|
CEIU BC/Yukon Region
Financial Guidelines/Policies
Posted January 11th,
2008
- All claims are to be sent to
designated finance committee member within
30 days of event/activity
- All requests for advances must be
sent to designated finance committee member at least two weeks prior to the
start of the event/activity
- All claims must include a written
report of event to include date, hours of sitting, activity, & location. In
cases where the expenses are for attendance at a meeting or for union work
done on behalf of the region, these details can be included on the claim
form itself.
- All expenses being reimbursed must
be for work done in the BC/YT Region and on behalf of the BC/YT Region with
the exception of events pre-approved by the NVP, BC/YT and the Regional
Executive Council for activities outside the region. These may be approved
when no member from the BC/YT Region will be attending by any other means
and where the NVP BC/YT & Regional Executive Council deem it necessary and
beneficial that BC/YT Region have a representative at the said event.
- No expenses will be paid for PSAC
functions that are paid by PSAC. CEIU BC/YT will not subsidize PSAC
functions unless specifically agreed to in advance by PSAC and CEIU. If PSAC
is paying for CEIU delegates from the BC/YT Region, no expenses will be
reimbursed for additional members to attend the same event.
- In the event that a request for
financial approval does not fit into a budgeted line item, pre-approved
expenses may be taken from the miscellaneous/contingency budget with prior
approval from the NVP and finance committee.
- If a request does not meet the
standards as set out in the CEIU BC/YT policies, the NVP will deny the
request without taking it to appropriate committee or to the Regional
Executive Council where there is no committee. S/he will do so in writing to
the applicant. There will be no appeal for funding requests that are
contrary to CEIU BC/YT policies.
- Where a requested activity may be
eligible for funding but is denied by the NVP or the appropriate committee
for reasons other than non-eligibility due to policy, the member may appeal
to the Regional Executive Council. This appeal must be received within 10
working days of the receipt of the denial.
- Budgeted line items approved by the
Regional Executive Council and President’s Conference members will be
reimbursed as follows:
(a)
President’s Conference:
All travel, accommodation, per diems, attendance fees, actual wage loss when
requested, dependent care expenses, parking will be paid as per BC/YT ongoing
rates for all delegates.
(b)
Regional Executive Meetings:
All travel, accommodation, per diems, attendance fees, actual wage loss when
requested, dependent care, & parking
(c)
Regional Women’s Committee:
The chairperson and her committee members will be responsible for how their
yearly budget is spent and for insuring that the claims are in accordance with
the BC/YT regional guidelines and allowable amounts
(d)
Group Training:
when a training event is planned it must be pre-approved by the NVP/training
committee after consultation with the finance committee. Expenses will be
reimbursed for travel, accommodation, per diems, actual wage loss when
requested, dependent care, parking, registration fees where appropriate and
materials and supplies as needed.
(e)
50/50 Training:
Members who wish to attend individualized training must
receive pre-approval form the NVP and training committee prior to attending. The
member is responsible for obtaining pre-approval and support from his/her local,
and his/her district director prior to submitting the request to the NVP. The
member must show where s/he will be getting more than 50% of the necessary costs
for attending the event before it will be considered for funding. In addition,
the member must provide an explanation as to how his/her attendance at said
event will enhance his/her ability to serve the members of his/her local or the
BC/YT region. Approved activities will be reimbursed up to 50% in accordance
with our financial guidelines.
(f)
NVP Expenses:
Most expenses for the NVP
will be reimbursed from his/her national
budget. Exceptions will be as follows:
(1)
when there is more than 1 President’s Conference in a given year, all
expenses for the second conference will be paid by the BC/YT Region
(2)
No training expenses for the NVP will be paid with BC/YT funds
(3)
Where the NVP is a member of a committee that is being reimbursed for
expenses by regional funds, the NVP will be reimbursed in the same manner as
other participants from the appropriate budget line and not from the NVP budget
(g)
A/NVP Expenses:
(1)The BC/YT
region will budget a yearly amount, for the A/NVP to
attend
events that s/he is attending on behalf of members of the
region
but when s/he is NOT acting on behalf of the NVP.
(2) Any expenses incurred while the A/NVP is
acting on behalf of the
NVP must be reimbursed by the NVP budget
unless prior
arrangements are made with the NVP and the
finance committee.
(4)
All activities reimbursed from the A/NVP budget must occur within
the
BC/YT Region
(5)
When the A/NVP is a member of a committee that is being reimbursed
for expenses
from regional funds, s/he will be reimbursed in the same manner as other
participants from the appropriate budget and not from the A/NVP budget
(h). Health & Safety Expenses:
(1).Committee members will be reimbursed for expenses
incurred on
behalf of BC/YT members for work/activities within the
BC/YT
Region only
(2).
Committee members will not be reimbursed for work/activities that are
being paid by PSAC in full or in part
(3)
Committee members will be reimbursed as per BC/YT Regional guidelines
(i) District Director Expenses:
Each District Director (Metro, Fraser Valley, Island, North
Central,
Okanagan Kooteneys and Immigration) will be provided with a
yearly
budget and expenses can be claimed with no need for prior
approval
as follows:
(1)
expenses for travel within his/her district
(2)
expenses for attendance at meetings and other activities outside of any
committee activities, on behalf of the members of his/her region, as per
financial guidelines
(3)
long distance telephone costs, postage, photocopying etc. on behalf of
his/her members
(j)
District Meeting Expenses:
The
region will budget for each district to hold 1 meeting in the district
with all presidents/alternates plus the district women’s
rep attending as
well as any appropriate guests. Meeting may also be held in
conjunction
with a President’s Conference.
(1)
District Meetings budgets must be pre-approved by the NVP
(2)
Expenses will be paid as per regional financial policies and guidelines
(3)
Whenever possible, districts will hold meetings on non-working days
(k) HRRR
expenses:
A yearly
amount will be provided for activities that fall under the Human
Rights
category and that are not funded by any other means or for which
there is
no BC/YT member chosen to attend from other funding sources
and for
which the NVP & or REC believes it would be beneficial for the
BC/YT
members to have representation. All activities must be
pre-approved by the NVP
(k)
Friendship Funds:
(1)funds will
be loaned or given as grants as per the financial policy ($500 maximum loan
and/or grant)
(2)
Requests must be pre-approved by the Friendship Fund Committee in the
manner set out in the Friendship Fund guidelines
(3)
The finance committee will endeavor to have approved member(s) receive
the funds as quickly as possible upon receiving written confirmation of
approval
(l)
Computer loans:
Loans of up to
$2000 maximum may be approved for purchasing a computer for the use of an
individual member who is designated by his/her local as the communication person
for the local and for members of the Regional Executive Council.
(1)
Members applying for loans must provide a letter from the local stating
that they will be the communications contact for the local
(2)
Members applying for the loan must provide a cost estimate for the
requested purchase prior to approval
(3)
CEIU BC/YT region will grant a loan of the anticipated cost for the
computer and related equipment only
(4)
Members approved for the loan must sign a promissory note agreeing to
repay the loan over a 12 month period, prior to receiving the loan
(5)
Member receiving the loan will normally be required to provide 12 post
dated checks in equal amounts to cover the repayment of the loan
(6)
Members who default on the loan will be required to repay the loan in
full or return the computer to the Region for the use of another member
(7)
Members who default on a computer loan will not be reimbursed for any
expenses for work done on behalf of the BC/YT Region until all funds are
recovered. Expenses for which the member is normally entitled, will be taken
from the balance of the loan until it is paid in full
(m)
Honorariums:
(1)Honorariums
will be paid twice yearly to all members of the Regional
Executive Council
(2)Honorariums
may be paid for work done by other members with
pre-approval of the NVP/REC
(n)
BC Fed, Yukon Federation of Labour:
(1)Expenses
will be paid for 1 member of each district to attend BC Fed or the Yukon
Federation of Labour.
(2)
Prior approval must be given before any member will be reimbursed
expenses for attendance at these functions.
(3)
Members wishing to attend must submit a written request at least two
months prior to the start of the BC Fed, or the Yukon Federation of Labour to
the NVP
(4)
Members requesting financial assistance must show in writing how his/her
attendance will assist his/her district/region and be prepared to report to the
locals in his/her district or to the region when asked, of the BC Fed Conference
or the Yukon Fed Conference.
(5)
Members requesting financial assistance from the region must show written
support from his/her local as well as his/her District Director
(6)
Where more than 1 member from a district requests assistance, the
district director will make the recommendation to the NVP as to which member
should attend with the financial assistance from the region
(o) Ad Hoc Committees:
The BC/YT region will budget yearly for any committees
that are
formed by the NVP and or REC, as the activities and
needs of the
region demand
(1)
Expenses for committee members will be reimbursed as per BC/YT guidelines
for travel, accommodation, wage loss, attendance fees, honorariums, dependent
care, materials and supplies, photocopying or any other expenses deemed
necessary by the committee
(p)
Administration:
The
region will budget for administration expenses as follows:
(1)
Time spent preparing budgets
(2)
Ongoing financial record keeping
(3)
Accountant fees
(4)
Audit fees
(5)
Telephone/fax/postage relating to ongoing accounting duties
(6)
Materials and supplies relating to financial record keeping
(7)
Liability insurance for REC and President’s Conference participants
(8)
Travel and other expenses for finance committee members for meetings as
per financial guidelines
(9)
Other expenses for work of finance committee members as approved by the
NVP
(q)
Communications:
The region
will budget for the following:
(1)
monthly internet fees equal to the amount set by CEIU National, for each
member of the REC or for committee members as pre-approved by the NVP
(2)
Cost of set-up & maintenance of CEIU BC/YT web site
(3)
Yearly cost of CEIU BC/YT web site fees
(4)
Computer software if pre-approved by the NVP
(5)
Other – should there be expenses relating to communications not mentioned
here that would benefit the BC/YT region, they must be pre-approved by the NVP
BC/YT Region
Financial Guidelines:
(1) Travel:
Ground:
As per TB guidelines
Air:
Cost of air ticket at least 2 weeks prior to departure
In lieu of air
– maximum of cost of 2 week advance airfare plus appropriate ground costs to and
from nearest airport and AIF
(2) Attendance Fees:
Normal Working Day:
$200.00 for full day of union work
during normal working hours (6-8 hours)
$100.00 for l/2 day union work during
normal working hours (3-4 hours)
$ 50.00 for (2 – 3 hours)
When a committee member is working on
ongoing tasks, he/she may bank working hours under the appropriate category and
submit with total hours worked to be reimbursed. A written list of days and
hours worked must accompany the claim as well as an explanation of what the
work/activity was.
Note:
No attendance for evening or week-end meetings after normal working hours
(3A) Per Diem: Working Day
Breakfast:
When member must leave home before 7 AM $15.00
Lunch:
When member is away from home base doing work for union or attending union
function; Not paid if lunch is provided
$15.00
Dinner:
Paid if member cannot be home by 7 PM or if member is
attending a union dinner meeting not paid by other means. Not paid if dinner is
provided $30.00
(3B) Per Diem – Non –Working Day
$150.00 Full day (Pro-rated based on 3A)
(4) Incidentals –
Incidentals may be paid for work done while a member is in
travel status when that work involves and overnight stray. Rate will be $25.00 a
day and is non-taxable
(5) Dependent Care:
Paid for children under 16 years of age
or special needs as per the BC/YT Regional Dependent Care Policy. It will be
paid for the care of dependents who would normally be in the care of their
parent or guardian during the hours the member is attending a union activity,
including travel time. Dependent care is not normally paid for
time that the dependent is normally in care. Receipts must be submitted prior to
receiving payments.
| 
