Directors’ Expense Claim Form

BOARD OF DIRECTORS EXPENSE CLAIM POLICY

1. GENERAL

Board members may be reimbursed for reasonable expenses incurred in the fulfillment of their official duties. Reasonable efforts should be made to secure government rates, low cost airfare and make reservations in a timely manner to ensure access to the most economical travel and accommodation options.

2. PER DIEM

Board members will receive a per diem expense fee of $150 in lieu of meals and other incidental expenses for attendance at Board or other official Committee meetings.

2.1
Meetings and travel completed by noon will be eligible for 0.5 of the per diem rate.
2.2
Travel which requires an overnight stay and is completed after noon will be eligible for an additional 0.5 per diem rate.
2.3
Travel will be deemed to require an overnight stay if departure before 7 am is required to arrive within one half hour of meeting commencement time.
2.4
Meetings held by telephone or video conference will be eligible for 0.5 of the per diem rate.
2.5
Any meals or other incidentals provided by ICET will be deducted from the per diem rate.

3. TRAVEL

Travel costs incurred for Board meeting or other scheduled, official Board business will be reimbursed at the following rates:
3.1
Mileage will be reimbursed at $0.68/km for travel on paved roads and $0.80/km for travel on unpaved road
surfaces, provided this does not exceed air travel costs.
3.2
Ferries (with receipts).
3.3
Economy class air travel (with receipts).
3.4
Taxi, shuttle or car rental between airport and meeting location (with receipts).
3.5
Cost of vehicle rentals and refuelling (with receipts).

4. ACCOMODATIONS

Reasonable accommodation costs required to attend Board meetings, Committee meetings or other official Board business will be reimbursed on submission of receipts.
4.1
Reasonable efforts should be made to reserve early and secure government rates.
4.2
Incidental accommodation costs (pet fees, snacks) will not be reimbursed.

5. SUBMISSION AND APPROVAL

All expense claims must be submitted within 30 days of incurring the expenses and expense claim forms must be
fully completed and signed.
5.1
Claims will be reviewed by financial staff for compliance with policy.
5.2
Trust staff may not fill in or modify forms on behalf of Board members except to rectify calculation errors.
5.3
All claims which do not meet policy will be referred to the Treasurer or the appointed Executive Committee member for review and approval.

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