1.04 –Travel and Subsistence Policy
EFFECTIVE: 1 March 2024
1.04.01- Purpose
Sarnia Hockey Association (SHA) recognizes the importance of providing reasonable and accountable reimbursement for individuals on all SHA-approved business. This policy ensures that all business travel related expenses are provide for. SHA is committed to providing travel or accommodation arrangements that are both comfortable and of good quality while maintaining fiscal responsibility. It is not intended to cover expenses incurred due to personal preferences or to render individuals completely expense-free during their travel.
1.04.02- Scope
This policy applies to all SHA members while travelling to, from and conducting SHA Business. This includes but is not limited to any Hockey Canada (HC), Ontario Hockey Federation (OHF), Hockey Alliance of Ontario (ALLIANCE) General Meetings, or SHA required training.
1.04.03- Definitions
a) Personal Automobile – Any private passenger nonfleet vehicle, motorcycle, camper
b) Rental Automobile- Any vehicle that is rented for a specified, short-term period from a third party vendor
c) Automobile Expenses – Refers to the expenses incurred to rent, wash, refuel, or insurance deductibles for claims made while on SHA business. This includes mileage claims
d) Transportation – Any chartered method of mass transit such as air, bus, or rail
e) Meal Expenses – Is the cost of food, beverages, taxes, and tips
f) Incidentals - Used to pay for things like coffee, snacks, tips, porterage, dry cleaning
g) Accommodations – Any temporary lodging such as motels, hotels, Airbnb’s or similar
h) Private Accommodations – Any temporary lodging with a friend or relative
i) Daily Allowance (per diem rate) - Rather than reimbursing individual receipts and purchases, it may be preferred to pre-pay a flat amount on a per day basis.
j) Training Expenses– Are fees and expenses paid by volunteers for mandatory or voluntary training related to various roles within SHA
k) Annual General Meeting (AGM)– Refers to any an announced corporate annual general meeting
1.04.04 – Eligibility for Reimbursement
a) Pre-Approval: It is recommended that any member planning to travel seek pre-approval for any business not specified under Policy 1.04.06 seek pre-approval from VP-Administration.
b) Purchasing Procedures: Any individual expense that is estimated to exceed $500 must follow Policy 2.01
c) Travel Expenses: Travel expenses can be reimbursed only through the submission of a properly completed and approved Expense Report (Appendix 1.04 B). The member named on the expense report is accountable for the accuracy of the report and responsible to submit all records and/or receipts. This report, accompanied by supporting documents, should be submitted to the SHA Treasurer, and approved by the VP-Administration. A member can claim the Daily Maximum Allowance without receipts provided they are not claiming any meal or incidental expenses.
i) Travel Expenses that do not require SHA pre-approval to be claimed are:
a) Personal Automobile Expenses under $500
b) Rented Automobile Expenses under $500
c) Accommodations or Private Accommodations under $500
d) Air/Rail/Bus Transportation under $500
e) Mileage
f) Incidentals; and
g) Meal Expenses
ii) Travel Expenses that require SHA pre-approval to be claimed are:
a) Personal Automobile Expenses over $500
b) Rented Automobile Expenses over $500
c) Accommodations or Private Accommodations over $500
d) Air/Rail/Bus Transportation over $500
e) Meetings on an itinerary or schedule
f) Banquets held before meetings; or
g) Any other business-related expenses
iii) Restricted Expenses that cannot be claimed are:
a) Controlled Substances (ie Alcohol, Cannabis, etc)
b) Personal Entertainment or Excursions (ie Concert Tickets, Golf, etc)
c) Personal Hospitality; or
d) Un-Authorized Gifts
1.04.05 – Rates
a) Rates for travel expenses should be reviewed every two years and closely match the recommendations from the Canada Revenue Agency (CRA) for the province of Ontario. See Appendix 1.04 A for rates.
b) In general, travel on Ontario public carriers will be reimbursed at economy rate only. When requesting reimbursement for air/rail/bus travel members must include the receipt and the ticket stub.
c) Travel Period eligible for the Maximum Daily Allowances must exceed 24 hrs
1.04.06 Approved Meetings
a) ALLIANCE Meetings - All ALLIANCE Hockey Meetings, other than the AGM start at such times allowing for 2 hours travel prior to the meeting. Directors required to leave home prior to 6:00am at start of trip to attend morning meetings may claim a single breakfast meal allowance. Directors required to leave directly from their workplace to attend evening meetings may claim a single dinner meal allowance and claim mileage.
b) ALLIANCE AGM – Directors attending this meeting, who incur lost wages or holiday time from their place of work, will be entitled to the daily maximum allowance and daily maximum meal allowance as their honorarium for attending the ALLIANCE AGM. Cost of one (1) night accommodations arranged by ALLLIANCE will be the responsibility of Sarnia Hockey Association
c) Other Business: Any Member Partner, OHF, Silver Stick, or Hockey Canada General Meetings – Members invited to any affiliated organization meeting related to SHA business will be permitted to claim expenses for all accommodations, transportation, rentals, meals, and incidentals.
1.04.07 General Conditions
a) Daily Allowance: Except when specified, if the daily allowance is paid, no expense for meals or incidentals may be submitted.
b) Duration: Travel expenses that are limited to a specific duration are:
i. Maximum Daily Allowances: The travel duration must exceed 24 Hours
ii. Accommodation Costs: When the function occurs in the early morning, late evening, or the travel duration exceeds 16 Hours
c) Mileage: Mileage shall be calculated measuring the distance by road between the traveller’s home and destination. Distance can be measured by using an open-source navigation aid (ie Google Maps) and the shortest route shall be claimed. When mileage is paid it will be per kilometer each way.
d) Shared Resources: Whenever practical, members should ride share when traveling for the same purpose to the same location.
e) Currency: The rate currency to be claimed is that of the currency of the country of travel
f) Spousal Restrictions: Reimbursement of costs is restricted to members of Sarnia Hockey Association while performing their duties attending SHA associated functions. No other costs will be permitted for traveling companions or spouses (whether they are members of SHA or not). From time to time, it may be to the benefit of SHA to invite companions or spouses of members to attend these functions. At that time, they will be regarded as members of SHA and entitled to reimbursement of all costs.
1.04.08 Responsibilities
a) SHA members are:
i. Responsible for consulting their respective Division or Category Director before making travel arrangements and submitting expense claims.
ii. Responsible for requesting pre-approvals for travel expenditures in writing to the VP-Administration.
iii. Responsible for making the most economical travel arrangements available under the circumstances while traveling for SHA-approved purposes.
iv. Accountable for the accuracy of submitted expense claims.
b) VP-Administration is responsible to:
i. Review expense pre-approval requests
ii. Approval of all expense forms monthly
iii. Periodically review reimbursement rates
c) SHA Treasurer is responsible:
i. For execution, accounting, recording, and reporting of all billing and expense transactions monthly.
ii. For reimbursement transactions monthly.