Travel Information and Expense Reimbursement Policies

Introduction

This travel information and expense reimbursement policies booklet is to provide guidance to the BC Teachers’ Federation (BCTF) staff and members. The booklet supplements and further clarifies the Members’ Guide to the BCTF (Procedures 10.I.02–48) as well as all other BCTF expense claim policies and procedures. This booklet also provides information on making travel arrangements, reserving accommodation, renting cars, claiming per diems, and submitting expense vouchers when travelling to attend meetings, workshops, and other BCTF-sponsored events.

The Members’ Guide to the BCTF can be found at:
bctf.ca/services-guidance/governance/members-guide-to-the-bctf

For further information or questions please contact Prudence Ikoma, Administrative Assistant to the Treasurer and CFO, at pikoma@bctf.ca, 1-800-663-9163, local 2270, or 604-871-2270.

Booking travel

W.E. Travel contact information

The BCTF deals exclusively with W.E. Travel. Travellers are required to make all travel arrangements through them. They can be reached at 604-969-5585 or 1-800-663-4703 from Monday to Friday between 8:30 a.m. to 5:00 p.m.

Requests may be emailed to any of the agents, and they will respond to the emails within 24 hours (excluding weekends):

• Carolyn Corda, carolyn@weuniontravel.ca
• Maureen Gorospe, maureen@weuniontravel.ca
• Oralee Hawley, oralee@weuniontravel.ca
• Jaime Janzen, jaime@weuniontravel.ca

In the event of an emergency where changes need to be made after hours or on the weekend, please call W.E. Travel’s 24-hour emergency line at 1-800-787-6030. Please note that a flight or hotel can be cancelled or changed, but new reservations will not be accepted.

Program code/reason for travel

When travellers call or email W.E. Travel, the travel agent will ask them to provide the full BCTF program expense code (e.g., F100–600500–1100) along with their reason for travel (e.g., Finance Committee meeting). To find out the full program code, please contact the BCTF.

General parameters of travel (Procedure 10.I.02-4)

Travel expenses should be reasonable and appropriate in the circumstances, taking into consideration safety, practicality, efficiency, and cost. Accessibility needs of travellers should also be considered to ensure travellers can fully and equally participate in union activity. Travellers are encouraged to consider the carbon footprint of their transportation choice.

Air travel (Procedures 10.I.04—7. and 10.I.12—2.-3.)

Union vs. non-union airlines

The BCTF supports union airlines (and almost exclusively Air Canada) and only books on non-union airlines when Air Canada or other union airlines are unavailable, or if there are extenuating circumstances. Although only partially unionized, WestJet can be used when necessary.

All non-union airline flights must be pre-approved by the Office of the Treasurer and CFO. Travellers are to provide an explanation to W.E. Travel, who will request approval on their behalf from the Office of the Treasurer and CFO.

Advance booking of flights

To help reduce travel costs, travellers are encouraged to book their flights at least two months in advance of the event/meeting, or as soon as possible once registration is available.

Changes or cancellations to airline bookings

Once the W.E. Travel agent has booked a travellers’ trip, the agent will email them an itinerary. Travellers are to review the itinerary and make any corrections if needed with W.E. Travel immediately, since most airlines will allow changes without fees within 24 hours of booking.

Any changes that will incur fees must be pre-approved by the Office of the Treasurer and CFO. Travellers are to provide an explanation to the W.E. Travel agent, who will request approval on their behalf from the Office of the Treasurer and CFO. Examples of acceptable reasons are cancellation or change of meeting, family emergency, illness (travellers’ or their immediate family member’s), or inclement weather.

If the traveller’s request to make a change to their booked flight is not approved, they will be responsible for the costs related to the change.

Paying for flights

Since all flights are to be booked through W.E. Travel, and charged directly to the BCTF, no receipts are necessary. However, for any booking made directly with the airline by a traveller in emergent circumstances, a receipt for air fare will be required for reimbursement.

Baggage

Most fares include one free checked bag/carry on and one personal item. In the case where baggage fee is an additional cost paid by the traveller, they may claim baggage fees on their expense voucher along with the receipt.

Other transportation (Procedure 10.I.04)

Public transit

Travellers are encouraged to use public transit when possible. Rapid transit (i.e., SkyTrain) should be used when travelling between the Vancouver International Airport, the BCTF building, and downtown locations that are in close proximity to the Olympic Village, Yaletown, City Centre, and Waterfront SkyTrain stations. Cost of public bus and train transportation can be claimed without providing a receipt.

Taxis

Taxi charges can be claimed between the Vancouver International Airport, the BCTF building, and downtown locations, for those who have accessibility needs or in circumstances where safety considerations are required. Taxi charges must be paid by the traveller and claimed on an expense voucher. All taxi receipts are required.

Ride-Hailing (e.g., Uber or Lyft)

The cost of ride-hailing expense claims will not be reimbursed without prior special approval and explanation (e,g., due to lack of local or safe alternatives).

Cycling

The bicycle allowance is 26¢ per kilometre.

Ferries

Travellers are required to submit a receipt for a one-way ferry fare only, but they may claim fares for the return trip without a receipt.

Automobile rental

In cases where a combination of public transportation and automobile rental will best meet the needs of the traveller and the Federation, automobiles may be rented with the approval of the program co-ordinator or the Office of the Treasurer and CFO. Automobiles rentals should be of sub-compact, compact, or intermediate size automobile. Under certain driving conditions, four-wheel or all-wheel drive options are acceptable upon the approval of the Office of the Treasurer and CFO. All car rental bookings should be done through W.E. Travel.

Insurance coverage on rental vehicles

Third-party liability insurance coverage and collision coverage are not provided by the car rental agency as part of the basic rental charge and may be offered at an additional cost.

The BCTF does not have, nor is able to get, coverage for travellers. W.E. Travel will advise upon booking, and travellers should accept the insurance coverage offered by the car rental company. This insurance coverage from the rental company can be claimed as an expense.

Use of personal vehicle while on BCTF business

Travel - general

Travellers may use their own vehicle and claim allowable expenses as outlined below if it is not safe, practical, efficient, possible, or cost-effective to use public transportation.

Driving reimbursement

While attending meetings in their local area, travellers may claim reimbursement at the current Canada Revenue Agency non-taxable per-kilometre allowance.

If travellers choose to drive outside their local area, to/from the Lower Mainland, when flying would be the more cost-effective option, they will receive the reimbursement amount listed on the driving reimbursement chart: bctf.ca/topics/services-information/membership-expenses/expenses/driving-reimbursement.

If two or more people drive together, only the driver may claim the reimbursement.

Vehicle Insurance

Travellers must carry their own automobile insurance. The BCTF will not reimburse anyone for losses incurred from accidents, parking, 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.

Parking

Travellers may claim parking expenses at their home airport, at their hotel, or at the event. Receipts are required for amounts over $25. They may claim parking at Vancouver International Airport.

The travellers receive a parking discount off the regular rate for business and personal travel at Park’n Fly. Park’n Fly shuttle service to and from the terminal leaves every four to five minutes. Go to parknfly.ca/location/vancouver-airport-parking/, enter your travel dates and discount code 1120231 to view rates.

Aeroplan miles can also be earned. For more details, please see: parknfly.ca/ParkN-Fly-Rewards.aspx#RewardsBenefits.

Accommodation and meals (Procedure 10.I.06)

Booking hotels for business use

Travellers are to use W.E. Travel to book their accommodation. The W.E. Travel agent will first try to book travellers into a unionized hotel. If a unionized hotel is not available, the agent will find other suitable accommodation. The BCTF pays for room and taxes only for a standard room. Any other room charges and upgrades will be the traveller’s responsibility.

Short-term rental accommodations

Short-term rental accommodations are claimable expenses only when hotel accommodations are not available. Prior approval from the Office of the Treasurer and CFO is required.

Exception for group bookings

If travellers are attending an advisory committee meeting at the BCTF building, or a BCTF event, a block of rooms for their group will most likely have been reserved. These rooms are available at a pre-negotiated rate, and they are expected to stay at the location. Do not book these rooms through the travel agent. Please confirm check-in and check-out dates with the BCTF.

Single vs. double occupancy

The BCTF hotel rates are based on single occupancy. If travellers are sharing a room, they will need to advise their program co-ordinator and/or W.E. Travel in order to get a double room. If travellers are sharing a room with another staff or member, each of them may claim $20.00 per night. If they are bringing someone who is not a staff or member, they will be personally responsible for the difference between single and double occupancy rates.

Staying with friends or relatives

Travellers who stay with friends or relatives instead of staying at a hotel during BCTF business may claim $30.00 per night.

Direct billing vs. using your own credit card

There are typically only two methods of paying for the hotel—direct billing to the BCTF or a personal credit card. Please note, however, when checking in, most hotels will ask to provide a personal credit card for any additional charges related to their stay (e.g., incidentals). Travellers who wish to have the credit/debit card deposit requirement waived should contact the BCTF so an alternative arrangement can be made with the hotel.

Meal reimbursement (per diems) (Procedure 10.I.06—3.)

The current meal reimbursement rates while on BCTF business are as follows:
Breakfast—$20.00
Lunch—$25.00
Dinner—$40.00

Travellers may claim these amounts without receipts. They may not claim any meals that were provided by their hotel (e.g., breakfast) or as part of any meal provided at the event/meeting.

Dependant care reimbursement (Procedure 10.I.28)

Due to attendance at BCTF meetings, travellers incurring dependant* care and/or animal boarding/care expenses that would not otherwise have been incurred may claim these expenses.

To comply with Canada Revenue Agency requirements, receipts from the provider containing the following information are to be provided:

• ·number of hours
• amount paid to the provider
• the name and address (including postal code) of the care provider
• the care provider’s signature.

Receipts signed by the traveller will not be accepted.

Dependant care rate

Allowable rates are $18 per hour to a maximum of $240 in any 24-hour period. For any amounts above these maximums, prior approval from the program co-ordinator must be obtained.

Animal boarding/care rate

Allowable rate is a maximum of $50 in any 24-hour period. For any amounts above these maximums, prior approval from the program co-ordinator must be obtained.

Provider is a relative

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 the Members’ Guide to the BCTF, Procedure 10.I.28—1.

Expense vouchers (Procedure 10.I.10)

Electronic expense

Submitting electronic expense vouchers are encouraged as it helps expediate the expense reimbursement process. More information is available at bctf.ca/topics/services-information/membership-expenses-and-administration/submit-BCTF-expenses-online.

Timing/deadlines

Claims will be reimbursed to the traveller either by cheque or, if they have set up electronic funds transfer, directly into their bank account. An EFT set-up form is available at bctf.ca/services-guidance/membership-expenses-and-administration/expenses/apply-for-electronic-fund-transfer.

Vouchers must be submitted within three months of the relevant event but within two months after year-end (June). See Appendix A for when expense submissions require receipts.

Advantage Program

Travel discounts are available to travellers for personal use through the Advantage Program: bctf.ca/services-guidance/benefits/view-member-discounts-bctf-advantage.

Appendix A -- expense receipt requirements

Lost receipts

Please complete this form for lost receipts:

bctf.ca/topics/services-information/membership-expenses-and-administration/expenses/lost-voucher-receipt-form.