Expense Claim Form

GENERAL

1. All expenditures must have been included in the approved budget.
2. Reimbursement: Please submit expense reports within 15 days of meeting, event etc., with complete documentation All requests for reimbursement, whether to support an expense claim or a credit card payment, must be accompanied by a receipt. Receipts may be scanned and submitted electronically, as long as the GST/HST number and total amount are clearly visible. Request for reimbursement should be submitted with a completed Expense Claim Form.
3. Committees and Sections: Funding for members of the Executive only.
4. Conference Calls: Consider, first, a conference call to replace face to face meetings.
5. Meetings must be prearranged through the National Office sixty (60) days in advance.
6. Meetings will be held where most economically feasible.

A. LONG DISTANCE TRAVEL

1. Travel and Accommodation: Must use central booking services of CBA Meetings Department and CBA travel agent, Direct Travel (formerly McCord Travel Management) 
2. Airfares: CBA Aeroplan points will be used when possible. Minimize costs using excursion airfares; First and Business Class travel and stopovers not available.  Exceptions possible only under special circumstances with prior approval - contact National Office Staff Liaison.
   1. Booking: Travel should be booked as early as possible and up to four weeks in advance for best fair.
   2. Changes: Any changes after the original booking that is generated for any reason other than CBA needs, will be at the personal expense of the staff/volunteer, including any change fees, difference in travel costs, difference in points cost, and any other relating costs.
   3. Luggage: The CBA will cover one checked bag per staff/volunteer. Any additional luggage is at the expense of the staff/volunteer.
   4. Preferred Seating: The CBA will cover the cost associated with seat selection for Board Members for flights longer than three hours. All cost associated with seat selection for travel shorter than three hours is the responsibility of the staff/volunteer.
   Note: While travelers should make a reasonable effort to use the central booking services of CBA Meetings Department and CBA travel agent, staff and the traveler have latitude to work outside the CBA preferred travel agent as long as cost management efforts are consistent with this policy. Possible scenarios include accessibility concerns the travel agent can’t address, or if traveler prefers to drive. In such cases, pre-approval is required from the staff liaison at the CBA and an allowable maximum amount will be agreed upon.
3. Lounge Access: (President, Vice President, Finance Committee Chair, CEO) Cost of lounge access is appropriate when the cost is less than the individual meal cost saved.  Lounge Access is expected to be used in lieu of meal expense.
4. Spousal Coverage: International travel may be considered, but is subject to pre-approval by the Director of Finance for staff with the exception of the CEO, and by the Chair of Finance for the CEO or for volunteers. When the expense is submitted by the Chair of Finance, pre-approval is required from the President or Vice President.
5. Cancellations: Members are responsible to provide adequate notice or be responsible for charges.

B. TRAVEL REIMBURSEMENT

1. Transportation: As booked through CBA Travel Agent (McCord Travel Management) and paid by CBA.
2. Taxi or Ride Share: Reasonable expense as required.
3. Automobile (owned or rented): Per kilometre, as per the table below, to a maximum of the best available excursion fares on commercial transportation. These rates are agreed to the National Joint Council Directive followed by The Treasury Board of Canada, effective April 1, 2024. These rates will be updated annually to the most recent rates prior to budget process.
   
   For the full dollar value, multiply the number of kilometres by the cents/km rate from the chart below for the province or territory in which the travel begins.

Table of kilometre rates for the province or territory

Province or territory	Cents/kilometre
Alberta	52.5
British Columbia	56.5
Manitoba	54.0
New Brunswick	57.5
Newfoundland and Labrador	59.5
Northwest Territories	70.0
Nova Scotia	58.0
Nunavut	69.0
Ontario	59.0
Prince Edward Island	56.5
Quebec	57.0
Saskatchewan	53.5
Yukon	70.0

4. Parking: Reasonable expense as required.
5. Hotel: Maximum rates for room plus taxes reimbursed by CBA according to approved budget.
6. Meals: Maximum allowable rates per meal are noted below:

   Maximum allowable Meal Rates

   Meal	Rates
   Breakfast	$24.90
   Lunch	$25.20
   Dinner	$61.85
   Refreshments	$17.30

   
   These rates are agreed to the National Joint Council Directive followed by The Treasury Board of Canada, effective April 1, 2024. These rates will be updated annually to the most recent rates prior to budget process.​
   
   Receipts for food and beverage must include the itemized receipt as well as a credit card receipt and either the receipt or the expense claim should indicate the parties in attendance and the purpose of the meeting (if applicable) if the receipt is claiming meals for more than one person.  CBA’s travel policy stipulates per diem maximums for meals.  Claims in excess of the policy maximums will be approved only at the discretion of the CEO.
   
   Hosting Groups: Acceptable with reasonable justification (advancing the business of the CBA) for hosting a group. Reasons for hosting must be stated when receipts are submitted, and names of all parties must be included in the receipt.
7. Long Distance Telephone/Fax: No reimbursement without explanation of CBA business purpose.
8. Dependent Care: Reasonable dependent care expenses, up to a rate of $10/hour for one child/adult (maximum $80/day), and a rate of $20/hour for two or more children/adults (maximum $160/day), regardless of care provider type (i.e. facilities, nannies, general babysitter, etc.), will be reimbursed by the CBA for dependent care expenses incurred by members during the hours of scheduled National meetings of the Board of Directors, Committees, Subcommittees, Task Forces, Sections and Special Projects, held in the evenings or on the weekends.
   
   Claims for dependent care expenses may be made only in those circumstances that other claims for expenses may properly be submitted to the CBA, and all general policies applicable to claims for CBA work apply to this policy.
   
   Dependent care expenses may be claimed only for dependent children and dependent adults.
   
   Except with prior leave of the Chair of Finance, the care must be provided by a non-family member.
   
   Receipts for actual expenditures for dependent care must be attached to the claim, and each receipt must specify the date and hours worked on each day, the name and address of the caregiver and the names of the dependents cared for during the claim.
9. Incidentals: (e.g. telephone, pay T.V., laundry, dry cleaning) paid by member.

C. FIRM OFFICE EXPENSES

1. Members' office expenses must be submitted no later than Fifteen (15) days following the fiscal year-end, August 31^st.  Photocopier $.20/page; telephone; no secretarial; fax, actual transmission costs only - maximum $1.80/page; Accounts submitted after ninety (90) days will not be reimbursed.

SPECIFIC APPROVAL, IN ADVANCE, OF THE FINANCE COMMITTEE IS REQUIRED FOR EXCEPTIONS.  FOR MORE DETAIL PLEASE CONTACT NATIONAL OFFICE.