Meeting Expenses

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

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

Responsibilities

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. Prior approval is NOT required if expenses are submitted as contributed goods and services.

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 expense. 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.

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