Administrative Procedure 513 - Appendix
TRAVEL EXPENSE CLAIMS - TIPS General ●
All travel must adhere to District Administrative Procedures - Form 513-1;
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All travel must be for District approved business;
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All claims must be supported by original receipts, itemized receipts not just credit card receipts.
Allowable ●
Registration fees/tuition – actual cost (actual receipts), reasonable, with approval of appropriate budget manager, supervisor or superintendent;
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Personal vehicle –mileage rate currently .49/km, home/office to airport and back, cost for usage less than economy air ticket, share where possible (multiple attendees), gas expenses are not to be reimbursed;
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Parking with a receipt or metered costs without receipts (if reasonable, max $10/half day);
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Taxis/limo/shuttle – from home/office and back, use airport shuttles/limos for transfers where possible and less than cost of taxi;
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Vehicle rentals – prior written approval for employee’s respective superintendent, actual vehicle rental and gas receipts required, include rental insurance;
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Air travel – most economical method, original airline tickets/electronic tickets and boarding passes must be submitted, flight cancellation and accident insurance will not be reimbursed;
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Accommodations – reasonable cost, original hotel bills must be submitted, room related charges (such as movies, mini-bar, etc) will not be reimbursed;
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Meals – meal receipts are to be itemized (not just credit card slip) and they are to be reasonable, if meal receipts are not available the District allows you to claim an allowance for individual meals (breakfast $7 CDN, lunch $10 CDN, dinner $18 CDN considered to include GST and tips) prorated for each partial day. No alcohol or entertainment expenses;
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Gratuities – meals are not to exceed 15%, hotel tips are not to exceed $5 CDN or $5 US;
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Dry cleaning – reasonable and only if trip greater 5 days;
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Long distance telephone – one call home (not exceeding $10 CDN or $10 US) for first 1-3 days, one additional call for every additional 3 days (reasonable $).
Exchange Rate ●
Convert to CDN funds at the exchange rate at time of purchase (ie visa charge on statement)
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
April 2016 Page 1 of 2
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If exchange rate not provided then District will apply exchange rate for District’s purchases
Claim submission ●
No later than 2 months after incurring expenses and in the fiscal year they were incurred;
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Use prescribed Form 513-1 with original receipts;
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Approvals – budget manager/supervisor/superintendent, Comptroller and/or Secretary-Treasurer.
Approval Date:
April 12, 2016
Reference:
Section 18, 20, 60, 61, 96, 113, 116, 117 School Act Section 248L, Canada Tax Act Canadian Income Tax Regulation 6801
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
April 2016 Page 2 of 2
