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Administrative Procedure

AP-755 — Travel Cost Reimbursement

Section Seven: Personnel and Employee Relations
Effective Date: November 2, 2015 Last Reviewed: January 17, 2022

Background

Rates for reimbursement of costs incurred for division-required travel shall be determined annually by the Board at the Organizational Meeting. Mileage rates may not exceed those established by CRA and are subject to any CRA regulations. Reimbursement for costs incurred while traveling to professional development activities shall be determined by the appropriate committees. This administrative procedure does not apply to Teachers' Convention, field trips, or extra-curricular activities.

Procedures

  1. Expectations:
    1. Reimbursement of claims is to come from a budget approved for that purpose.
    2. Receipts will be required for rooms, parking and meals (unless there is a Board-approved meal allowance and that is claimed).
    3. As few vehicles will be taken as possible.
    4. When the employee has a division vehicle, it is expected that a personal vehicle will not be used. Unless the employee has prior approval to use a personal vehicle, no reimbursement of travel costs will be approved.
    5. Meals will be covered only when the distance to the event requires that departure is earlier, or return is later, then meal time.
    6. Meals will not be covered when provided at the event.
    7. Purchases of liquor with meals will not be reimbursed.
    8. Unless the travel is division-required (for example, division professional development or division committee meetings), prior to traveling, the employee should obtain clarification from the supervisor, or appropriate committee, of what costs will be eligible for reimbursement.
  2. Employees shall be reimbursed for the use of their vehicles, while travelling, as applicable, at a specific kilometer rate as established for the following:
    1. Division-required travel
    2. Central Office work-required travel
    3. Teacher P.D. Committee Meetings
    4. Support Staff P.D. Committee Meetings
    5. Employees required by the division to work in different buildings on the same day when they are more than 20 kilometers apart.
    6. When employees are required by the division to work in different locations where there is no travel required during the day, a place of work will be designated by the division and mileage will be paid for travel to other work locations more than 20 kilometers from that place of work.
    7. Substitute teachers and educational assistants in some circumstances – See 6. below.
  3. Eligible mileage within the jurisdiction is payable from the place of work to the nearest school/community of destination and return, unless specifically stated and approved by the superintendent.
  4. Eligible mileage outside the jurisdiction is payable from place of work to their destination and return. A schedule of approved distances for several destinations is available, or mileage must be recorded accurately.
  5. Under no circumstances will payments be made for travel based on home to place of work and return.
  6. Substitute teachers and educational assistants, while not on salary schedule (grid), must designate the nearest Grasslands School Division community/school to their home as place of origin to determine mileage and will be eligible for mileage reimbursement only if the distance between the place of origin and the destination exceeds 20 kilometers one way. Substitute teachers and educational assistants with assignments at two different locations on the same day will only be eligible for reimbursement from their place of origin to the furthest destination as previously outlined. If a substitute teacher or educational assistant receives mileage for days on which they are paid on grid, repayment for those days will be required.
  7. At the Annual Organizational Meeting the Board will determine a monthly amount to compensate Parents as Teachers staff members and Family Support Workers for in-town mileage. This will be paid monthly through payroll and is taxable income as per Canada Revenue Agency guidelines and reported as taxable income on the employees' T4. The division will supply a T2200 Declaration of Conditions of Employment. The employee will be responsible for tracking and calculating motor vehicle costs related to employment use in order to determine the allowable deduction from this income.
  8. The rate set at the Annual Organizational Meeting the Board will be the rate used to compensate central office staff for authorized in-town travel. The employee shall submit semi-annually, in February and August, a claim that identifies the reason for travel, destination, and if applicable, a copy of the invoice for the goods picked up. Payment will be made only after approval by the immediate supervisor.
  9. Insurance coverage and all vehicle expenses are the responsibility of the employee.
  10. Payment will be made upon submission of mileage claim on the appropriate applicable form and approved by an authorized supervisor or P.D. committee chair.