Travel Policy

Respectfully submitted by Mark A Hazlett, Past President CCAE–Ontario, 05 November 1998
Edited and re-submitted, 19 February 1999

Background

During the five year existence of CCAE–Ontario there has never been a clearly defined, approved Board policy, relating to travel.

This lack of policy has led to mis-understandings related to compensation and reimbursement levels and expectations.

The past two President’s Reports to the National Board have clearly stated that CCAE–Ontario Board travel was being directly offset by the $3,000 annual grant. However in both 1996–1997 and 1997–1998 Board travel reported in the year-end financial statements exceeded the grant amount.

Clearly either the grant was not substantial enough to cover travel, or the Board was compensating too liberally. Perhaps both statements are true, but the future will, and needs to, see change in both directions.

As Board members already know the first change has occurred. Until further notice the grant from CCAE National has been reduced to $2,000. Clearly this amount will not cover the Board travel for 1998–1999.

Therefore it is necessary for changes to the Board’s practices. After five years of very liberal travel compensation and reimbursement the Board must take the necessary action to approve the following policy.

Once approved, this new policy (and other approved by the Board) will have to be referenced in the CCAE–Ontario Terms of Reference following amendments presented at the 1999 Annual General Meeting.

Travel Policy

This policy applies to all members of the Board of Directors (as defined in Article 4 of the Terms of Reference), any CCAE–Ontario volunteers, and any CCAE–Ontario event presenters or guests (as defined in the Terms of Reference for the Professional Development Committee of the CCAE–Ontario Board).

The intent is to provide reasonable reimbursement for travel expenses incurred by those individuals identified above, or their institutions, that attend meetings of the CCAE–Ontario Board of Directors or CCAE–Ontarioorganized events of programs.

If at any time a member of the Board of Directors or a volunteer are required to travel on behalf of CCAE–Ontario to fulfil official responsibilities, this policy will be a guideline for reimbursement.

CCAE–Ontario recognizes that in some instances those individuals covered by this policy will not be in a position of budget control and approval. It is anticipated that through discussions with the appropriate supervisors, budget expectations, as they relate to participation and travel, will be determined and agreed in advance.

It is expected that when arranging travel and/or accommodations in conjunction with a CCAE–Ontario meeting or event, attempts will be made to conduct institutional business during the same trip. (Institutional business is defined as work directly related to the efforts of institution, or the individual’s responsibilities).

It is expected that good judgement and attempts to use the most economical form of travel and accommodations for CCAE–Ontario business will be followed. If a member of the Board cannot attend in person a scheduled meeting, then alternative arrangements for participation will be made available (conference call).

Occasionally there will be a need for discussion and interpretation of the Travel Policy. When interpretations are required, the CCAE–Ontario Vice‑President and Treasurer will make the final decision. When related to a professional development program, consultation will include either the Chair of the Professional Development Committee (if different that the Vice‑President or Treasurer), or the Chair of the particular program’s organizing committee.

After interpreting the following guidelines, CCAE–Ontario will only reimburse Directors, volunteers, presenters, and guests to a maximum of $300.00 per trip (receipted expenses).

Guidelines