Travel Information and Expense Reimbursement Policies for PSA Council and PSA Committee Members

W.E. Travel contact information
(Procedure 10.I.12—2.–3.)

PSA member travel arrangements must be initiated by an email from either the president or the treasurer of the PSA. See the Workspace FAQs for more information.

Travellers are encouraged to make all travel arrangements through W.E. Travel. 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 1-888-676-7747. 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 PSA program expense code (e.g., 600500-Y…) along with their reason for travel (e.g., PSA Executive Committee meeting). To find out the full program code, please contact the PSA co-ordinator.

General parameters of travel
(Procedure 10.I.04 and Procedure 10.I.04—2.)

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.

Union vs. non-union airlines
(Procedure 10.I.04)

Travellers are encouraged to 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.

Advance booking of flights
(Procedure 10.I.04—7.)

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
(Procedure 10.I.04—7.b.)

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 PSA president, treasurer, or signing authority. 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 PSA, 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.

Public transit
(Procedure 10.I.04—1.–3.)

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
(Procedure 10.I.04—4.)

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)
(Procedure 10.I.04—8.)

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) submitted to the program co-ordinator.

Cycling
(Procedure 10.I.04—6.)

The bicycle allowance is 26¢ per kilometre.

Ferries
(Procedure 10.I.04—11.)

Travellers are required to submitreceipts for both to and return trips.

Automobile rental
(Procedure 10.I.04—Special Regulations Governing Use of Automobiles, item 5.)

In cases where a combination of public transportation and automobile rental will best meet the needs of the traveller, automobiles may be rented with the approval of the PSA president, treasurer, or signing authority. 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 PSA president, treasurer or signing authority. All car rental bookings are encouraged to be done through W.E. Travel.

Insurance coverage on rental vehicles
(Procedure 10.I.04—Special Regulations Governing Use of Automobiles, item 5.)

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 PSA 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.

Travel - general
(Procedure 10.I.04—Special Regulations Governing Use of Automobiles, item 1.)

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
(Procedure 10.I.04—Special Regulations Governing Use of Automobiles, item 5.)

Travellers must carry their own automobile insurance. The PSA 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 PSA business.

Parking
(Procedure 10.I.04—Special Regulations Governing Use of Automobiles, item 4.)

Travellers may claim parking expenses at their home airport, at their hotel, or at the event. Receipts are required for amounts over $30. 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.

Booking hotels for business use
(Procedure 10.I.06—1.)

Travellers are encouraged 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 PSA pays for room and taxes only for a standard room. Any other room charges and upgrades will be the traveller’s responsibility.

Single vs. double occupancy
(Procedure 10.I.06—1.a.iii.)

Only standard room charges and applicable taxes will be reimbursed. Any other room charges will be the travellers’ responsibility. Rates listed do not include taxes, are subject to availability, and are based on single occupancy. If travellers are sharing a room with another member, each of them may claim $20.00 per night. If they are bringing someone who is not member, they will be personally responsible for the difference between single and double occupancy rates.

Short-term rental accommodations
(Procedure 10.I.06—1.c.)

Short-term rental accommodations are claimable expenses only when hotel accommodations are not available. Prior approval from the PSA president, treasurer, or signing authority is required.

Staying with friends or relatives
(Procedure 10.I.06—2.)

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

Using your own credit card

When members are reserving a hotel for business purposes, they will need to provide their personal credit card to the hotel upon check-in to guarantee payment for all expenses relating to their stay. Upon check-out, they may use credit, cash, or debit to settle their account for any additional charges related to their stay (e.g., meals, parking). For expenses that are claimable, they will be reimbursed by the PSA upon submission of their expense claim.

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

The current meal reimbursement rates while on PSA business are as follows:

• breakfast—$25.08
• lunch—$25.54
• dinner—$52.45

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.

Due to attendance at PSA 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 from the provider are required. If the receipt is not from a licensed care provider, a BCTF receipt template must be completed by the provider as it includes all the required information for the BCTF to process the claim.

Dependant care rate
(Procedure 10.I.28—4.c.)

Allowable rates are $21.78 per hour to a maximum of $290 in any 24-hour period. If additional reimbursement is needed due to special care requirements, members should contact the program co-ordinator before incurring any expenses.

Amounts are updated every July 1 based on inflation.

Animal boarding/care rate
(Procedure 10.I.48—2.)

Allowable rate is a maximum of $55 a day per household. If additional reimbursement is needed due to special care requirements, members should contact the program co-ordinator before incurring any expenses. 

Amounts are updated every July 1 based on inflation.

Care provider tax reporting

Please be advised the provider is responsible for any tax reporting and remitting any taxes owed directly to Canada Revenue Agency.

Approvals

The original expense voucher is to be approved by the PSA president, treasurer, or signing authority. Receipts as shown below must be submitted with the original claim. Anyone submitting claims without the required receipts will be notified to provide them before their claim will be processed.

All expense vouchers must be signed.

Timing/deadlines
(Procedure 10.I.10—3.)

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.