Procedure 3.1.2 EMPLOYEE EXPENSE

• • 1.1.1 obtain approval at an appropriate level of authority outlined in section 2 before incurring   expenses;
  • 1.1.2  submit original, itemized receipts with all claims on the appropriate expense claim form;
  • 1.1.3 make claims within thirty (30) days from the date which the expense was incurred;
  • 1.1.4 submit all claims for the previous school year by September 30th or expenses may not be reimbursed;
  • 1.1.5 repay any overpayments.

• • 1.2.1 provide approval for reasonable expenses incurred in the performance of Board business;
  • 1.2.2 only approve travel expense claims that are required for Board business and to follow the Employee Travel Expense Reimbursement Procedure;
  • 1.2.3 when exercising discretion, the rationale must be documented and submitted with the expense form;
  • 1.2.4 not approve their own expenses.

• 4.3.1 Board Vehicle

• • may be used only for Board business
  • operated by someone with a valid Ontario driver’s license
  • passangers are permitted in Board vehicles only if passenger travel is related to Board business
  • reservations can be made through the Vehicle Booking Tool on the DSB1 wesbite.

• 4.3.2    Rental Vehicle

• • vehicle rentals are through the Board’s preferred car rental agency
  • District School Board Ontario North East is named as the renter
  • all drivers are listed on the contract
  • a full size model or its equivalent is required
  • vehicles must be refueled prior to returning
  • luxury and sports vehicles are prohibited
  • collision damage waiver coverage is to be purchased and claimed as a travel expense.

• 4.3.3    Personal Vehicle

• • personal vehicle to be used if more economical than rental or if a rental vehicle is not available
  • the Board assumes no responsibility for personal vehicles
  • vehicle must be insured at the vehicle owner’s expense for personal vehicle liability
  • it is the driver/owner’s resbonsibility to ensure that the motor vehicle insurance includes coverage for business use of the vehicle
  • the Board is not responsible for reimbursing deductible amounts
  • in the event of an accident, no claim to the Board for damages will be permitted
  • the kilometric reimbursement rate is the rate set by Revenue Canada in the Income Tax Act (travel expense document in Docushare), rate is revised annually in January
  • travel will be reimbursed from the employee’s home office location to their business related destination and return to regular work location.

• • 4.4.1 If using a Board vehicle, adavise the Board’s fleet coordinator.
  • 4.4.2 If using a rental vehicle, advise the rental car agency and contact the insurance provider to initiate a claim. 
  • 4.4.3 If using a personal vehicle, advise the driver’s insurance provider.

6.8 When more than one meal claimed for any one day, you may allocate the combined maximum rates between the meals.
For example, eating breakfast and lunch, the combined rate is $45.00. This becomes the maximum rate for the two meals, regardless what was spent on each meal.
6.9 It is not permitted to combine the maximum three meal rate ($80.00) if only two meals are eaten.
6.10 Meal rates outside Board jurisdiction, in Canada are set at the same rates as within Board jurisdiction when one or two meals are claimed.
6.11 Recognizing the increased cost of being outside Board jurisdiction, a combined three meal rate of $100.00 per day will be permitted