Expenses

1. Members should use the fastest and most economical mode of transportation and book air travel in advance with W.E. Travel Ltd.
2. Members should preferably stay at one of the hotels in the BCTF Accommodation Guide. Claims should be for single rates only. When staying with friends and relatives, members may claim $30 per night in lieu of hotel costs.
3. Where members attending a BCTF meeting choose to share accommodation with another unrelated member, each member shall be eligible to receive $20 per night. No receipts are necessary.
4. Due to attendance at BCTF meetings, members incurring dependant* care and/or pet boarding and care expenses that would not otherwise have been incurred may claim reinbursement. Receipts from the provider containing the hours, the amount, the name and address (including postal code) of the caregiver and the caregiver’s signature are required. Receipts written by the member will no longer be accepted. Allowable rates are $18 per hour to a maximum of $240 in any 24-hour period for dependants. Animal boarding and care has a maximum of $50 per day. Amounts above these maximums require prior approval of program co-ordinator. Please advise if the provider is a relative as the dependant allowance may be considered a taxable benefit. Deducting taxes owed and reporting to Canada Revenue Agency may be required.

*For definition of “dependant,” please see Members’ Guide 10.I.28.

Receipts
Image of original receipts is preferred; however, image of credit card statement showing the expense is acceptable. Supporting documentation from the business establishment is required for the following items: airfare, automobile rental, hotel, dependant care, taxis, baggage fees*, ferry fares*, parking over $25 and other expenses.

* Receipts are required for one way only, but you may claim the total return cost.

Vouchers without supporting receipts will result in a processing delay.

Vouchers must be submitted within three months of the relevant event but within two months after the year-end (June 30).

Automobile rental
Approval of the program co-ordinator must be obtained before renting an automobile. The least expensive car available should be rented. A copy of the rental agreement and the receipt for payment must be submitted with the expense claim. Expense claims for supplemental insurance offered by the car rental agency will not be reimbursed. The BCTF has insurance coverage and will take responsibility for any charges resulting from an accident. If you do have an accident, please report the details immediately to the Office of the Treasurer and CFO.

Use of own automobile
Staff and members must carry their own automobile insurance. The BCTF will not reimburse anyone for losses incurred from accidents, parking violations, or traffic violations. No one will be entitled to any personal gain or profit arising out of the use of an automobile on BCTF business.

Vouchers and reimbursement procedure
After being approved by the program co-ordinator, expense vouchers are to be submitted to the BCTF Accounting Department and reimbursement will be made either by cheque or electronic funds transfer (EFT). Staff and members are encouraged to sign up for EFT reimbursement.

The Accounting Department will pay expense claims up to $100 in cash, but is unable to cash members’ expense cheques.

Reporting all income
Individuals are responsible for reporting all income on their tax returns, whether or not they receive a T4A recording the payment. The BCTF issues T4As to individuals who are not employed by the BCTF but who receive a fee for services rendered. Some examples of this type of payment are daily TTOC rate for work on committees, honorariums, presentation fees, hourly rates for services provided, per diems, etc.