Board Orientation Manual 2024

BC Games Society Board of Directors Expense Claim Form

Completing Your Expense Claim Using the Spreadsheet

Only fields that are highlighted orange are completed. When the orange fields are completed, the other related fields with formulas will be updated automatically. 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

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 - 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 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 - 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 - 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 # - 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

Travel and Hotel Accommodation

Private Accommodation

Per Diem

Mileage

Miscellaneous Expenses

Calculating GST

Revised: May 2023