Board Orientation Manual 2024

BC Games Society Board of Directors Expense Claim Form

Completing Your Expense Claim Using a Printed Copy of the Form

Receipts are needed for all expenses, except per diem and mileage. If you have lost a receipt, take a photo or make a PDF showing the charge on your CC or bank statement and submit that.

Section Travel and Hotel Accommodation

Details/Instructions - indicate the number of each type of receipt being provided - enter all receipts of the same type on the respective line - enter the total of all receipts for each line (including all taxes) - enter the total GST for all receipts - indicate the number of nights stayed in private accommodation - claim 37.29 per night. No GST is added. - enter the number applicable types of meal claims - number of per diems claimed to match number of days in "period covered" (at top of form) - for partial per diems, breakfast is claimed when you leave your home at 7:00 am or earlier, lunch when you leave at 12:00 noon or earlier, and dinner is claimed when you arrive home at 6:00 pm or later. - enter the amount of Per Diem and TOTAL GST as noted below

Private Accommodation

Per Diem

Per Diem Rate Total GST Total Claim

Per Diem - Full Day

62.00 48.50 35.00 37.00 23.50 10.00

3.10 2.43 1.75 1.85 1.18 0.50

65.10 50.93 36.75 38.85 24.68 10.50

Per Diem - Breakfast or Lunch and Dinner

Per Diem - Dinner Only

Per Diem - Breakfast and Lunch Only Per Diem - Breakfast or Lunch Only

Per Diem - No Meals

- enter the km travelled for each leg of the travel - Google maps will be used to confirm distance from start to end of each leg of the trip - the mileage rate is $0.61 per km. - GST is paid in addition to the mileage charge: e.g. 40 kilometres x $.61 = $24.40 GST is then paid on the mileage total: e.g. 24.40 x 5% = $1.22. The total claim is $25.62 - enter any other expenses that are not covered elsewhere on the expense form - indicate the number of receipts provided for each line/type of expense - enter each expense type on a separate line - enter the total of all receipts for each line (including all taxes) - enter the total GST for all receipts

Mileage

Miscellaneous Expenses

- there is no GST on ferry travel - there is GST on taxi fares (fare only, before tip) - in order to claim GST, the receipt needs to show GST or have a GST account/reference #

Calculating GST

- if total includes GST ONLY, calculate GST as follows: 5 divided by 105 times the receipt total (5/105 x total) = GST - if total includes GST AND PST, calculate GST as follows: 12 divided by 112 times the receipt total (12/112 x total) = Pre-Tax amount. Pre-tax amount x 5% = GST

Revised: May 2023