Board Orientation Manual 2024

10.1 REIMBURSEMENT 10.1.1 Travel and Business Expenses Form Preparation Fields on the Travel and Business Expense form are intended to be self-explanatory. Refer to the Expense Form and Instructions document for details. Refer to the Travel Reimbursement Policy for details on eligible expenses. 10.1.2 Checks and Approvals For Board expense claims, the Operations and Technology Manager will check expenses claims before submission to the President and CEO for approval. For staff and contractor expense claims, the President and CEO will check expense claims before submitting to the Operations and Technology Manager for processing. Completing the appropriate fields on the form, indicates that the following checks have been performed:  Check of arithmetical accuracy;  Check of entitlement, according to the Society's policy and that the proper allowable rates are used;  Check that per diem rates are not duplicating meals provided through business expense claims; Review of documentation to ensure that: • All items requiring documentation are covered, and that the documentation itself is acceptable.

• Proper coding has been applied • Claim is signed by the traveler. • All entitlements have been claimed.

Note that if it is the President and CEO's own travel claims, it must be routed to the Chair or another member of the Board with signing authority, for approval. The approving authority (the President and CEO or the Board) should complete the appropriate fields on the form to indicate that the above checks have been carried out. However, before approving the claim, the approving authority may, at their option, wish to do a quick review of the type of expenses being claimed and scan the supporting documentation to see that Society policy is not being violated. A final check of coding by the approving authority should be performed to reduce the risk of account coding errors.

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