Policies, Regulations Forms and Bylaws

7120-10 | Travel and Subsistence Allowance

Date Approved: September 11 2012
Date Reviewed/Amended:


1.0    Eligibility:
   1.1    The Board will pay travel and subsistence to trustees and authorized employees of the Board travelling on the business of the Board according to regulations.  

2.0    Principles:
   2.1    The method of travel shall be selected with due regard for economy in keeping with the efficient dispatch of the Board's business.
   2.2    Prior written authorization for travel by employees must be obtained from the persons designated in Regulation 7120-20 and must fall within approved budgets.

3.0     Procedures:
   3.1    Hotel room charges including spouses will be accepted where a special room rate applies to single or double occupancy.
   3.2    Hotel movie rentals, loss of income, mini bar charges and child care expenses must not be claimed.
   3.3    Payment will be made for private lodging at $30.00 per night in lieu of hotel expenses when on School District business.
   3.4    If travel is by private automobile the owner may claim the lesser of 
       3.4.1    car mileage at the rates in Section 3.5 (below), or
       3.4.2    the equivalent of return air fare for each of the authorized persons transported.
   3.5    Mileage allowance will be paid:
       3.5.1    For teachers, at the rate set in the collective agreement; and
       3.5.2    For trustees and all other employees, at the rate set by the BC School Trustees Association.
   3.6    Whether or not meals are charged to the room, the maximum allowable claim will be at the per diem rate for meals set by the BC School Trustees Association.
   3.7    For each trip, the Secretary-Treasurer is authorized to make an advance covering the estimated cost of subsistence and a travel voucher for transportation.
   3.8    Within one week following the completion of the trip, each person concerned shall submit an expense account report in a form acceptable to the Secretary-Treasurer.  Receipts will be required for hotel only unless a travel fare has been paid personally.

REFERENCES: 
Policy 7120 – Travel and Mileage Expense Reimbursement

REFERENCES
7120-20 - Regulation 7120-20 - Travel and Subsistence Allowance - Approvals Regulation