Approved by the CSLA Board October 23rd, 2013. Updated April 2023.
Objective
This Policy outlines the travel requirements to be used to reimburse expenses incurred by the CSLA Board of Directors, Committee members or their designates, and staff when travelling on behalf of the CSLA.
The Policy ensures that CSLA employees and volunteers are reimbursed for pre-approved out-of-pocket travel-related expenses.
When combining travel on CSLA business with a vacation, only expenses claimed for the business period are applicable for CSLA refund.
Travel
Airfare: standard airfare rates, plus the cost of flight insurance, cancellation insurance or ability to credit the airfare, airport improvement taxes and other related expenses. Note: If an individual flight is over 8 hours in length, a request for an upgrade may be made to the Executive Committee, noting the standard and business category costs.
Travel by car: if the kilometric rates are lower than the cost of airfare plus a rental vehicle. Treasury Board kilometric rates (payable in cents per kilometre) will be used. Rates are payable in Canadian funds only.
Train: Via Rail “1” if less expensive than air travel
Rental vehicle, Shuttle Bus, Public Transportation, Parking or Taxi: actual costs for an economy of, if required, mid-size vehicle.
Lodging
Hotel: Room rates as negotiated by the CSLA or for a mid-range business-class hotel plus applicable taxes.
Private non-commercial accommodation allowance: Daily rates according to published Treasury Board guidelines.
Note that AirBNB and other private hosting services are to be treated as hotel accommodations for the purposes of this policy.
Perdiem
Please refer to the Treasury Board Guidelines for the maximum allowable perdiem reimbursement. Note that the CSLA will reimburse the actual costs of the meals as demonstrated by the accompanying receipts.
→ LINK TO TBS RATES
Meals which have been paid for as a group must indicate the names of all diners.
Meals and incidentals paid for in US funds will be reimbursed in equivalent funds.
On occasion, the CSLA will pay for meals on behalf of the individual. In this case, no reimbursement claims are required by the individual.
Alcohol Reimbursement Policy
The reimbursement of up to two alcoholic drinks is permissible within the daily perdiem limits when consumed in relation to CSLA business and where consumption is moderate.
Guidelines on Alcohol Consumption at CSLA Events, or at Events where the Individual is Representing CSLA
- The consumption of alcohol during official meetings is prohibited. However, the consumption of alcohol at social events when the individual is participating on CSLA business is permitted, whether purchased by the individual or provided by the CSLA.
- Individuals are asked to exercise judgement and moderate their consumption of alcohol at events where they are representing the CSLA.
- The consumption of alcohol is a liability for the CSLA and a risk to its members’ and staff safety.
- There is zero tolerance for the consumption of alcohol and driving and individuals must use public transit, taxis or other ride-sharing arrangements when consuming alcohol.
Procedure
To be reimbursed for expenses, an Expense Claim Form with original receipts must be submitted to the Executive Director no later than 90 days after the meeting date.