Policy on Travel Expenses Reimbursements

For Members of the Board of Directors, Guests of the Board of Directors and Association Committees

The following policies have been approved for the reimbursement of travel expenses for the participation of members and guests of the Board of Directors at the fall and spring meetings of the Board of Directors and for the participation of association committee members to various meetings. It is revised periodically.

Fall Meetings

1) Individuals traveling less than 500 kilometres are requested to travel by bus, train or car. If the individual chooses to use a car, reimbursement will be based on the Treasury Board of Canada rates. However, without exception, the amount of the claim must not exceed the economy class air, bus or train fare. In addition to the payable kilometre rate, charges for toll-roads, ferries, bridges, tunnels, and parking shall be reimbursed.

2) Individuals traveling more than 500 kilometres are requested to purchase their air tickets well in advance of the meetings in order to ensure a cheaper rate. Where possible, if a meeting ends on a Saturday, participants should attempt to stay over on the Saturday evening in order to ensure a lower airfare.

3) The use of public transit (bus, shuttles) at fixed rates between airports and hotels is encouraged. Taxis, only when necessary, will be reimbursed.

4) Economy class fares should be considered when no discounted fares are available.

5) Meals expenses will be reimbursed based on the following Treasury Board of Canada rates, which are currently:

Breakfast $15.35
Lunch $14.60
Dinner $40.30

Meal allowances include gratuities, provincial tax and GST. Complimentary meals served at any time may not be claimed.

6) Individuals will be reimbursed for reasonable hotel accommodations.

Spring Meetings

The Board of Directors hopes that expenses to the spring meetings will be paid through the individual’s university. However, if the university is unable to help defray expenses, the policies for travel to the fall meeting will be applied. Reimbursement requests must be communicated to the Secretariat by September 15.

Committee Meetings

The CPSA will reimburse expenses incurred (1-6 above if necessary) for meetings of association committee members. Expenses incurred (1-6 above if necessary) for meetings of the CJPS editorial team will be paid from the CJPS budget. If any meetings occur during the annual conference, again, the Board hopes that the expenses will be paid through the committee member’s university.

Other Expenses

1) The expenses incurred (1-6 above if necessary) by the PIP and OLIP Directors to attend Board of Directors meetings and the Annual General Meeting will be paid through the programmes. The co-editors participation at these meetings will be paid by the CJPS.

2) The CPSA will reimburse expenses incurred by the CPSA representative on the SQSP Board of Directors. The expenses incurred by the SQSP representative on the CPSA Board of Directors will be reimbursed by the SQSP.

3) The travel expenses for Executive Committee Members to attend various meetings and events will be reimbursed on a case by case basis.

4) The travel expenses for individuals who are asked to represent Executive Committee Members at various meetings or events also be reimbursed on a case by case basis.

» Travel Expense Form [PDF]

January 2012