Members may also wish to view discounts available through the Advantage program.
bctf.ca/services-guidance/benefits/view-member-discounts-bctf-advantage
Avis
5% off the best available rate |
Avis Worldwide Discount (AWD) number
|
C620300
|
Telephone number
|
1-800-879-2847
|
Link to the BCTF dedicated Avis webpage is as follows:
avis.com/car-rental/profile/go.ac?C620300.
Budget
Best promotional rate, or else daily rates are capped at: |
Compact (B) $47*
Mid-size (C) $48*
|
Budget Customer Discount (BCD) code
|
A030400
|
Telephone number
|
1-800-268-8900
|
Link to the BCTF Budget webpage is as follows: budget.com/budgetWeb/html/bridge/fastbreak/index.html?A030400
Enterprise and National
Enterprise Rent-A-Car |
5% off local retail rates.
|
National Car Rental
The program with National is also “Best Rated”—if the local retail rate is lower than the negotiated rate at time of booking, the lower rate will be selected if the contract ID number is used to book the rental.
|
Economy $43.00*
Compact $43.00*
Intermediate $47.00*
|
Additional driver fee for both brands
|
This fee is waived for co-worker or spouse of BCTF renter.
|
ID number for both National and Enterprise
|
XVC4024
|
Telephone numbers
|
1-800-227-7368 National
1-800-736-8222 Enterprise
|
Online reservations
(local branch direct contact numbers can also be located through these websites)
|
nationalcar.ca
enterprise.ca
|
*rates subject to change
Use of personal vehicle while on PSA business
While on PSA business, members are encouraged to use the least expensive mode of travel and to use public transportation rather than personal vehicles. Members may use their own vehicle and claim allowable expenses as outlined below if it is not practical, possible, safe, or cost-effective to use public transportation.
Vehicle Insurance
Members must carry their own automobile insurance. Reimbursement will not be made 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.
Mileage reimbursement
When attending a meeting in the local area
While attending meetings in their local area, members needing to drive their own vehicle may claim reimbursement for use of their private automobiles at the current Canada Revenue Agency non-taxable per-kilometre allowance. If two or more people drive together, only the driver can claim the reimbursement.
When attending other events out of the local area
If members choose to drive outside their local area when flying would be the more cost-effective option, they will receive reimbursement only up to the value of air fare rather than the actual kilometres driven. Please contact the PSA coordinator at psa-coordinator@bctf.ca, or call 604-871-1802, with travel details to find out how much money will be reimbursed.
Other allowable expenses while driving own vehicle
When travelling to a PSA event, members will be reimbursed for out-of-pocket expenses that they would not have otherwise incurred. If they choose to drive when flying would be more economical, they may only claim expenses for accommodation and meals that they would incur if they had flown.
Members may claim highway or bridge tolls.
Members may claim parking expenses at their home airport, at their hotel, or at the event. Receipts are required for amounts over $25. Members may claim parking at the Vancouver International Airport.
Members receive a 25% 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/Corporate-Program.aspx and enter the code 59168 in the “Corporate Discount #” box, then click “Submit.” to receive a discount.
Aeroplan miles can also be earned. For more details, please see: parknfly.ca/ParkN-Fly-Rewards.aspx#RewardsBenefits.
Accommodation and meals (10.I.06)
Booking hotels for business use
A lot of hotels and rates, that have been negotiated by the BCTF, are listed in the BCTF’s Accommodation Guide. PSA Committee and PSA Council members are welcome to book the hotels at the BCTF negotiated rates.
Single vs. double occupancy
Only standard room charges and applicable taxes will be reimbursed. Any other room charges will be the members’ responsibility. Rates listed do not include taxes, are subject to availability, and are based on single occupancy.
If members are sharing a room with another member, each of them may claim $20.00 per night. If they are bringing someone who is not a member, they will be personally responsible for the difference between single and double occupancy rates.
Staying with friends or relatives
Members who stay with friends or relatives instead of staying at a hotel during PSA business may claim $30.00 per night.
Using 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.
Booking hotels for personal use
Most hotels on our preferred list allow members to use BCTF rates for personal stays. Although, rates may be subject to availability. Members may be asked to supply some form of company and/or personal identification (e.g., business card and/or piece of government issued ID).
Members may also wish to view discounts available through the Advantage program.
bctf.ca/services-guidance/benefits/view-member-discounts-bctf-advantage
Meal reimbursement (per diems) (10.I.06—3.)
The current meal reimbursement rates while on PSA business are as follows:
Breakfast—$20.00
Lunch—$25.00
Dinner—$40.00
Members 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 PSA or PSA-sponsored event where a meal is provided.
Dependant care reimbursement (10.I.28)
Due to attendance at PSA related meetings/events, members incurring dependant* care expenses that would not otherwise have been incurred, may claim these expenses. 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 not be accepted. Allowable rates are $18 per hour to a maximum of $240 in any 24-hour period. 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, 10.I.28.1.
Animal boarding and care reimbursement
Due to attendance at BCTF meetings, staff and members incurring pet boarding and care expenses that would not otherwise have been incurred may claim these expenses. 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 not be accepted. 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. 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.
Expense vouchers (10.I.10)
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
Members are encouraged to complete an expense voucher as soon as possible.
Claims will be reimbursed to the member either by cheque or, if they have set up electronic funds transfer, directly into their bank account. Accounting has these applications on the front counter. 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 the year-end (June 30).