CSCC/CACB Council Travel

CSCC Policy on Reimbursement of Travel Expenses

1. GENERAL GUIDELINES
   1. CSCC Executive Members and Councillors are to submit receipts directly to Head Office at info@cscc.ca for the allowable meeting expenses.
   2. If a member of a Standing Committee incurs travel expenses on behalf of the CSCC, a request for reimbursement of those expenses along with the appropriate receipts must be submitted to the Chair of that committee. If the Chair approves the expenses, he/she will submit receipts directly to Head Office at info@cscc.ca for reimbursement. The latter will reimburse said member for his/her expenses using the guidelines indicated below.
2. ALLOWABLE EXPENSES
   1. Travel: Includes all applicable ground, rail or air travel costs to and from residence and the meeting. Also included are airport parking and any necessary ground transport while at the meeting, e.g. taxi to and from hotel to the meeting place. The meeting dates are known well in advance; it is the responsibility of each individual to make reservations early to ensure the lowest possible airfare. The maximum amount that will be reimbursed is the full fare economy rate.
   2. Hotel: Includes reimbursement only for the number of nights required to attend that particular meeting. Additional nights before or after the meeting are not covered. The number of required nights may differ from person to person depending on such factors as origin, destination, flight availability, meeting dates and times and perhaps even the weather.
      If a member chooses to stay with friends or relatives, a per diem rate of $30.00 is reimbursable.
      Hotel costs are not covered for members who live in the city where the meeting is held.
   3. Meals: Includes all reasonable costs for meals during the meeting or while travelling, to a maximum of $40.00 per day.
   4. Mileage: Mileage will be reimbursed at a rate of $0.45/km.
3. SPECIFIC MEETINGS
   1. First Council Meeting (Executive Officers and Councillors)
      This meeting takes place just after the CSCC Annual General Meeting held during the CSCC Annual Meeting. Since it is expected that all Executive Officers and Councillors would be at the CSCC Annual Meeting anyway, no expenses are covered for attendance at the First Council Meeting.
   2. Fall Meeting (Executive Officers only)
      This meeting is typically held over a weekend during the fall. All necessary travel, hotel, and meal costs outlined in 2. above are reimbursed.
   3. Second Council Meeting (Executive Officers and Councillors)
      This meeting is typically held over a weekend (Executive only on Friday evening, Council on Saturday) during the winter. All necessary travel, hotel, and meal costs as outlined in 2. above are covered for Executive Officers and Councillors.
   4. Third Council Meeting (Executive Officers and Councillors)
      This meeting is typically held over the weekend in which the CSCC Annual Meeting begins (Executive only on Friday evening, Council on Saturday). It is expected that all Executive Officers and Councillors would be arriving to attend the CSCC Annual Meeting by about noon on Sunday. Therefore only hotel expenses for Friday (if necessary) and Saturday night are covered. Meal expenses for Friday (if necessary) and Saturday are also covered. No travel costs are covered.

CACB Policy on Reimbursement of Travel Expenses

1. GENERAL GUIDELINES
   1. Members of the CACB Board of Directors are to submit receipts directly to Head Office for the allowable meeting expenses.
   2. If a member of a Standing Committee incurs travel expenses on behalf of the CACB, a request for reimbursement of those expenses along with the appropriate receipts must be submitted to the Chair of that committee. If the Chair approves the expenses, he/she will submit them to Head Office for reimbursement. The latter will reimburse said member for his/her expenses using the guidelines indicated below.
2. ALLOWABLE EXPENSES
   1. Travel: Includes all applicable ground, rail or air travel costs to and from residence and the meeting. Also included are airport parking and any necessary ground transport while at the meeting, e.g. taxi to and from hotel to the meeting place. The meeting dates are known well in advance; it is the responsibility of each individual to make reservations early to ensure the lowest possible airfare. The maximum amount that will be reimbursed is:
      • Air: Full fare economy flight
      • Train: Full fare economy
      • Car: submit mileage. Will be reimbursed at the current government rate on the day of travel, calculated by the CSCC bookkeeper.
   2. Hotel: Includes reimbursement only for the number of nights required to attend that particular meeting. Additional nights before or after the meeting are not covered. The number of required nights may differ from person to person depending on such factors as origin, destination, flight availability, meeting dates and times and perhaps even the weather.
      Hotel costs are not covered for members who live in the city where the meeting is held.
   3. Meals: Includes all reasonable costs for meals during the meeting or while travelling, to a maximum of $40.00 per day.
3. SPECIFIC MEETINGS
   1. First BOD Meeting
      This meeting takes place after the CACB Annual General Meeting held during the CSCC Annual Scientific Congress. Since it is expected that all Board members would be at the CSCC Annual Congress anyway, no expenses are covered for attendance at the First Board Meeting.
   2. Second BOD Meeting
      This meeting is typically held over a weekend during the winter. All necessary travel, hotel, and meal costs as outlined in 2. above are covered for Board members.
   3. Third BOD Meeting
      This meeting is typically held on the Saturday before the start of the CSCC Annual Scientific Congress. Since it is expected that all Board members will attend the CSCC Annual Congress anyway, travel costs are not covered. CACB will cover the cost of meals and accommodations for additional nights required for the business meetings held prior to the Annual Conference.