REPORT TO THE LIBRARY BOARD Policy... · 2020-02-14 · “Expense Review Officer (ERO)” shall mean the person responsible for administering this policy, having budgetary control

R E PO R T T O TH E L I B R AR Y B O AR D MEETING DATE: FEBRUARY 20, 2020

SUBJECT: Policy Review: Travel & Business Expense

PURPOSE: For Approval

PRESENTED BY: Michael Ciccone – LPL CEO

RECOMMENDATION: It is recommended that the Library Board approve the revised Travel & Business Expenses Policy (OR-T-01) as presented in Appendix 1. BACKGROUND: The London Public Library (LPL) Travel and Expenses Policy was last reviewed in 2017 and is being reviewed as part of the cyclical LPL policy review process. The purpose of this policy is to address the methods and procedures by which London Public Library Board Members and Employees will be governed when attending to business authorized by the Library Board. It is the policy of the Library to reimburse Board Members and Employees for expenses incurred while conducting authorized business on behalf of the Library; the Library may partially or wholly reimburse Board Members and Employees for expenses incurred while attending approved conventions, conferences, seminars, workshops, meetings, and other opportunities, based on existing financial resources. Overview of Changes The changes to the document are significant. Language was borrowed extensively from the City of London’s Travel & Business Expenses Policy and a per diem allowance has been instituted that was lacking in the previous version. Language was also merged from an Operational Policy titled Travel by Employees Within the City of London, Using Non-Library Vehicles that was better suited for this policy. Some language was removed in an effort to delineate between the rules governing participation in Library-related external association and committee activity and the travel and business aspects of that participation. A new policy titled Employee and Board Member Participation in Associations and Committees has been created, which evolved from an operational

policy that only addressed this concern for employees. Approval is being sought for this policy separately. We have included the revised Travel and Business Expense policy and a document that includes the changes in mark-up form. NEXT STEPS: Upon approval by the Library Board, the revised Travel & Business Expenses Policy will be enacted. The next scheduled review date will be February, 2021.

LONDON PUBLIC LIBRARY POLICY

Title of Policy: Travel and Business Expenses Policy Type: Board Operational Linkage Policy No: OR-T-01 Effective Date: February 23, 201720, 2020 Review: February, 2021

Issued by: Library Board Page 1 of 23

PURPOSE:

The purpose of this policy is to address the methods and procedures by which the London Public Library Board(“Library) Board Members (“Board Member(s)”) and Employees (“Employee(s)”) will be governed when attending to business authorized by the London Public Library including, but not limited to, meetings, conferences, conventions and seminars both within the City limits or beyond. It also governs out of town travel. The policy provides for the associated compensation entitlementLibrary Board.

SCOPE:

This policy applies to:

Library Board Members and

Employees of the London Public Library.

It is understood that authority for the expenditure of funds for any and all expenses covered by this policy extends only to the extent of the financial limitations imposed by the annual (current) budget, grant requirements and/or donor intentions.

It is understood that where an active contract and/or collective bargaining agreement is in place that addresses items covered in contained within this policy that the terms of the contract/collective bargaining agreement will be followed.

This policy excludes travel by Board Members and Employees within the City of London using non-library owned (i.e. personal or rented) vehicles which is covered under another policy.

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DEFINITIONS:

“Accommodation” means commercial lodging facilities such as hotels, motels, corporate residences or apartments.

“Authorized” means that prior approval has been received for the activity from the designated approval authority.

“Employee” means a person who is employed by the Library and includes all Employees, including Page and Casual staff.

“Expense Review Officer (ERO)” shall mean the person responsible for administering this policy, having budgetary control over the general ledger account to be expensed and having authority over the Board Members and Employees incurring the expenditure; as defined below.

“Expense Reports” include both the manual forms (e.g. Travel Expense forms) and LPLLibrary corporate credit card statements and , including a description of the expenditure paid by the trusteeboard member or employee.

“Incidental/Personal Expenses” includes, but is not limited to: gratuities/tips, non-alcoholic beverages, personal phone calls, laundry and dry cleaning.

“Per Diem” means an allowance to cover out-of-pocket personal living expenses exclusive of accommodation or transportation. This allowance is intended to include meals, taxes, gratuities and all other qualifying incidental/personal expenses.




“Receipt” means the original document showing the name of the vendor, date, amount and description of the expenditure paid by the Board Member/Employee.

“Travel” or “Out of Town Travel” is defined as going beyond the city limits of London, Ontario.

“Board Member” means a person who is appointed as a member of the London Public Library Board.

EXPENSE REVIEW OFFICERS (“ERO”): In accordance with the requirements of the City of London’s Travel and Business Expense Policy 28(1(By-law No. CPOL-227(a)-451), the following are appointed as Expense Review Officers for the LPLLibrary and shall be responsible for administering this policy within the LPL and forLibrary, addressing any justifiable exceptions; and for auditing and processing all expense statementsreports in accordance with this policy, while maintaining the right to request additional explanations, documentation or justification of any or all of the expense statementsreports:

Chief Executive Officer & Chief Librarian (“CEO”), Director, Financial Services, and Manager, Human Resources.

APPEALSAPPEAL COMMITTEE:

The Library Board shall appoint an ad hocAd Hoc Appeal Committee for the purpose of dealing with disputes between Board Members or Employees and the Expense Review Officer. The Appeal Committee shall be comprised of the:

Chair of the LPLThe Library Board Chair,




The Library Board Vice Chair of the LPL Board, Chief Executive Officer & Chief Librarian, and CEO, and Director, Financial Services.

Decisions of the Appeal Committee shall be final.

RELEASE OF EXPENSE INFORMATION:

The LPLUnder the requirements of the Municipal Act, 2001, the Library will submit an annual statement of expenses, incurred by Board Members and Senior Administration, to the City Treasurer for submission to Council, under the requirements of the Municipal Act, 2001 prior to March 31. All expense information is considered to be public information.

RESPONSIBILITIES:

Board Members / Employee Role The Board member or Employee is responsible for adhering to the provisions of this policy, in addition to the completion and submitting for approval the required expense report and appropriate supporting documentation. To avoid duplicate payments and to facilitate appropriate reviews, copies of credit card/interact slips, and credit card statements are not acceptable as receipts; however, may be required to provide proof of purchase. ERO Role




The EROs are responsible for reviewing and authorizing the expense report. Under no circumstances may an ERO authorize expenses incurred on their own behalf. The ERO’s signature indicates that:

The expense is a legitimate business expense; and funds are available within the approved budget;

The purchasing method does not violate the purchasing policy; Appropriate supporting documentation, as outlined in this policy, is submitted;

and, The expense has been charged to the correct expense code.

The ERO is responsible for pre-approving individual travel and business expenses expected to be reimbursed at an amount greater than $1,000 and to approve local mileage claims in excess of $500. Financial Services Role

Approved expense reports are to be forwarded to Financial Services for processing on a timely basis. Financial Services and/or the external auditors may conduct reviews at any time, without notice, to assess compliance with this policy. Failure to comply may result in corrective and/or disciplinary action up to and including dismissal.

POLICY STATEMENT: It is the policy of the London Public Library (LPL) to reimburse Library Board Members and Library Employees (“Employees”) for expenses incurred while conducting authorized business on behalf of the LPLLibrary; the LPLLibrary may partially or wholly reimburse Board Members and Employees for expenses incurred while attending approved conventions, conferences, seminars and, workshops, meetings, etc.,and other opportunities, based on existing financial resources. Formatted: Space After: 10 pt, Tab stops: 0.25", Left +

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1. 1. Travel & Business Expense Budgets 1.1 1.1. Prior to the finalization of the annual budget, the CEO shall be required to submit

an annual estimate of business expense and out-of-town travel costs prepared on the basis of this policy to the Director, Financial Services as part of the regular budgeting process. 1.2

1.2. Separate travel and expense budgets shall be setestablished for Board Members and Employees annually.

1.3 1.3. Board Members and Employees incurring expenses, while conducting business

on behalf of the LPLLibrary, may be held responsible for expenditures in excess of the appropriate budget and/or approved expenditure amount. Such expenses will be reviewed and appropriate authorization given before suchthese expenses are reimbursed.

2. 1.4. The number of conferences within a year that a Board Member or Employee may

attend is limited to the annual budget.

1.5. All Board Members within their term will be given equal opportunity to attend authorized events and/or opportunities listed in section 2.1.

1.6. Supporting documentation must be submitted to Financial Services (as per the

departmental procedures) when seeking expense reimbursement, per diem allowances and/or other financial transactions. Some examples of appropriate supporting documentation include, but are not limited to; receipts, confirmation of reservations, conference or seminar itinerary. The supporting documentation must indicate the employee name, date(s), location, description of the event,

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meals provided, cost (including HST, duties, exchange rate, etc.) and be pre-approved by the appropriate supervisor, manager or director.

1.7. In the event that a board member or employee receives financial support from

external sources (association, organization, award, scholarship, etc.) to attend an event, the Library in its discretion may supplement the support - provided documentation detailing the external support is submitted.

2. Authorized Travel and Expenses

2.1 2.1. Board Members will be entitled to receive a per diem rate and/or reimbursement

for travel and expenses while attending the following being, subject to prior approval and available funds: 2.1.1

2.1.1. Conferences or meetings of associations of which the LPL is a member;Library is an organizational member of; or that hold significant interest to board member development and furthers the goals of the Library’s strategic plan, or 2.1.2 Annual conferences

2.1.2. Conferences or board meetings of any organization on which the TrusteeBoard Member sits as a director/committee member representing the LPLLibrary and where the LPLLibrary is entitled to voting delegate status because of its membership;

2.1.3 Out-of-

It is expected that an Employee may be required to travel in or out of town to participate in conferences, association gathering or for committee business as a representative of the London Public Library Board provided that prior approval has been given.

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2.1.4 The number of conferences that a Trustee may attend is limited to the annual budget and all Board Members within their term will be given equal opportunity to attend.

2.2. 2.2 . In cases where it is practicable to do so, and in discussion with the employee’s manager and where teleconferencing or web conferencing are options, the Library Employee will participate in meetings remotely. When travel is required, Employees will be entitled to receive a per diem rate and/or reimbursement for expenses while attending the following when prior approval has been granted provided that such opportunities furthers the goals of the Library’s strategic plan and being subject to available funds: 2.2.1 Annual conferences 2.2.1. Travel from one Library location to another to conduct Library business

2.2.2. Traveling from a Library location to another institution within the city to

conduct Library business

2.2.3. Conferences or meetings of relevant associations of which an Employee or the LPL is a member;Library is a member or that offer content deemed to significantly further the Library’s strategic plan;

2.2.2 2.2.4. Board/Executive/Committee meetings of associations referred to in

2.2.13 above, provided that an Employee sits Employee’s position as a director/committee member; has been approved and the selection thereof is done in consultation with the Supervisor of the Branch/Department.

2.2.3 Out-of-town meetings to meet 2.2.5. Meetings with peers to discuss best practices;








2.2.4 Out-of-town training courses provided that such training is of benefit to the staff member’s position or necessary to licensing/designations and that prior approval has been given; or

2.2.5 Meetings with provincial or federal officials, officials of other libraries, workshops, conventions, conferences, seminars, or any other library-related events, functions or meetings, provided that prior approval is received and subject to funds being available in the current budget.

3. Meal Allowances and Alcohol

3.1 Meal expenses will be reimbursed, providing prior approval has been given by the appropriate Manager/Director and receipts are provided in support of the expenditure.

3.2 The maximum daily meal expenses that will be reimbursed are:

$10 (Canadian) for breakfast, $20 (Canadian) for lunch and, $30 (Canadian) for dinner.

3.3 Expenditures for alcoholic beverages will not be reimbursed.

4. 3. Per Diem Allowance

3.1. The per diem rate shall be as established by the Library Board from time to time,

provided that it shall not exceed that established by the City of London for elected and appointed board members. The per diem rate will be paid in Canadian funds. A Board member/Employee who receives a per diem allowance may not claim




additional personal expenses. A corporate purchasing card should not be used to purchase expenses covered under the per diem allowance.

3.2. The per diem allowance is intended to cover the following normal daily expenses: meals and snacks, gratuities, business calls, and miscellaneous business-related expenses. The per diem does not apply to travel related to 2.2.1 or 2.2.2.

3.3. The per diem rate of $70 will be applied to a twenty-four hour period, provided that at least one overnight stay is involved. At the discretion of the ERO, a partial per diem may be paid to cover costs associated with partial days away.

3.4. Where meals have been provided, the per diem rate will be reduced by the amount

reflected below: Breakfast $10.00 Lunch $20.00 Dinner $30.00

3.5. An overnight stay in association with a one-day meeting or business event out-of-

town is justified (and therefore the per diem rate applied) depending on the scheduled start and end times of the meeting and that the distance required to be travelled exceeds 150 kilometres.

3.6. Where an overnight stay is not involved but the Board member/Employee is required to attend out-of-town meetings for the entire day, the per diem rate of $60 will be applied. (Where meals are provided at the attended function, the per diem rate will be reduced by the amount reflected in section 3.4 above). Where a partial day per diem is applicable the following proration will be applied:

Breakfast $10.00 - If an employee is required to depart before 6:00 am




Lunch $20.00 - If an employee is required to depart before 12:00 noon Dinner $30.00 - If an employee is unable to return home until after 6:00 pm

No other expenses will be reimbursed.

4. Travel Allowances 4.1 4.1. Mode of Transportation

Board Members and Employees may choose their own method of transportation on the understanding that reimbursement will be based on the most direct route, the most economical and most practical method being used, as approved by the Director, Financial Services.

4.2. 4.2 Air Transportation: 4.2.1

4.2.1. Economy class airfare is to be used. The costs of an additional night(s) accommodation will be reimbursed if it is required to take advantage of a discount airfare, or as a result of an unscheduled layover (such as equipment or emergency weather delays) and provided that the cost of the extra accommodation is not greater than the savings realized from the discounted airfare. 4.2.2

4.2.2. Employees may choose to upgrade to business/first-class travel by paying the difference between economy and business/first class. The difference will be payable to LPLthe Library when the ticket is booked. 4.3

4.3. Rail Transportation: 4.3.1.


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4.3.1. Board Members and Employees will be reimbursed for economy rail transportation costs. 4.3.2

4.3.2. Board Members and Employees may choose to upgrade to business/first-class travel by paying the difference between economy and business/first class. The difference will be payable to LPLthe Library when the ticket is booked.

4.4 Private 4.4. Personal Vehicles:

Private

Personal vehicles may be used by Board Members and Employees for out-of-town transportation whenwhere it is the most economical and practical demonstrated that this method of travel. The mileage rate transportation is the approved rate of the LPL Board.

4.4.1 A Trustee or more cost effective than the use of other transportation and said use of personal vehicle is authorized. An Employee may use his or hertheir personal vehicle to travel when conducting LPLLibrary business at his or hertheir own risk and is responsible for advising his or hertheir insurance provider of this use. 4.4.2

4.4.1. In order to claim reimbursement for mileagedriving costs, a Trustee oran Employee is responsible for ensuring that his or hertheir vehicle is:

(a) insured, maintaining a minimum of $1,000,000 automobile liability and statutory accident benefits insurance coverage as required under the Ontario Insurance Act.




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Insured in compliance with applicable legislation and the requirements of the insurance provider; and

Covered by valid third party liability insurance of not less than $1,000,000.

4.4.2. In the event of an accident while travelling to conduct LPLLibrary business the Trustee or Employee will promptly provide a report to the immediate supervisor (or the CEO in the case of the Trustee) and the driver’s, Director, Financial Services, Manager, Human Resources and the Employee’s insurance representative.

4.4.3 In case of accident, the first claim for property damage will be first made against the automobile insurance of the driver of the vehicle.

4.4.3. 4.4.4 If Board Members or Employees elect to use privatethe Employee is injured, a claim should be made immediately by completing a Supervisor’s Report of Injury.

4.4.4. In the event of the loss of library property in vehicles and it is not approved

as the most economical– see Library property in the care, custody and direct method of transportation, reimbursement will only be up to control of an Employee in their vehicle

4.4.5. Any violation related to the safe operation of the cost forvehicle is the most

directresponsibility of the Employee. The Library will not be responsible for any tickets, fines and economical method of/or other charges issued by London Police Services, Ontario Provincial Police, City of London By-law Officers, Ministry of Transportation or any other law enforcement agency.

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Such tickets, parking fines and/or other charges are the responsibility of the Employee should they be incurred.

4.4.6. An Employee will not be reimbursed for transportation as determined by the

Director, Financial Services. costs when travelling from home to a Library location or from a Library location to home at the beginning or end of a shift.

4.5 4.5. Rental Vehicles:

4.5.1 4.5.1. Rental vehicles may be used by Board Members and Employees where it

is demonstrated that this method of transportation is more cost effective than the use of taxis, limousines, etc. The most economical size of vehicle must be used, depending on the requirements of the occasion and the number of passengers. 4.5.2

4.5.2. The rental contract must be registered under the name “London Public Library”.

4.5.3. 4.5.3 Board Members/ and Employees who rent vehicles in their own name become contractually responsible for meeting the terms of the contract, including any loss or damage to the vehicle. 4.6

4.6. Parking Expenses 4.6.1

4.6.1. Board Members and Employees will be reimbursed for the cost of parking their motor vehicle at a transportation terminal while they are out-of-town on business, subject to the submission of appropriate receipts and provided that the cost of the parking does not exceed the cost of ground transportation from their home or place of business to the transportation terminal. Loss or


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damage to the vehicle, while parked, shall not be the responsibility of the LPLLibrary.

4.6.2 Board Members and Employees will be reimbursed for the cost of parking their motor vehicle overnight while they are out-of-town on business, subject to the submission of appropriate receipts. Loss or damage to the vehicle, while parked, shall not be the responsibility of the LPL

4.6.3 4.6.2. Board Members and Employees will be reimbursed for parking while on

authorized LPLLibrary business within the City limits, subject to the submission of the appropriate receipts. 4.7

4.7. Taxis/Limos/Buses:

4.7.1. Board Members and Employees will be reimbursed for the actual costs of taxicabs, airport limousines or buses (or equivalents) for transportation between the individual's home or workplace and the designated transportation terminal as well as between the transportation terminal and the hotel or other destination point. Reimbursement will also be made for actual and reasonable costs incurred for such vehicles on approved LPLLibrary business whether within the City of London or at an approved location.

4.7.2. 4.8 An Employee who must travel from one Library location to another, to conduct Library business, may use a taxi or city bus transportation, as required.

4.7.3. An Employee will not be reimbursed for the use of a taxi or city bus

transportation from home to a Library location or from a Library location to home at the beginning or end of a shift.








4.7.4. The use of a taxi or city bus transportation must be approved in advance by

the Employee’s supervisor.

4.8. Personal Travel Board Members or Employees who wish to combine a business trip with personal travel may do so provided that they assume all additional expenses not related to the business travel. 4.9

4.9. Out of Town Mileage: 4.9.1 4.9.1. The mileage rate is the approved rate of the London Public Library Board.

4.9.2 4.9.2. When more than one TrusteeBoard member and/or Employee is travelling

in the same motor vehicle, only the owner of the said vehicle is entitled to reimbursement for mileage expenses as provided by this policy.

4.9.3 4.9.3. Toll roads: Charges for toll roads, such as the 407 ETR, are a reimbursable

expense provided this is the most direct route and that receipt/proof of payment is provided.

4.10 4.10. Accommodation

4.10.1 The 4.10.1. When possible, the name "London Public Library" shall appear on all hotel

(room) registrations and in each case available government, corporate or conference rates should be requested. 4.10.2

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4.10.2. If a conference rate is available at the specific hotel(s) and a TrusteeBoard member or Employee chooses accommodation at another hotel, instead of a hotel where conference rates apply, accommodation expenses will be reimbursed only to an amount that is equal or less than the conference rate. 4.10.3

4.10.3. If a TrusteeBoard member or Employee chooses to stay overnight with friends or relatives while on business related to the LPLLibrary instead of at a hotel, accommodation expenses will not be reimbursed.

4.10.4 4.10.4. Incidental room charges for services that are required for business (e.g.

telephone, Internet and internet) are part of accommodation expenses. Other incidental room costs (e.g. mini-bar, movies) are not considered part of accommodation expenses and will not be reimbursed.

4.11 Telephone Calls

Board Members and Employees will be reimbursed for all telephone calls (local or long distance) that are directly related to LPL business, subject to the submission of appropriate receipts.

4.11. 4.12 Spousal Expenses

Board Members and Employees shall be responsible for all additional expenses incurred as a result of a spouse or companion travelling with them, save and except the cost of accommodation as referred to in section 4.10 above if the per room rate is a flat rate (i.e. not a per person rate).









5. 5. Registration Fees 5.1 5.1. Registration fees for authorized attendance at a convention, conference, seminar,

workshop or annual meeting may be reimbursed partially or in full by the Library upon submission of a registration form/invoice from the appropriate organization or receipt of payment. 5.2

5.2. The maximum Library contribution for registration fees for conventions and related events will not exceed the preferred rate for members of the organization sponsoring the event unless the TrusteeBoard member or Employee is required by the LPLLibrary to attend.

6. 6. Hosting

6.1 6.1. On occasions when it isbecomes necessary for a TrusteeBoard member or an

Employee to host or entertain people while on businessindividuals relating to the advancement of the affairs of the LPLLibrary, such hosting or entertaining shall not be extended solely to anyan individual,(s) who is employed by the Library or solely to the spouse or companion of the Board member or Employee, unless that personthe individual, spouse, or companion is attending in an official ora Library business -related capacity. In such cases, all expenses must be accompanied by receipts plus a written explanation setting out the following:

(a) reasonthe purpose for the hosting and the particular circumstances; (b) the names and the positions held (if applicable) of the person(s) hosted;

and (c) the location at which the hosting took place.

7. 7. Business Events /Public Functions


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7.1 7.1. Expenses associated with events such as committee meetings, award banquets

or business related events where the purchase of a ticket and/or meal is required will be reimbursed when such an expense is considered to have a direct relationship to libraryLibrary business or interests. Such expenses must be approved in advance of tickets being purchased. 7.2

7.2. Expenses incurred at or for political fundraising events where Board Members and Employees have been requested to attend are not reimbursable. 8.

8. Meals in Town (Officials/StaffBoard Member of Employees in Attendance and Working Meetings)

8.1 8.1. Refreshments and/or meals may be provided to Board Members or Employees

required to work through breaks and/or over meal hours on occasions of a formal nature where the dispersal of participants during the work session is not desirable (e.g. training workshops).

8.2 8.2. Managerial discretion and due regard for economy will be used to identify and

approve such occasions. 9. Expense and Travel Cash Advances

9.1 The amount of a cash advance for approved travel is to be calculated based on the estimated expenses associated with each individual instance and approved by the immediate Manager/Director and the Director, Financial Services.

9.2 Cash advance requests must be made to the Director, Financial Services at least two weeks prior to departure.

9.3 No cash advances will be provided for amounts less than $100.00 (Canadian).












10. 9. Travel and Expense Statements

10.1 9.1. Board Members and Employees are responsible for filing a Travel and Expense

Claim form with the Director, Financial Services within ten days of their return from an out-of-town event or from the date of a business expense incurred in order to claim expenses from an event covered by this policy. – the exception being routine travel associated with 2.2.1 and 2.2.2 which should be submitted monthly. 10.2

9.2. Original itemized receipts for all expenses must be filed with the Travel and Expense Claim form before the claim is processed. LPL is eligible for a rebate on a portion of HST paid. The person submitting the travel claim is responsible for identifying on the form the amount of HST paid.

10.3 9.3. Board Members and Employees claiming mileage expenses, will complete an

Incidental Mileage Allowance Claim form detailing the date, destination and distances of their travels.

10.4 Any funds owed to the LPL as a result of cash advances shall be submitted to the Director, Financial Services with the Travel and Expense Claim. Any funds owing to LPL beyond a 30-day period from the date of return from an event will be billed directly to the Trustee or deducted from the Employee's next pay.

10.5

9.4. Payment for expenses will be made in Canadian dollars. Foreign currency will be compensated in Canadian dollars, using the Bank of Canada exchange rate unless a credit card statement is attached.


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10. 11. Employee injured while traveling on Library business

If an Employee is injured while on Library business they have a choice of either suing a responsible party or claiming WSIB.

The Employee is required to notify his or her immediate supervisor and the Manager, Human Resources so that the accident form and/or WSIB form can be completed so that the Employee and Library have a record in case of later claim.

11. Accountability

11.1 11.1. Authorization of Expenses

Travel and expense claims are approved in the following manner:

Employee expense claims: approved by the immediate Director/Manager or designate;

Manager expense claims: approved by the immediate Director or designate;

Director expense claims: approved by the CEO; CEO expense claims: approved by the Board Chair or Vice Chair;

TrusteeBoard member expense claims: approved by the Board Chair or Vice Chair;

Board Vice Chair expense claims: approved by the CEO or Director Financial Services;




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Board Chair expense claims: approved by the CEO or Director, Financial Services.

BACKGROUND:

This policy is prepared in compliance with the requirements of the City of London’s Travel & Business Expenses Policy 28(1) as amended December 8, 2015.May 10, 2019. Specifically the City policy directs “that policies be established with respect to travel and expenses for elected and appointed officials, as set out in Appendix 28(1A); and that the following local boards and commissions also be directed to adopt the said policies to direct the expenditure of funds for any and all expenses covered by this policy, subject to the limitations of the annual budgets of the governing bodies listed below.

The policy specifically names:

Members of the City Council

Members of the governing bodies of the locals Boards and Commissions, namely:

- London Transit Commission

- London Convention Centre Corporation

- London Police Services Board

- London Public Library Board, and

Members of the Senior Administration of the City of London and of the local Boards and Commissions.




INQUIRIES:

Director, Financial Services

Chief Executive Officer & Chief Librarian KEYWORDS:

RELATED DOCUMENTS:

Travel by Employees within the& Business Expenses Policy, City of London, Using Non-Library Vehicles (March 18, 2013) (May 10, 2019)

DOCUMENT CONTROL:

Replaces: Travel and Convention Policy (L94/101.3, L95/93, L01/34.2) Revised: June 23, 2011 (L11/49.1) Revised: February 21, 2013 (L13/10.1) Revised: February 23, 2017 (L17/09.1) Revised: February 20, 2020


Title of Policy: Travel and Business Expenses Policy Type: Board Operational Linkage Policy No: OR-T-01 Effective Date: February 20, 2020 Review: February, 2021


PURPOSE:

The purpose of this policy is to address the methods and procedures by which London Public Library (“Library) Board Members (“Board Member(s)”) and Employees (“Employee(s)”) will be governed when attending to business authorized by the Library Board.

SCOPE:

This policy applies to Board Members and Employees of the Library.

It is understood that authority for the expenditure of funds for any and all expenses covered by this policy extends only to the extent of the financial limitations imposed by the annual (current) budget, grant requirements and/or donor intentions.

It is understood that where an active contract and/or collective bargaining agreement is in place that addresses items contained within this policy that the terms of the contract/collective bargaining agreement will be followed.

DEFINITIONS:

“Accommodation” means commercial lodging facilities such as hotels, motels, corporate residences or apartments.

“Authorized” means that prior approval has been received for the activity from the designated approval authority.

“Employee” means a person who is employed by the Library and includes all Employees, including Page and Casual staff.

“Expense Review Officer (ERO)” shall mean the person responsible for administering this policy, having budgetary control over the general ledger account to be expensed and




having authority over the Board Members and Employees incurring the expenditure; as defined below.

“Expense Reports” include both the manual forms (e.g. Travel Expense forms) and Library corporate credit card statements, including a description of the expenditure paid by the board member or employee.

“Incidental/Personal Expenses” includes, but is not limited to: gratuities/tips, non-alcoholic beverages, personal phone calls, laundry and dry cleaning.

“Per Diem” means an allowance to cover out-of-pocket personal living expenses exclusive of accommodation or transportation. This allowance is intended to include meals, taxes, gratuities and all other qualifying incidental/personal expenses.

“Receipt” means the original document showing the name of the vendor, date, amount and description of the expenditure paid by the Board Member/Employee.

“Travel” or “Out of Town Travel” is defined as going beyond the city limits of London, Ontario.

“Board Member” means a person who is appointed as a member of the Library Board.

EXPENSE REVIEW OFFICERS (“ERO”): In accordance with the requirements of the City of London’s Travel and Business Expense Policy (By-law No. CPOL-227(a)-451), the following are appointed as Expense Review Officers for the Library and shall be responsible for administering this policy within the Library, addressing any justifiable exceptions; and for auditing and processing all expense reports in accordance with this policy, while maintaining the right to request additional explanations, documentation or justification of any or all of the expense reports:

• Chief Executive Officer & Chief Librarian (“CEO”),




• Director, Financial Services, and • Manager, Human Resources.

APPEAL COMMITTEE:

The Library Board shall appoint an Ad Hoc Appeal Committee for the purpose of dealing with disputes between Board Members or Employees and the Expense Review Officer. The Appeal Committee shall be comprised of the:

• The Library Board Chair, • The Library Board Vice Chair, • CEO, and • Director, Financial Services.

Decisions of the Appeal Committee shall be final.

RELEASE OF EXPENSE INFORMATION:

Under the requirements of the Municipal Act, 2001, the Library will submit an annual statement of expenses, incurred by Board Members and Senior Administration, to the City Treasurer for submission to Council prior to March 31. All expense information is considered to be public information.

RESPONSIBILITIES:

Board Members / Employee Role The Board member or Employee is responsible for adhering to the provisions of this policy, in addition to the completion and submitting for approval the required expense report and appropriate supporting documentation. To avoid duplicate payments and to facilitate appropriate reviews, copies of credit card/interact slips, and credit card




statements are not acceptable as receipts; however, may be required to provide proof of purchase. ERO Role The EROs are responsible for reviewing and authorizing the expense report. Under no circumstances may an ERO authorize expenses incurred on their own behalf. The ERO’s signature indicates that:

• The expense is a legitimate business expense; and funds are available within the approved budget;

• The purchasing method does not violate the purchasing policy; • Appropriate supporting documentation, as outlined in this policy, is submitted;

and, • The expense has been charged to the correct expense code.

The ERO is responsible for pre-approving individual travel and business expenses expected to be reimbursed at an amount greater than $1,000 and to approve local mileage claims in excess of $500. Financial Services Role

Approved expense reports are to be forwarded to Financial Services for processing on a timely basis. Financial Services and/or the external auditors may conduct reviews at any time, without notice, to assess compliance with this policy. Failure to comply may result in corrective and/or disciplinary action up to and including dismissal.

POLICY STATEMENT: It is the policy of the Library to reimburse Board Members and Employees for expenses incurred while conducting authorized business on behalf of the Library; the Library may partially or wholly reimburse Board Members and Employees for expenses incurred while




attending approved conventions, conferences, seminars, workshops, meetings, and other opportunities, based on existing financial resources.

1. Travel & Business Expense Budgets 1.1. Prior to the finalization of the annual budget, the CEO shall be required to submit

an annual estimate of business expense and out-of-town travel costs prepared on the basis of this policy to the Director, Financial Services as part of the regular budgeting process.

1.2. Separate travel and expense budgets shall be established for Board Members and Employees annually.

1.3. Board Members and Employees incurring expenses, while conducting business

on behalf of the Library, may be held responsible for expenditures in excess of the appropriate budget and/or approved expenditure amount. Such expenses will be reviewed and appropriate authorization given before these expenses are reimbursed.

1.4. The number of conferences within a year that a Board Member or Employee may

attend is limited to the annual budget.

1.5. All Board Members within their term will be given equal opportunity to attend authorized events and/or opportunities listed in section 2.1.

1.6. Supporting documentation must be submitted to Financial Services (as per the

departmental procedures) when seeking expense reimbursement, per diem allowances and/or other financial transactions. Some examples of appropriate supporting documentation include, but are not limited to; receipts, confirmation




of reservations, conference or seminar itinerary. The supporting documentation must indicate the employee name, date(s), location, description of the event, meals provided, cost (including HST, duties, exchange rate, etc.) and be pre-approved by the appropriate supervisor, manager or director.

1.7. In the event that a board member or employee receives financial support from

external sources (association, organization, award, scholarship, etc.) to attend an event, the Library in its discretion may supplement the support - provided documentation detailing the external support is submitted.

2. Authorized Travel and Expenses

2.1. Board Members will be entitled to receive a per diem rate and/or reimbursement

for travel and expenses while attending the following, subject to prior approval and available funds:

2.1.1. Conferences or meetings of associations of which the Library is an organizational member of; or that hold significant interest to board member development and furthers the goals of the Library’s strategic plan, or

2.1.2. Conferences or board meetings of any organization on which the Board Member sits as a director/committee member representing the Library and where the Library is entitled to voting delegate status because of its membership;

2.2. It is expected that an Employee may be required to travel in or out of town to

participate in conferences, association gathering or for committee business. In cases where it is practicable to do so, and in discussion with the employee’s manager and where teleconferencing or web conferencing are options, the Library




Employee will participate in meetings remotely. When travel is required, Employees will be entitled to receive a per diem rate and/or reimbursement for expenses while attending the following when prior approval has been granted provided that such opportunities furthers the goals of the Library’s strategic plan and being subject to available funds: 2.2.1. Travel from one Library location to another to conduct Library business

2.2.2. Traveling from a Library location to another institution within the city to

conduct Library business

2.2.3. Conferences or meetings of relevant associations of which an Employee or the Library is a member or that offer content deemed to significantly further the Library’s strategic plan;

2.2.4. Board/Executive/Committee meetings of associations referred to in

2.2.3 above, provided that an Employee’s position as a director/committee member has been approved and the selection thereof is done in consultation with the Supervisor of the Branch/Department.

2.2.5. Meetings with peers to discuss best practices

3. Per Diem Allowance

3.1. The per diem rate shall be as established by the Library Board from time to time,

provided that it shall not exceed that established by the City of London for elected and appointed board members. The per diem rate will be paid in Canadian funds. A Board member/Employee who receives a per diem allowance may not claim




additional personal expenses. A corporate purchasing card should not be used to purchase expenses covered under the per diem allowance.

3.2. The per diem allowance is intended to cover the following normal daily expenses: meals and snacks, gratuities, business calls, and miscellaneous business-related expenses. The per diem does not apply to travel related to 2.2.1 or 2.2.2.

3.3. The per diem rate of $70 will be applied to a twenty-four hour period, provided that at least one overnight stay is involved. At the discretion of the ERO, a partial per diem may be paid to cover costs associated with partial days away.

3.4. Where meals have been provided, the per diem rate will be reduced by the amount

reflected below: • Breakfast $10.00 • Lunch $20.00 • Dinner $30.00

3.5. An overnight stay in association with a one-day meeting or business event out-of-

town is justified (and therefore the per diem rate applied) depending on the scheduled start and end times of the meeting and that the distance required to be travelled exceeds 150 kilometres.

3.6. Where an overnight stay is not involved but the Board member/Employee is required to attend out-of-town meetings for the entire day, the per diem rate of $60 will be applied. (Where meals are provided at the attended function, the per diem rate will be reduced by the amount reflected in section 3.4 above). Where a partial day per diem is applicable the following proration will be applied:

• Breakfast $10.00 - If an employee is required to depart before 6:00 am




• Lunch $20.00 - If an employee is required to depart before 12:00 noon • Dinner $30.00 - If an employee is unable to return home until after 6:00 pm

No other expenses will be reimbursed.

4. Travel Allowances 4.1. Mode of Transportation

Board Members and Employees may choose their own method of transportation on the understanding that reimbursement will be based on the most direct route, the most economical and most practical method being used, as approved by the Director, Financial Services.

4.2. Air Transportation:

4.2.1. Economy class airfare is to be used. The costs of an additional night(s) accommodation will be reimbursed if it is required to take advantage of a discount airfare, or as a result of an unscheduled layover (such as equipment or emergency weather delays) and provided that the cost of the extra accommodation is not greater than the savings realized from the discounted airfare.

4.2.2. Employees may choose to upgrade to business/first-class travel by paying the difference between economy and business/first class. The difference will be payable to the Library when the ticket is booked.

4.3. Rail Transportation:

4.3.1. Board Members and Employees will be reimbursed for economy rail transportation costs.




4.3.2. Board Members and Employees may choose to upgrade to business/first-

class travel by paying the difference between economy and business/first class. The difference will be payable to the Library when the ticket is booked.

4.4. Personal Vehicles:

Personal vehicles may be used by Board Members and Employees where it is demonstrated that this method of transportation is more cost effective than the use of other transportation and said use of personal vehicle is authorized. An Employee may use their personal vehicle to travel when conducting Library business at their own risk and is responsible for advising their insurance provider of this use.

4.4.1. In order to claim reimbursement for driving costs, an Employee is responsible for ensuring that their vehicle is:

• Insured in compliance with applicable legislation and the requirements of the insurance provider; and

• Covered by valid third party liability insurance of not less than $1,000,000.

4.4.2. In the event of an accident while travelling to conduct Library business the Employee will promptly provide a report to the immediate supervisor, Director, Financial Services, Manager, Human Resources and the Employee’s insurance representative.

4.4.3. In case of accident, the claim for property damage will be first made against the automobile insurance of the driver of the vehicle. If the Employee is




injured, a claim should be made immediately by completing a Supervisor’s Report of Injury.

4.4.4. In the event of the loss of library property in vehicles – see Library property

in the care, custody and control of an Employee in their vehicle 4.4.5. Any violation related to the safe operation of the vehicle is the responsibility

of the Employee. The Library will not be responsible for any tickets, fines and/or other charges issued by London Police Services, Ontario Provincial Police, City of London By-law Officers, Ministry of Transportation or any other law enforcement agency. Such tickets, parking fines and/or other charges are the responsibility of the Employee should they be incurred.

4.4.6. An Employee will not be reimbursed for transportation costs when travelling

from home to a Library location or from a Library location to home at the beginning or end of a shift.

4.5. Rental Vehicles:

4.5.1. Rental vehicles may be used by Board Members and Employees where it

is demonstrated that this method of transportation is more cost effective than the use of taxis, limousines, etc. The most economical size of vehicle must be used, depending on the requirements of the occasion and the number of passengers.

4.5.2. The rental contract must be registered under the name “London Public Library”.




4.5.3. Board Members and Employees who rent vehicles in their own name become contractually responsible for meeting the terms of the contract, including any loss or damage to the vehicle.

4.6. Parking Expenses

4.6.1. Board Members and Employees will be reimbursed for the cost of parking their motor vehicle at a transportation terminal while they are out-of-town on business, subject to the submission of appropriate receipts and provided that the cost of the parking does not exceed the cost of ground transportation from their home or place of business to the transportation terminal. Loss or damage to the vehicle, while parked, shall not be the responsibility of the Library.

4.6.2. Board Members and Employees will be reimbursed for parking while on authorized Library business within the City limits, subject to the submission of the appropriate receipts.

4.7. Taxis/Limos/Buses:

4.7.1. Board Members and Employees will be reimbursed for the actual costs of taxicabs, airport limousines or buses (or equivalents) for transportation between the individual's home or workplace and the designated transportation terminal as well as between the transportation terminal and the hotel or other destination point. Reimbursement will also be made for actual and reasonable costs incurred for such vehicles on approved Library business whether within the City of London or at an approved location.




4.7.2. An Employee who must travel from one Library location to another, to conduct Library business, may use a taxi or city bus transportation, as required.

4.7.3. An Employee will not be reimbursed for the use of a taxi or city bus

transportation from home to a Library location or from a Library location to home at the beginning or end of a shift.

4.7.4. The use of a taxi or city bus transportation must be approved in advance by

the Employee’s supervisor.

4.8. Personal Travel Board Members or Employees who wish to combine a business trip with personal travel may do so provided that they assume all additional expenses not related to the business travel.

4.9. Out of Town Mileage: 4.9.1. The mileage rate is the approved rate of the Library Board.

4.9.2. When more than one Board member and/or Employee is travelling in the

same motor vehicle, only the owner of the said vehicle is entitled to reimbursement for mileage expenses as provided by this policy.

4.9.3. Toll roads: Charges for toll roads, such as the 407 ETR, are a reimbursable

expense provided this is the most direct route and that receipt/proof of payment is provided.




4.10. Accommodation

4.10.1. When possible, the name "London Public Library" shall appear on all hotel (room) registrations and in each case available government, corporate or conference rates should be requested.

4.10.2. If a conference rate is available at the specific hotel(s) and a Board member or Employee chooses accommodation at another hotel, instead of a hotel where conference rates apply, accommodation expenses will be reimbursed only to an amount that is equal or less than the conference rate.

4.10.3. If a Board member or Employee chooses to stay overnight with friends or relatives while on business related to the Library instead of at a hotel, accommodation expenses will not be reimbursed.

4.10.4. Incidental room charges for services that are required for business (e.g.

telephone and internet) are part of accommodation expenses. Other incidental room costs (e.g. mini-bar, movies) are not considered part of accommodation expenses and will not be reimbursed.

4.11. Spousal Expenses

Board Members and Employees shall be responsible for all additional expenses incurred as a result of a spouse or companion travelling with them, save and except the cost of accommodation as referred to in section 4.10 above if the per room rate is a flat rate (i.e. not a per person rate).

5. Registration Fees




5.1. Registration fees for authorized attendance at a convention, conference, seminar, workshop or annual meeting may be reimbursed partially or in full by the Library upon submission of a registration form/invoice from the appropriate organization or receipt of payment.

5.2. The maximum Library contribution for registration fees for conventions and related events will not exceed the preferred rate for members of the organization sponsoring the event unless the Board member or Employee is required by the Library to attend.

6. Hosting

6.1. On occasions when it becomes necessary for a Board member or an Employee

to host or entertain individuals relating to the advancement of the affairs of the Library, such hosting or entertaining shall not be extended solely to an individual(s) who is employed by the Library or solely to the spouse or companion of the Board member or Employee, unless the individual, spouse, or companion is attending in a Library business-related capacity. In such cases, all expenses must be accompanied by receipts plus a written explanation setting out the following:

(a) the purpose for the hosting and the particular circumstances; (b) the names and the positions held of the person(s) hosted; and (c) the location at which the hosting took place.

7. Business Events /Public Functions 7.1. Expenses associated with events such as committee meetings, award banquets

or business related events where the purchase of a ticket and/or meal is required will be reimbursed when such an expense is considered to have a direct




relationship to Library business or interests. Such expenses must be approved in advance of tickets being purchased.

7.2. Expenses incurred at or for political fundraising events where Board Members and Employees have been requested to attend are not reimbursable.

8. Meals in Town (Board Member of Employees in Attendance and Working Meetings)

8.1. Refreshments and/or meals may be provided to Board Members or Employees

required to work through breaks and/or over meal hours on occasions of a formal nature where the dispersal of participants during the work session is not desirable (e.g. training workshops).

8.2. Managerial discretion and due regard for economy will be used to identify and

approve such occasions.

9. Travel and Expense Statements 9.1. Board Members and Employees are responsible for filing a Travel and Expense

Claim form with the Director, Financial Services within ten days of their return from the date of a business expense incurred in order to claim expenses from an event covered by this policy – the exception being routine travel associated with 2.2.1 and 2.2.2 which should be submitted monthly.

9.2. Original itemized receipts for all expenses must be filed with the Travel and Expense Claim form before the claim is processed.




9.3. Board Members and Employees claiming mileage expenses, will complete an Incidental Mileage Allowance Claim form detailing the date, destination and distances of their travels.

9.4. Payment for expenses will be made in Canadian dollars. Foreign currency will

be compensated in Canadian dollars, using the Bank of Canada exchange rate unless a credit card statement is attached.

10. Employee injured while traveling on Library business

If an Employee is injured while on Library business they have a choice of either suing a responsible party or claiming WSIB.

The Employee is required to notify their immediate supervisor and the Manager, Human Resources so that the accident form and/or WSIB form can be completed so that the Employee and Library have a record in case of later claim.

11. Accountability

11.1. Authorization of Expenses

Travel and expense claims are approved in the following manner:

• Employee expense claims: approved by the immediate Director/Manager or designate;

• Manager expense claims: approved by the immediate Director or designate;

• Director expense claims: approved by the CEO; • CEO expense claims: approved by the Board Chair or Vice Chair;




• Board member expense claims: approved by the Board Chair or Vice Chair; • Board Vice Chair expense claims: approved by the CEO or Director

Financial Services; • Board Chair expense claims: approved by the CEO or Director, Financial

Services.




BACKGROUND:

This policy is prepared in compliance with the requirements of the City of London’s Travel & Business Expenses Policy 28(1) as amended May 10, 2019. Specifically the City policy directs “that policies be established with respect to travel and expenses for elected and appointed officials, as set out in Appendix 28(1A); and that the following local boards and commissions also be directed to adopt the said policies to direct the expenditure of funds for any and all expenses covered by this policy, subject to the limitations of the annual budgets of the governing bodies listed below.

The policy specifically names:

• Members of the City Council

• Members of the governing bodies of the locals Boards and Commissions, namely:

- London Transit Commission

- London Convention Centre Corporation

- London Police Services Board

- London Public Library Board, and

• Members of the Senior Administration of the City of London and of the local Boards and Commissions.

http://www.london.ca/City_Council/chapter28.htm#Appendix_to_Travel_Expenses




INQUIRIES:

Director, Financial Services

Chief Executive Officer & Chief Librarian KEYWORDS:

RELATED DOCUMENTS:

Travel & Business Expenses Policy, City of London (May 10, 2019)

DOCUMENT CONTROL:

Replaces: Travel and Convention Policy (L94/101.3, L95/93, L01/34.2) Revised: June 23, 2011 (L11/49.1) Revised: February 21, 2013 (L13/10.1) Revised: February 23, 2017 (L17/09.1) Revised: February 20, 2020

Documents

REPORT TO THE LIBRARY BOARD Policy... · 2020-02-14 · “Expense Review Officer (ERO)” shall mean the person responsible for administering this policy, having budgetary control