Reimbursement of Trustee Expenses
Procedures Manual 707-A
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1.
Finance
Superintendent of Finance
December 2009
January 2011, June 2013, December 2013
2018 – 2019 School Year
General
1.1
Reimbursement of Expenses Form 701-1, included in the Reimbursement
of Expenses Handbook, will be used by all Trustees of the Board to
request reimbursement.
1.2
Submission of the form will be in accordance with the process described in
the Handbook.
1.3
Reimbursement requests for expenditures incurred in any budget year will
be received no later than the second Friday of the following school year.
Submissions received after the due date will not be considered for
reimbursement. If leaving the Board, reimbursement requests will be
received prior to the last date with the Board.
1.4
Original itemized receipts will be attached to the Reimbursement of
Expenses form. On a rare occasion, if a receipt is missing, a Lost Claim
Receipt Form 701-2, included in the Reimbursement of Expenses
Handbook, will be attached to the Trustee’s Reimbursement of Expense
Form in order to request reimbursement.
1.5
The Chair of the Board will approve requests from Trustees, including
Student Trustees, and the Director of Education. The Superintendent of
Finance will approve requests from the Chair of the Board.
1.6
Group expenses will be claimed by the most senior person in attendance.
For example, if the Chair of the Board is present, the Chair will claim the
group expense.
1.7
At the discretion of the Board, reimbursements that do not conform with
the guidelines in the Reimbursement of Expenses Handbook may, in very
limited circumstances, be allowed.
1.8
Reimbursement for all allowable expenditures described in the Allowable
Expenditures Policy #708 will be in accordance with this Policy and the
Reimbursement of Expenses Handbook.
December 2013
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REIMBURSEMENT OF TRUSTEE EXPENSES
PROCEDURES MANUAL 707-A
1.9
Trustees may request reimbursement for meals associated with meetings,
events or conferences attended on Board business out of the individual’s
home town.
1.10
No reimbursement for meals which are already included in the cost of a
conference registration fee will be made.
1.11
Alcohol expenses will not be reimbursed.
1.12
Cash advances may be allowed for student Trustees attending
conferences at a rate of a maximum of $200 per conference upon the
recommendation of the Board. Original, itemized receipts will be attached
and reconciled on a final Reimbursement of Expense Form.
1.13
A Trustee who serves as the Chair of the Board and/or the OPSBA
Director, may, during the term served as Chair and/or Director, be
provided with a Purchasing Card for use to cover expenses incurred as a
result of their responsibilities.
1.14
Trustee travel outside of the Province of Ontario will be approved by the
Board.
1.15
Reimbursement for conferences and travel in Ontario and out-of-province
will be in accordance with the Handbook.
1.16
Trustee expenses will be reviewed by the Board’s Chairs’ Committee on a
regular basis.
1.17
Trustees’ annual expenses will be reported publicly.
1.18
Trustees will be provided with a standard equipment package at the
discretion of the Board. The package will be determined during each term
of the Board by outgoing Trustees for incoming Trustees.
1.19
Community expenses such as donations to a school, community groups or
charities (including fund raising galas, local or political events) will not be
reimbursed.
1.20
Individual advertising and promotion expenses for Trustees will not be
reimbursed.
1.21
Any overpayment to a claimant is considered a debt to the Board and will
be repaid or may be deducted from a future claim.
December 2013
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