Meeting Expenses
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. 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.