ErinoakKids will reimburse employees for certain expenses required under the terms of employment with ErinoakKids.
For purposes of this policy, work related expenditures reimbursable by ErinoakKids include:
Employees should endeavor to travel in one car when two or more employees are scheduled to travel to the same destination at the same time.
All travel arrangements must be approved by the employee’s program/department manager prior to booking.
Accommodations on out-of-town trips will be on a shared basis when more than one person of the same sex is involved. Those who wish to have separate accommodations will have to pay the differential between the double occupancy room and the two single room rates. Overnight accommodation will only be provided when the event/program is outside of the Greater Toronto Area and the Central West catchment area.
Employees should seek to reserve air travel as far in advance as possible in order to obtain the lowest economy fare possible.
The employee’s reasonable out-of-pocket costs for meals, gratuities, taxis, airport limousines and parking will be reimbursed while traveling on provision of a suitable receipt. Meals will be reimbursed only for overnight travel to a maximum of $50 per day based on the following limits; $10 breakfast, $15 lunch and $25 for dinner. Staff will not be reimbursed for any alcoholic beverages. Charges for entertainment, personal phone calls or any other charges that are considered of a personal nature are not reimbursable.
All reimbursable expenses should be accounted for and approved on the ErinoakKids Expense Report. Receipts for all expenses should be attached to the form in order to avoid delay in the processing of payment. For meals reimbursement, the detailed invoice from the restaurant should be attached in addition to the credit card receipt.
Paid time to attend workshops, conferences and seminars
Employees will not suffer any loss of pay for attending an approved conference. Full-time employees will be paid for 7.5 hours per day for a maximum of 5 days per week including travel time if it occurs during the week. Part-time employees will be paid for their regular hours per day to a maximum of their regular days per week, including travel time. Employees will not be paid for travel time outside of normal working hours.
If required to attend a conference on a Saturday or a Sunday, the employee may arrange with their department manager to flex their time. If training occurs on a statutory holiday, the employee will receive their normal allotment of statutory holiday pay.
Any exceptions to these guidelines must be approved by Human Resources and the department Vice President.
Employees are encouraged, whenever possible, to prepay expenses with the ErinoakKids corporate credit card available from their department manager.
If this is not an option, advances for out-of-town travel and/or other significant dollar purchases will be provided to employees by cheque, in an amount not to exceed $1,500.00, upon written approval from the employee’s manager and the department vice-president. Special care must be taken by employees to safeguard the funds advanced and return unspent funds together with receipts to accounts payable within three (3) weeks from the date the funds were advanced.
A. Employee’s Responsibility:
B. Program/Department Manager’s Responsibility:
C. Finance Department’s Responsibility:
For mileage claims, employees are to provide the following information: