Policy 007: Travel Expenses
POLICY STATEMENT:
It is the policy of the LGMA to reimburse members of the Board of Directors, committees and staff and other members approved by the Board, who are requested to represent the LGMA for the cost of travel, accommodation and meals and out of pocket expenses incurred in the course of such representation.
POLICY BACKGROUND:
The work of the Board of Directors, committees and staff frequently requires individuals to travel away from their domicile to attend meetings. While expenses incurred by members of the LGMA Board of Directors and committees to attend LGMA conventions is the responsibility of each member, the LGMA does assume the responsibility for travel expenses incurred when members are requested by the LGMA to travel on behalf of the LGMA.
POLICY GOAL:
It is the goal of this policy to reimburse members for expenses incurred in representing the LGMA at the request of the Board of Directors.
POLICY OBJECTIVES:
- Transportation:
- To pay compensation for air travel at the lowest available airfare; or
- To pay compensation for the use of a private vehicle at the prevailing rate per kilometer (using the Revenue Canada mileage rates as the benchmark) to a maximum of the lowest economy air fare.
- Accommodation:
- To pay compensation for hotel rooms at cost and with a receipt required: or
- For private accommodation, in lieu of commercial accommodation, an allowance of $30.00 per night may be claimed. (No receipt required.)
Note the LGMA is authorized by the Purchasing Services Branch of the Ministry of Management Services to access various Corporate Supply Arrangements including Provincial Government Hotel Room Rates. The Govt. rate should be requested when reserving accommodations.
- Per Diem:
A per diem allowance for travel on behalf of the association shall be provided as follows:- General Travel - up to $60.00 per day
- Lower Mainland Travel - up to $70.00 per day
- Such allowances shall be calculated on the following basis:
Not withstanding the foregoing, where travel only involves a portion of a day, a per diem allowance will only apply to that portion of the day where a meal is required.Meals General Travel Lower Mainland Breakfast $10.00 $12.00 Lunch $15.00 $18.00 Dinner $25.00 $30.00 Miscellaneous out of Pocket $10.00 $10.00
In the event that a meal or meals are provided as part of an event or activity, then no allowance shall be provided for that portion of the per diem allowance.
- Other Expenses:
- All other expenses incurred for hospitality expenses and other non-specified expenses shall be reimbursed at cost, subject to approval by the Executive Director, unless otherwise authorized by a resolution of the Board.
The Committee Chairs will assume responsibility for informing member volunteers of the LGMA travel policy.
Go to Top