Board Orientation Manual 2024

10.2 EXTERNAL TRANSPORTATION External transportation costs are incurred to transport athletes, coaches, and officials to the Games community from across BC. External transportation is acquired through contracts with bus companies and airlines. These contracts will be documented and executed in writing to ensure that there is no misunderstanding as to the terms and conditions of the transportation contract. The Manager responsible for external transportation should ensure that the basis for determining the various charges and arrangements for billing and payment are properly enumerated in the contract. For example:  Activities that the bus line or airline may subcontract and the applicable rates,  Related charges to be segregated on the billings,  Identification of any administrative charges,  Bus or airline billings should be related to the contract terms. In addition, the Manager will check and monitor actual bus and aircraft utilization to ensure it is Games-related and to verify the billing amounts. 11. BUSINESS EXPENSES 11.1 NATURE Business expenses may cover a variety of occasions to promote the efforts of the Society in  Expenses necessary for educational sessions or seminars which may include meals while in travel status, to be attended by Society, host society staff and/or volunteer workers; and  Working luncheons or dinners, ceremonies, receptions, official dinners, tours, or other forms of public relations. Attendees may include Board members and sponsors or partners of the BC Games Society. The following general guidelines should be observed in conducting these occasions:  Expenses must be reasonable in relation to the number of attendees;  Occasions must be chosen with proper restraint and should only be conducted if they are truly helpful in promoting the Society's business;  Alcoholic beverages are considered allowable charges if they are served as part of an official dinner or ceremony. When meals are provided to staff members in travel status, the going meal rate must be deducted from their per diem in preparing their travel expense claim; and  Business expense meals must never be used as a replacement for regular meals in travel status; the occasion must be genuine and beneficial or profitable to the Society. Refer to the Travel Reimbursement Policy for details. reaching their objectives and may include:  Business discussions during meal hours;

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