TESL Canada Federation: Policy on Travel Expenses for Directors and Employees November 2014 TESL Canada Travel Expense Form 1.Guidelines: Travel expense projections for the Board and Executive Director for a fiscal year are included in detail in the budget for that year. The Executive Director and the Treasurer prepare the budget annually in the fall with the Executive and Finance Committee, after which the Board approves the budget. TESL Canada will endeavor to provide reasonable funding for all Board members to attend the spring annual AGM and accompanying Board meeting. However, all Board members are encouraged to obtain as much financial assistance as possible from their workplaces and TESL organizations. All travel expense figures are projections only and are not guaranteed; they are subject to change given the financial health of the organization. Priority for AGM travel will be given in the following order to meet quorum if the year’s budgeted income is low: (1) Airfare/transportation and single hotel room for the Executive, Executive Director, and elected Directors (2) Airfare/transportation and single hotel room for the appointed Directors 2. Accommodation: Hotel accommodation for all Directors and the Executive Director will be at the standard rate, based on single occupancy. Another exception might be the Executive Director occupying a suite at the TESL Canada conference so that committee meetings and TESL Canada business can be conducted in the suite. If the director chooses accommodation other than at the stated location, accommodation will be paid up to but not exceeding the rate for the stated location. 3. Transportation: All projected transportation costs must be pre-approved by the Executive Director and Treasurer in advance through email. The Executive Director’s projected transportation costs must be pre-approved by the Treasurer and President. Most transportation will be by air at cheapest possible rates. Directors traveling by coach or train may be reimbursed to an amount not exceeding equivalent airfare. Directors who choose to drive may claim mileage, which may not exceed equivalent cheapest airfare. Upon occasion the budget may allow for ground transportation to be reimbursed (with receipts). Upon occasion the budget may allow for a director taking their own vehicle to the airport to claim per kilometer rate ($ .50) as well as parking for the number of days of the TESL Canada meeting (receipts required). 4. Daily Expense reimbursement: Each request by a Director or Executive Director for a daily expense reimbursement must be approved by the Treasurer and President beforehand, and can be approved only if the budget permits. The reimbursement will be paid up to the following rate, and requires receipts attached to the Travel Expense Form. The daily expense reimbursement rate authorized by the Board of Directors (May 2014) is as follows: Breakfast: $15.00 Canadian with receipts Lunch: $15.00 Canadian with receipts Dinner: $35.00 Canadian with receipts Breakfast: $ 9.00 Canadian without receipts Lunch: $ 13.00 Canadian without receipts Dinner: $ 25.00 Canadian without receipts 5. Executive Travel: On occasion a face-to-face executive meeting might need to be called, if funds permit. Enough notice must be given so that cheapest airfares can be arranged and rooms must be shared wherever possible. If funds permit a daily expense reimbursement, the stated rate must be adhered to. The President, or her/his designate, may travel to represent TESL Canada if necessary and if funds permit, at the discretion of the Executive. The President, or his/her designate, will be the TESL Canada representative at TESOL. No one representing TESL Canada will have expenses paid to attend IATEFL or any other event internationally. 6. Procedures: All individual travel expenses by the Board, Executive Director and any others, must be pre-approved by the Executive Director, Treasurer and President. If the travel expense is not already itemized in the budget, it must be approved by the Board. Travel Expense Forms, with receipts, will be submitted to the Executive Director and reviewed by the Executive Director and Treasurer before reimbursement. The Executive Director’s Travel Expense Forms will be submitted to the Treasurer for approval before reimbursement. All expenses on the forms must have been pre-approved. It is understood that the Executive Director of the Federation acts under the policies established by the Board of Directors and under the direction of the Federation’s Treasurer. Board travel to the AGM and Board meeting: 6.1. The Treasurer, Executive Director and Executive will consult 3 months before the AGM to plan Board travel expense reimbursement. 6.2. Each director will be notified about what expenses can be covered, including an estimate of those expenses. 6.3. Directors will inform the Executive Director at least 2 months before the AGM of their intention to attend and on whether they can obtain other funding. 6.4. Directors will inform the Executive Director of their travel reservations and expenses as soon as these are arranged. 6.5. Directors who find it necessary to cancel plans should do so at the earliest possible time and notify the Executive Director by email. Directors are responsible for payment of any penalty charges related to their cancellation of travel plans. If TESL Canada has already reimbursed the Director, the Director will fully reimburse TESL Canada for the expense. Directors with extenuating circumstances for the cancellation may appeal to the Treasurer and President. 6.6 Claims for expenses must be submitted within 60 days of incurring the expense. The claim must be on a Travel Expense Form with receipts attached. * Mileage and daily expenses rates to be reviewed by the Board annually with the budget for the next fiscal year.