbursement shall be made for the use of a private vehicle.
3.  Where transportation is not provided by the Division the following shall apply:
1.  The rate shall be the same as determined annually by the Board in January of each year.
2. The Division reserves the right to pay for only one (1) vehicle unless the number of staff invited exceeds the passenger limit.
3. Mileage expenses shall be paid for the lesser of the return distance between the staff member’s school or home, and the meeting site.
7. Hospitality and Community Relations Expenditures
1. The Division will pay expenses necessarily incurred during the course of participating in community relations, hosting of guests, working meetings, or maintaining teamwork and morale within a working group.
2. The Superintendent, Associate Superintendent(s), and Secretary-Treasurer may claim hospitality expenses for working meeting expenses and hosting or community relations expenses.
3.  Working meeting expenses are expenses incurred for Non- alcoholic beverages and/or reasonable meals ordered for Division Employees during meetings that involve the conduct of Division business. Working meeting expenses also include expenses incurred for luncheon or dinner meetings involving managers, staff or established Division committees for the purpose of maintaining teamwork and morale.
4.  Hosting or community relations expenses are incurred where department managers host guests not employed by the Division and hospitality is necessary or desirable as a matter of courtesy or to facilitate the conduct of Division business.
1.     Documentation is to include:
1. The business purpose of the expenses,
2. The names of persons involved, and
3. Include receipts for items purchased and the cost of meals and beverages, including a gratuity to a maximum of fifteen percent (15%) of the cost of the meal, and GST of five percent (5%).

Reference

Education Act

Section 248L, Canada Tax Act

March 30, 2021