PREAMBLE  

All travel expenses must comply with the applicable Ontario Public Sector Travel, Meal and Hospitality Expenses Directive , including requirements for preapproval, reasonableness, fiscal responsibility, and proper documentation. Reimbursement is limited to legitimate business expenses incurred while conducting Board business.

 

    TRAVEL ELIGIBLE FOR REIMBURSEMENT  

Reimbursement of pre-approved travel will be paid to employees, as follows:

·   Employees scheduled between work sites, assigned by the Board.

·   Employees attending full-day conferences, meetings, workshops, or general activities held outside the Niagara Region.

·   Employees travelling during their normal duties are expected to make every reasonable effort to minimize travel-related expenses, including travelling together where feasible and using the most direct and efficient routes.

·   During evenings and weekends, with the approval of their supervisor, eligible employees will be reimbursed for the distance actually travelled.

 

    TRAVEL INELIGIBLE FOR REIMBUREMENT

 

Travel reimbursement may not be approved under the following circumstances, including but not limited to:

·   Employees who voluntarily apply for and accept positions that require regular travel between work sites are not eligible for reimbursement of travel expenses associated with those positions. Reimbursement applies only where travel between work sites is explicitly assigned by the Board.

·   Travel at the beginning and end of the workday between an employee’s residence and any Niagara Catholic work site is the responsibility of the employee and is not eligible for reimbursement.

·   Expenses that could reasonably have been avoided may not be reimbursed.

·   Employees attending full-day conferences, meetings, workshops, or general activities held within the Niagara Region are not eligible for travel reimbursement. For the duration of the event, the designated location will be considered a Niagara Catholic work site.

 

    RATE OF REIMBURSEMENT  

Employees will receive an allowance on a per-kilometre rate that is deemed reasonable by the Niagara Catholic District School Board in accordance with the amounts prescribed in section 7306 of the Income Tax Regulations.

 

The Associate Director of Education - Corporate Services will apply these rates as a guideline to determine the annual per-kilometre rate for the reimbursement of travel expenses, approved by the Director of Education. Employees will be notified when the annual per-kilometre rate is changed through a memorandum issued by the Associate Director of Education - Corporate Services.

 

    PROCEDURES FOR REIMBURSEMENT OF TRAVEL EXPENSES