Use of personal vehicle while on PSA 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 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
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.
Accommodation and meals (Procedure 10.I.06)
Booking hotels for business use
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.
Short-term rental accommodations
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.
Single vs. double occupancy
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.
Staying with friends or relatives
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) (10.I.06—3.)
The current meal reimbursement rates while on PSA business are as follows:
- breakfast—$24.14
- lunch—$23.29
- dinner—$49.05
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 and animal boarding/care (Procedure 10.I.28 and 10.I.48)
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 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)
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
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.