 Niagara Catholic District School Board
EMPLOYEE CONFERENCES, WORKSHOPS
AND MEETINGS
ADMINISTRATIVE OPERATIONAL PROCEDURES
|
200 – Human Resources
| No 201.15
|
| | |
Adopted Date: March 27, 2007
| Latest Reviewed/Revised Date: May 21, 2024
|
In keeping with the Mission, Vision, and Values of the Niagara Catholic District School Board, the following are Administrative Operational Procedures for Employee Conferences, Workshops and Meetings.
PREAMBLE
The Board recognizes and supports where appropriate the value of professional staff development and that, conventions, conferences, and meetings assist in facilitating this objective.
All employees are encouraged to attend business related and Board approved conferences, workshops and meetings in their capacity as Niagara Catholic District School Board employees.
Authorized employee expenditures incurred while attending conferences, conventions, and other professional development activities as an approved representative of the Niagara Catholic District School Board shall be reimbursed.
APPROVAL PROCEDURE
1.
For all conferences, workshops and meetings, which are held outside the Province of Ontario, prior approval by the Director of Education shall be required.
2.
All requests shall be approved by the immediate supervisor and the appropriate Senior Administrative Council member on the “Conference/Workshop Approval and Reimbursement Form.
3.
All eligible employees shall be reimbursed for approved expenses, which are incurred while attending conferences, workshops and meetings.
REIMBURSEMENT PROCEDURE
1.
All claims for reimbursement of expenses require the authorization of the immediate supervisor. Expense claims by the Director of Education are approved by the Chair of the Board.
2.
All expense claims shall be supported by original receipts, as well as the credit card slips. The receipts shall indicate the specific purpose of the travel and hospitality, indicating location, dates and individuals in attendance.
3.
All expense claims and requests for reimbursement shall be submitted within a month of the date of the conference, workshop or meeting, following the appropriate procedures and using the prescribed expense forms.
4.
All expenses shall be claimed during the appropriate corresponding budget year.
5.
All requests for payment of expenses related to conferences, workshops and meetings shall be supported by the original receipts and related details. The following expenses and charges will be eligible for reimbursement and/or payment:
i)
Travel costs by automobile and other means;
ii)
Hotel room charges (standard room rates);
iii)
Meals (including food, beverages, taxes and gratuities – subject to per meal limits published by the Ontario Public Service (OPS) Travel Meal and Hospitality Expenses Directive);
iv)
Telephone calls, taxi costs, parking fees, etc.
6.
The following expenses and charges will not be eligible for reimbursement and/or payment:
i)
Movies or entertainment charges;
ii)
Charges for use of recreational/fitness facilities,
iii)
Alcohol,
iv)
Charges incurred by a family member, parking violation charges, traffic violation charges.
Eligibility for reimbursement will be at the discretion of the Superintendent of Business and Financial Services.
References
·
Niagara Catholic District School Board Policies/Procedures
o
Code of Conduct Policy (302.6.2)
o
Ontario Public Service Travel Meal and Hospitality Expenses Directive
Adopted Date:
Revision History:
| May 17, 2024
December 17, 2013
November 26, 2019
May 21, 2024
|
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Employee Conferences, Workshops and Meetings (201.14) Administrative Operational Procedures
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