Travel & Expense Policy

Sepak Takraw Saskatchewan Inc. (STAS) Travel & Expense Policy

A. Employee Travel & Expense Allowances

B. Team Travel & Expense Allowances

C. Volunteer Travel & Expense Allowances

D. Accident Policy

A.  EMPLOYEE TRAVEL & EXPENSE ALLOWANCES

1.     EMPLOYEE TRAVEL WITHIN REGINA POLICY

1.2.     Travel and parking away from the office within the City of Regina is the responsibility of the Employee. This policy means that the parking supplied by the Association for employees at the office at no charge should not be deemed a taxable benefit by Revenue Canada.

2.     EMPLOYEE TRAVEL WITHIN THE PROVINCE, OUTSIDE REGINA POLICY

2.1.     Vehicle Policy

2.1.1.   Employee use of privately owned vehicle on Association business outside Regina shall be authorized by the President or designate. Employees are responsible for all operating and maintenance costs associated with the use of privately owned vehicles on Association business, including licensing and insurance for business purpose. A Certificate of Insurance shall be provided upon request.

2.1.2.   Mileage Rates for Private Vehicles Allowance for travel on Association business using a privately owned vehicle shall be $0.25 cents per kilometer from centre to centre.

2.1.3.   Rates for Incidental Use Vehicle Allowance to employees authorized on an incidental basis to use privately owned vehicles for Association business will be as follows:

2.1.3.1     a minimum of $3.00 per day.

2.1.3.2     $1.50 per hour (pro-rated for shorter periods) for actual usage to a maximum of $6.00 per day or $0.25 cents per kilometer, whichever is greater.

2.2.     Accommodations Policy

2.2.1.   Hotel/Motel

2.2.1.1     Actual and reasonable SINGLE ROOM charges anywhere in the Province up to and including $75.00 per night (plus applicable GST & PST) will be allowed, but must be supported by a receipt.

2.2.1.2     Single Room charges in excess of $75.00 per night (plus taxes) will be permitted under the following conditions:

2.2.1.2.1     Where the hotel/motel is the only accommodation available in the location;

2.2.1.2.2     Where the employee is in attendance at a conference and occupancy in a specific hotel/motel is part of the conference;

2.2.1.2.3     Where more than one employee occupies a single hotel/motel room and where the double occupancy rate exceeds the $75.00 (plus taxes) per night rate.

2.2.1.3     Room charges in excess of $75.00 per night (plus taxes) will be allowed when authorized by the President or Vice-President –Finance/Administration in advance. Employees are still expected to seek accommodations in the least expensive rooms of the hotel/motel they have chosen.

2.2.1.4     Double Occupancy: If more than one person occupies a hotel room, the name of the other occupant(s) MUST be shown when:

2.2.1.4.1     the amount claimed for STAS Expense Statement purposes exceeds the “single rate” for the room;

2.2.1.4.2     the room is shared by two or more employees.

2.2.2.   Private Residence

2.2.2.1     Upon request, an amount of $15.00 per night will be paid for accommodation in private residences (only if that amount was paid to the owner of the private residence as an honorarium) - no receipts necessary.

2.2.       Meals Policy

2.3.1.   Meal Allowance Rates, Actual Reimbursement without receipts, shall be as follows:

2.3.1.1     $9 for ONE meal;

2.3.1.2     $18 for TWO meals;

2.3.1.3     $27 for THREE meals.

2.3.2.   Banquets: Arrangements for attending a banquet should be incorporated in advance in the budget for any given trip. Where a charge is incurred to attend a banquet, it may reduce the meal allotment for the trip (e.g. deduct $10 from meal payment to cover banquet charge).

2.3.3.   Work Related Conventions/Conferences: Where attendance at a convention or conference has been approved by the President, or designate:

2.2.3.1     The meal costs of employees attending conferences in Regina may be claimed if supported by receipts and approved by President or designate.

2.2.3.2     Expenses at “Association Approved Rates” may be claimed when the convention or conference is outside of Regina. These expenses must be claimed on a “STAS Expense Statement”.

2.3.     General Expenses Policy

2.4.1.   Parking

2.4.1.1     Employees working away from Regina and using either a rented or private vehicle may recover parking charges as follows:

2.4.1.1.1     Hotel charged parking (included in bill).

2.4.1.1.2     Parking supported with receipts.

2.4.2.   Telephone

2.4.2.1     Whenever possible, employees should call collect, charge the call to their STAS’s telephone number or utilize the STAS-authorized telephone credit (calling) card (if applicable).

2.4.2.2     If the above scenarios are not possible, charges for business calls are allowable when supported by a receipt (copy of the phone bill) and providing the name of party called and reason for the call.

2.4.3.   Other Expenses

2.3.3.1     Occasionally, employees will incur exceptional expenses in connection with the conduct of Association business. Such expenses shall be allowable if detailed on the Expense Form, supported by receipts and authorized by the President or Vice-President Finance.

2.3.4.   Traffic Tickets/Violations

2.3.4.1     Charges for traffic tickets for speeding, over-parking and other traffic violations shall not be paid by the Association.

3. EMPLOYEE TRAVEL OUTSIDE THE PROVINCE POLICY

3.1.     Vehicle Policy

3.1.1.            All out-of-province travel must be approved by the Association Executive. Personal vehicles are NOT to be used outside Saskatchewan due to insurance and liability concerns. All employees traveling out of Saskatchewan are to use rented vehicles, buses or airline transportation booked through the Provincial Office, in the name of Sepak Takraw Saskatchewan.

3.2.     Accommodations Policy

3.2.1.            Hotel/Motel

3.2.1.1           Actual and reasonable charges supported by receipts. Employees are encouraged to use businesses that have established competitive corporate rates or to request corporate rates for lodging wherever possible.

3.2.1.2           Room charges in excess of $75.00 per night (plus taxes) will be allowed when rooms are reserved in advance and the excess has been approved by the President or Vice-President Finance.

3.2.2.            Private Residence

3.2.2.1           Upon request, an amount of $15.00 per night will be paid for accommodation in private residences (if that amount was paid to the owner of the private residence as an honorarium) - no receipts necessary.

3.3.     Meals Policy

3.3.1.            Meal Allowance Rates, Actual Reimbursement without receipts, shall be as follows:

3.3.1.1           $10 for ONE meal;

3.3.1.2           $20 for TWO meals;

3.3.1.3           $30 for THREE meals.

 

B.  TEAM TRAVEL & EXPENSE ALLOWANCES

1.     TEAM TRAVEL WITHIN THE PROVINCE POLICY

1.1.     Vehicle Policy

1.1.1.     A Team Saskatchewan players’ use of their privately owned vehicle for traveling to competitions or authorized demonstrations outside their home area, but within Saskatchewan, shall be approved by the President or designate. The said players are responsible for all operating and maintenance costs associated with the use of privately owned vehicles, including licensing and insurance for business purpose. A Certificate of Insurance shall be provided upon request.

1.1.2.     Mileage Rates for Private Vehicles Allowance for travel to authorized competitions and/or demonstrations using a privately owned vehicle within Saskatchewan shall be $0.25 cents per kilometer from centre to centre.

1.2.     Accommodations Policy

1.2.1.     Hotel/Motel

1.2.1.1     In almost all cases, the STAS office will arrange Team accommodations. Actual and reasonable room charges anywhere in the Province up to and including $75.00 per night (plus applicable GST & PST) is the target, but must be supported by a receipt.

1.2.1.2     Room charges in excess of $75.00 per night (plus taxes) will be permitted under the following conditions:

1.2.1.2.1       Where the hotel/motel is the only accommodation available in the location;

1.2.1.2.2       Where the athlete is in attendance at an authorized event and occupancy in a specific hotel/motel is part of the event;

1.2.1.2.3       Where more than one athlete occupies a single hotel/motel room and where the double occupancy rate exceeds the $75.00 (plus taxes) per night rate.

1.2.1.3     Room charges in excess of $75.00 per night (plus taxes) will be allowed when authorized by the President or VP–Finance/Administration in advance. In almost all cases, rooms will be booked through the STAS office, however, if not, athletes are still expected to seek accommodations in the least expensive rooms of the hotel/motel chosen.

1.2.1.4     Double Occupancy: If more than one person occupies a hotel room, the name of the other occupant(s) MUST be shown when:

1.2.1.4.1       the amount claimed for STAS Expense Statement purposes exceeds the “single rate” for the room;

1.2.1.4.2       the room is shared by two or more STAS athletes.

1.2.2.     Private Residence

1.2.2.1     If possible, billet homes will be a sought after source of accommodations and $10.00 per night per person will be offered to the owner of a private residence as an honorarium for hosting athletes - no receipts necessary.

1.3.     Meals Policy

1.3.1.     Team Sask. Coaches, Managers and Officials Meal Allowance, reimbursement without receipts when traveling to an event within the province, shall be as follows:

1.3.1.1     $9 for ONE meal;

1.3.1.2     $18 for TWO meals;

1.3.1.3     $27 for THREE meals.

1.4.     General Expenses Policy

1.4.1.     Parking

1.4.1.1     Team members traveling to an event within the province and using a private vehicle may recover parking charges as follows:

1.4.1.1.1     Hotel charged parking (included in bill).

1.4.1.1.2     Parking supported with receipts.

1.4.2.     Telephone

1.4.2.1     Whenever possible, Team Coaches or Managers should call collect, charge the call to STAS’s telephone number or utilize the STAS-authorized telephone credit (calling) card (if applicable).

1.4.2.2     If the above scenarios are not possible, charges for business calls are allowable when supported by a receipt (copy of the phone bill) and providing the name of party called and reason for the call.

1.4.3.     Other Expenses

1.4.3.1     Occasionally, Team Coaches or Managers will incur exceptional expenses in connection with competition arrangements. Such expenses shall be allowable if detailed on the Expense Form, supported by receipts and authorized by the President or VP-Finance/Administration.

1.4.4.     Traffic Tickets/Violations

1.4.4.1     Charges for traffic tickets for speeding, over-parking and other traffic violations shall not be paid by the Association.

2.       TEAM TRAVEL OUTSIDE THE PROVINCE POLICY

2.1.     Rented Vehicle Policy

2.1.1.     All out-of-province Team travel must be approved by the Association Executive. Personal vehicles are NOT to be used outside Saskatchewan due to insurance and liability concerns. Teams traveling out of Saskatchewan are to use rented vehicles, buses or airline transportation booked through the Provincial Office, in the name of Sepak Takraw Saskatchewan.

2.1.2.     All team travel of thirty (30) team members or less are to use rented vehicles for travel outside of Saskatchewan. Vehicles are to be rented in the name of the Sepak Takraw Saskatchewan. A rented vehicle shall be defined as follows: “a four-wheeled private passenger type motor vehicle, designed for travel on public roads, and rented from a licensed rental company anywhere in the world, for no more than 48 consecutive days. It does not include trucks, campers, trailers, four wheel drive vehicles when being used off normal paved or maintained road surfaces, recreational vehicles or motor vehicles propelling or towing a trailer or any other object, vans or mini vans designed to carry more than eight (8) passengers (including the driver) or when the vehicle is used to carry, haul or transport any type of cargo or property or passengers for hire.” In the case of rented trucks for cargo or property, fifteen (15) passenger vans or travel off public roads, the optional Collision Damage Insurance offered by the rental company is to be used.

2.1.3.     Insurance for Rented Vehicles, the following steps should be adhered to:

2.1.3.1     The vehicle must be rented in Sepak Takraw Saskatchewan’s name.

2.1.3.2     The vehicle cannot be taken outside the geographical area specified in the agreement (which must be carefully read to determine any territorial restrictions).

2.1.3.3     Only authorized drivers may operate the vehicle (those who are named in the agreement, who are properly licensed to drive and who are 21 years old or over).

2.1.3.4     The vehicle cannot be driven off public roads.

2.1.3.5     The driver must not be under the influence of any alcohol or drugs.

2.2.     Taxis

2.2.1.     Where it is cost effective taxis may be used instead of rented vehicles with the prior approval of the President or VP-Finance/Administration. All taxi charges must be supported by receipts showing the details of each trip (i.e. amount charged, date, location or description of departure and destination points).

2.3.     Charter Bus Policy

2.3.1.     All team travel outside of Saskatchewan where more than thirty (30) athletes are traveling to the same designation and for the same time period for an event shall use a chartered bus or buses booked through the Sepak Takraw Saskatchewan office.

2.4.     Airline Travel Policy

2.4.1.     Airline travel shall be used for team travel outside of Saskatchewan where it is cost effective in time and money to use airlines booked through Sepak Takraw Saskatchewan. Arranged benefits with the tickets should include: insurance, flight delay coverage, baggage delay coverage, loss and stolen baggage coverage and air travel accident insurance.

2.5.     Accommodations Policy

2.5.1.     Hotel/Motel

2.5.1.1     The STAS office will arrange Team accommodations. Actual and reasonable room charges up to and including $100.00 per night (plus applicable GST & PST) is the target, but must be supported by a receipt.

2.5.1.2     Room charges in excess of $100.00 per night (plus taxes) will be permitted under the following conditions:

2.5.1.2.1     Where the hotel/motel is the only accommodation available in the location;

2.5.1.2.2     Where the athlete/team is in attendance at an authorized event and occupancy in a specific hotel/motel is part of the event;

2.5.1.2.3     Where more than one athlete occupies a single hotel/motel room and where the double occupancy rate exceeds the $100.00 (plus taxes) per night rate.

2.5.1.3     Room charges in excess of $100.00 per night (plus taxes) will be allowed when authorized by the President or VP–Finance/Administration in advance. In almost all cases, rooms will be booked through the STAS office, however, if not, athletes are still expected to seek accommodations in the least expensive rooms of the hotel/motel chosen.

2.5.1.4     Double Occupancy: If more than one person occupies a hotel room, the name of the other occupant(s) MUST be shown when:

2.5.1.4.1     the amount claimed for STAS Expense Statement purposes exceeds the “single rate” for the room;

2.5.1.4.2     the room is shared by two or more STAS athletes.

2.5.2.     Private Residence

2.5.2.1     If possible, billet homes will be a sought after source of accommodations and $10.00 per night per person will be offered to the owner of a private residence as an honorarium for hosting athletes - no receipts necessary.

2.6.     Meals Policy

2.6.1.     Team Sask. Coaches, Managers and Officials Meal Allowance, reimbursement without receipts when traveling to an event outside the province, shall be as follows:

2.6.1.1     $10 for ONE meal;

2.6.1.2     $20 for TWO meals;

2.6.1.3     $30 for THREE meals.

2.7.     General Expenses Policy

2.7.1.     Parking

2.7.1.1     Team members traveling to an event outside the province and using a rented vehicle may recover parking charges as follows:

2.7.1.1.1     Hotel charged parking (included in bill).

2.7.1.1.2     Parking supported with receipts.

2.7.2.     Telephone

2.7.2.1     Whenever possible, Team Coaches or Managers should call collect, charge the call to STAS’s telephone number or utilize the STAS-authorized telephone credit (calling) card (if applicable).

2.7.2.2     If the above scenarios are not possible, charges for business calls are allowable when supported by a receipt (copy of the phone bill) and providing the name of party called and reason for the call.

2.7.3.     Other Expenses

2.7.3.1     Occasionally, Team Coaches or Managers will incur exceptional expenses in connection with competition arrangements. Such expenses shall be allowable if detailed on the Expense Form, supported by receipts and authorized by the President or VP-Finance/Administration.

2.7.4.     Traffic Tickets/Violations

2.7.4.1     Charges for traffic tickets for speeding, over-parking and other traffic violations shall not be paid by the Association.

2.8.     Non-Sanctioned Events

2.8.1.     If coaches, managers, parents, athletes and/or volunteers choose to participate in Non-Sepak Takraw Saskatchewan sanctioned events they do so at their own risk. Participation in such events renders all Sepak Takraw Saskatchewan policies and extended insurance coverage null and void.

 

C.  VOLUNTEER TRAVEL & EXPENSE ALLOWANCES

1.        VOLUNTEER TRAVEL WITHIN THE PROVINCE POLICY

1.1.     Vehicle Travel Policy

1.1.1.     A volunteer’s use of their privately owned vehicle for traveling to authorized events outside their home area, but within Saskatchewan, shall be approved by the President or designate. The said volunteer is responsible for all operating and maintenance costs associated with the use of privately owned vehicles, including licensing and insurance for business purpose. A Certificate of Insurance shall be provided upon request.

1.1.2.     Mileage Rates for Private Vehicles Allowance for travel to authorized competitions and/or demonstrations using a privately owned vehicle within Saskatchewan shall be as per GAS RECEIPTS showing travel to and from specified event, including date and license plate.

2.2.     Accommodations Policy

2.2.1.     Hotel/Motel

2.2.1.1     Actual and reasonable SINGLE ROOM charges anywhere in the Province up to and including $75.00 per night (plus applicable GST & PST) will be allowed, but must be supported by a receipt.

2.2.1.2     Single Room charges in excess of $75.00 per night (plus taxes) will be permitted under the following conditions:

2.2.1.3     Where the hotel/motel is the only accommodation available in the location;

2.2.1.4     Where the volunteer is in attendance at a conference and occupancy in a specific hotel/motel is part of the conference;

2.2.1.5     Where more than one volunteer occupies a single hotel/motel room and where the double occupancy rate exceeds the $75.00 (plus taxes) per night rate.

2.2.1.6     Room charges in excess of $75.00 per night (plus taxes) will be allowed when authorized by the President or VP-Finance/Administration in advance. Volunteers are still expected to seek accommodations in the least expensive rooms of the hotel/motel they have chosen.

2.2.1.7     Double Occupancy: If more than one person occupies a hotel room, the name of the other occupant(s) MUST be shown when:

2.2.1.8     the amount claimed for STAS Expense Statement purposes exceeds the “single rate” for the room;

2.2.1.9     the room is shared by two or more volunteers.

2.2.2.     Private Residence

2.2.2.1     Upon request, an amount of $15.00 per night will be paid for accommodation in private residences (only if that amount was paid to the owner of the private residence as an honorarium) - no receipts necessary.

2.3.     Meals Policy

2.3.1.     Meal Allowance Rates, Actual Reimbursement without receipts, shall be as follows:

2.3.1.1     $9 for ONE meal;

2.3.1.2     $18 for TWO meals;

2.3.1.3     $27 for THREE meals.

2.3.2.     Banquets: Arrangements for attending a banquet should be incorporated in advance in the budget for any given trip. Where a charge is incurred to attend a banquet, it may reduce the meal allotment for the trip (e.g. deduct $10 from meal payment to cover banquet charge).

2.3.3.     Work Related Conventions/Conferences: Where attendance at a convention or conference has been approved by the President, or designate:

2.3.3.1     The meal costs of volunteers attending conferences in Regina may be claimed if supported by receipts and approved by President or designate.

2.3.3.2     Expenses at “Association Approved Rates” may be claimed when the convention or conference is outside of Regina. These expenses must be claimed on a “STAS Expense Statement”.

2.4.     General Expenses Policy

2.4.1.     Parking

2.4.1.1   Volunteers working away from Regina and using either a rented or private vehicle may recover parking charges as follows:

2.4.1.1.1       Hotel charged parking (included in bill).

2.4.1.1.2       Parking supported with receipts.

2.4.2.     Telephone

2.4.2.1   Whenever possible, volunteers should call collect, charge the call to STAS’s telephone number or utilize the STAS-authorized telephone credit (calling) card (if applicable).

2.4.2.2   If the above scenarios are not possible, charges for business calls are allowable when supported by a receipt (copy of the phone bill) and providing the name of party called and reason for the call.

2.4.3.     Other Expenses

2.4.3.1   Occasionally, volunteers will incur exceptional expenses in connection with the conduct of Association business. Such expenses shall be allowable if detailed on the Expense Form, supported by receipts and authorized by the President or VP-Finance/Administration.

2.4.4.     Traffic Tickets/Violations

2.4.4.1   Charges for traffic tickets for speeding, over-parking and other traffic violations shall not be paid by the Association.

 

D.  ACCIDENT POLICY

1.        IN OR OUT OF PROVINCE

1.1.     Accident with Rented Vehicle Policy

1.1.1.     In the event of damage to a rented vehicle driven by an employee, volunteer, coach or manager the driver shall make the following calls:

1.1.1.1   If applicable, call the local police to report the accident or incident and obtain an accident report.

1.1.1.2   Advise the car rental agency immediately.

1.1.1.3   Call the Claims Administrator within 24 hours authorized by the rental company.

1.1.1.4   Advise the Sepak Takraw Saskatchewan office immediately.

 

Appendix 1, Expense Reimbursement Form

 

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