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Board Members Expense Reimbursements Procedures (5.1)

Board Members Expense Reimbursements Procedures (5.1)

This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: VP: Finance and Administration

Original Approval Date: November 14, 2024

Date of Most Recent Review/Revision: N/A

Administrative Responsibility: Office of Financial Resources

Parent Policy: 5.1 Business Expenses

The purpose of this procedure is to define and guide the authorization and reimbursement of Board-related expenses incurred by members of the Board of Governors and its committees, in a clear, transparent, and equitable manner, and in accordance with the the relevant university policies and broader regulatory requirements.

1.0 Procedures

1.1 Board members may request reimbursement for reasonable expenses related to the work of the Board and must first seek pre-approval from the Secretariat Office before incurring any Board-related expenses.

1.2 Any expenses related to the work of the Board shall be approved by the Assistant Vice President, Governance and Policy (AVP, Governance and Policy) within signing authority thresholds and in compliance with University policies and procedures. If the AVP, Governance and Policy is unavailable, alternative approvers are the AVP, Financial Resources.

1.3 Allowable expenses for Board members are typically arranged through the Secretariat Office (e.g. Chair’s travel to a conference) on a Secretariat corporate credit card; Secretariat staff then submits expenses according to the relevant university policies and procedures.

1.4 If Board members incur pre-approved expenses directly, (e.g. make their own travel arrangements), and require reimbursement, the following processes should be used:

1.4.1 For Board members that are employed at the University (i.e. faculty and staff): Submit expenses and related documentation through Chrome River, noting any Board-related expenses and marking that item as the Secretariat index and account code, thus triggering approval for that item by the AVP, Governance and Policy

1.4.2 For non-employee Board members: Submit details, receipts and any other required documentation in a timely manner to the Secretariat office, who will complete the paperwork and submit to Accounts Payable using the Secretariat index and account code and obtaining approval from the AVP, Governance and Policy.

1.5 Ineligible expenses will not be reimbursed. See Policy 5.1 Business Expenses for details. If any portion of an expense is ineligible, Board members should pay for the entire expenditure with personal funds and subsequently claim only the eligible portion for reimbursement. The Expense Handbook lists examples of ineligible expenses throughout the handbook as well as in Appendix B.

2.0 Roles and Responsibility / Signing Authority

2.1 Board Member’s Responsibility

2.1.1 Ensure the Board related expenses are allowed within applicable policies, procedures and requirements by obtaining pre-approval from the Secretariat Office.

2.1.2 Submit business expenses with all required supporting documentation and particulars in a timely manner.

2.1.3 If leaving employment or association with 51��ɫ, submit all Board expense claims and reports prior to departure date.

2.2 AVP, Governance and Policy

2.2.1 Validate that the expenses are both reasonable and legitimate in the context of Board business; and

2.2.2 Ensure that expenses claimed are in accordance with University policies and procedures.

3.0 Process for Declined Expense Reimbursement Decisions

3.1 In the event that an expense reimbursement request is not approved by the AVP, Governance and Policy, a Board member may submit a request for reconsideration. The request must be made in writing and submitted to the Board Chair within 30 days of the original decision. The Board Chair will review the request in consultation with the President or VP: Finance and Administration, and the Chair’s decision will be final. No further appeals will be permitted. Should it be the Board Chair’s expense that is being reconsidered then the same procedure will occur, but the reconsideration will be submitted to the Vice-Chair(s) of the Board.