Latest revision as of 23:37, 17 January 2021

This is an OLP POLICY. It should have purpose, roles, and procedure defined. It should be in alignment with the OLP strategy.

Prepared By: Jim McIntosh, Jeff McLarty

Purpose[edit]

The purpose of this policy is to delineate the scope of who pays for which expenses for meetings.

Responsibilities[edit]

The Executive Committee is responsible for approving payment and reimbursement for expenses required to accomplish Party objectives. The Treasurer is responsible for issuing cheques for expenses to be reimbursed by the Party. If the amount requested for reimbursement exceeds the approved amount by more than 10%, the Executive must approve the additional expense before it can be paid. If the additional amount is not approved, it will be treated as a contribution and the approved amount will be paid to the member.

Types of Expenses[edit]

Meetings Hosted by the Party[edit]

The Party will pay or re-reimburse expenses for meetings that are for the purpose of conducting Party business (Eg. Executive Committee meetings, Caucus Meetings, Annual General Meetings and Conventions, Candidate Training Sessions). This includes:

Room rentals
Meals
Speakers' honorariums
Speakers' travel and living expenses
Handouts, supplies and other incidentals

Conventions, Workshops and Meetings Attended[edit]

The Executive Committee must approve in advance payment of Registration Fees, travel and living expenses for any member to attend a convention, workshop or other meeting. The member attending must provide a summary of the costs and a written report of the meeting describing ideas for helping the Party achieve its objectives.

Other Events[edit]

The Party will accept travel expenses as contributed goods and services for attendance by members of the Executive at other events, such as Pub Nights/Meetings and participation at fairs (such as Word On The Street).

Travel Expenses[edit]

Travel and living expenses to be paid or reimbursed by the Party must be approved in advance by the Executive Committee. Such expenses will not receive an Official Receipt.

Prior approval is NOT required if expenses are submitted as contributed goods and services. (Expenses for meals will not be accepted unless approved in advance.) Like cash contributions, contributed goods and services will result in an Official Receipt for the amount of contributed Goods and Services, eligible for refundable Tax Credits of as much as 75%.

Expense Statements[edit]

Travel and living expenses must specify the date, purpose, destination and kilometers traveled (round trip). Travel by car may be charged at $0.40 per kilometre. Receipts must be attached for meals, accommodation and any other expenses. The statement must be signed and dated and submitted to the Treasurer. If the expenses are to be treated as a contribution the statement must be initialed in the designated area.

Expenses to be reimbursed may be submitted at any time, preferably within a month of being incurred and definitely within a week of the year end. Expense statements for Contributed Goods and Services may also be submitted at any time, however it is recommended they be submitted at year end.

You may use File:Expense Statement.xlsx or File:Expense Statement.pdf to report and submit expenses.

This document is in approval. It will stay here, until an approver nominates it for verification by changing "InApproval" to "NominatedForVerification".

@@ Line 1: / Line 1: @@
 {{Policy}}
+Prepared By: Jim McIntosh, Jeff McLarty
-The Party will pay expenses for meetings that are for the purpose of conducting Party business (such as Executive Committee meetings, Caucus Meetings, Annual General Meetings and Conventions, Candidate Training Sessions).  This includes room rentals, meals and incidental expenses.  Since executive members are expected to attend such meetings, they may also submit travel expenses provided they are treated as a contribution of goods and services.  Travel expenses must specify the date, purpose, destination and kilometers traveled (round trip) and must be submitted to the Treasurer.  Travel expenses may not be claimed by individuals who are not members of the Executive Committee unless approved in advance by the Executive Committee.
+=Purpose=
+The purpose of this policy is to delineate the scope of who pays for which expenses for meetings.
-Expenses for social events (such as Pub Nights) will not be covered by the Party, unless the expense is approved in advance by the Executive Committee
+=Responsibilities=
-{{InPreparation}}
+The Executive Committee is responsible for approving payment and reimbursement for expenses required to accomplish Party objectives. The Treasurer is responsible for issuing cheques for expenses to be reimbursed by the Party. If the amount requested for reimbursement exceeds the approved amount by more than 10%, the Executive must approve the additional expense before it can be paid. If the additional amount is not approved, it will be treated as a contribution and the approved amount will be paid to the member.
+=Types of Expenses=
+==Meetings Hosted by the Party==
+The Party will pay or re-reimburse expenses for meetings that are for the purpose of conducting Party business (Eg. Executive Committee meetings, Caucus Meetings, Annual General Meetings and Conventions, Candidate Training Sessions).  This includes:
+*Room rentals
+*Meals
+*Speakers' honorariums
+*Speakers' travel and living expenses
+*Handouts, supplies and other incidentals
+==Conventions, Workshops and Meetings Attended==
+The Executive Committee must approve in advance payment of Registration Fees, travel and living expenses for any member to attend a convention, workshop or other meeting.  The member attending must provide a summary of the costs and a written report of the meeting describing ideas for helping the Party achieve its objectives.
+==Other Events==
+The Party will accept travel expenses as contributed goods and services for attendance by members of the Executive at other events, such as Pub Nights/Meetings and participation at fairs (such as Word On The Street).
+=Travel Expenses=
+Travel and living expenses to be paid or reimbursed by the Party must be approved in advance by the Executive Committee.  Such expenses will not receive an Official Receipt.
+Prior approval is NOT required if expenses are submitted as contributed goods and services.  (Expenses for meals will not be accepted unless approved in advance.)  Like cash contributions, contributed goods and services will result in an Official Receipt for the amount of contributed Goods and Services, eligible for refundable [[Tax Credits]] of as much as 75%.
+= Expense Statements=
+Travel and living expenses must specify the date, purpose, destination and kilometers traveled (round trip). Travel by car may be charged at $0.40 per kilometre.  Receipts must be attached for meals, accommodation and any other expenses.  The statement must be signed and dated and submitted to the Treasurer.  If the expenses are to be treated as a contribution the statement must be initialed in the designated area.
+Expenses to be reimbursed may be submitted at any time, preferably within a month of being incurred and definitely within a week of the year end.  Expense statements for Contributed Goods and Services may also be submitted at any time, however it is recommended they be submitted at year end.
+You may use [[File:Expense Statement.xlsx]] or [[File:Expense Statement.pdf]] to report and submit expenses.
+{{InApproval}}

Meeting Expenses: Difference between revisions