Transportation Reimbursement Policy: Difference between revisions
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== Policy Statement == | == Policy Statement == | ||
# Whenever it is practical, transportation while on | # Whenever it is practical, transportation while on Bike Edmonton business should be by bicycle. | ||
# No reimbursement will be made for use of a private bicycle, but | # No reimbursement will be made for use of a private bicycle, but Bike Edmonton's rental fleet may be used for Bike Edmonton business at no cost. Volunteers must leave the standard deposit to use a rental bike. | ||
# When transportation by bicycle is not practical, volunteers and employees be reimbursed for the lowest cost option which is practical. | # When transportation by bicycle is not practical, volunteers and employees be reimbursed for the lowest cost option which is practical. Public transit, taxis, and rental cars should be considered in addition to private motor vehicles. Reimbursable trips must be approved in advance by the Executive Director. | ||
# The Executive Director will use their judgment to determine whether a given mode of transportation is practical. | # The Executive Director will use their judgment to determine whether a given mode of transportation is practical. Factors that should be considered are: | ||
#* Distance traveled and time required for the trip | #* Distance traveled and time required for the trip | ||
#* Scheduling constraints | #* Scheduling constraints | ||
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#* Weather | #* Weather | ||
#* Individual circumstances of the volunteer or employee | #* Individual circumstances of the volunteer or employee | ||
# When the lowest cost option is determined to be a private motor vehicle, reimbursement will be made on a per kilometre basis. | # When the lowest cost option is determined to be a private motor vehicle, reimbursement will be made on a per kilometre basis. No additional compensation will be paid for expenses incurred. | ||
## The | ## The Executive Director will determine a reasonable reimbursement rate, which must remain consistent throughout a calendar year, and be less than or equal to the Canada Revenue Agency's guideline for a reasonable per-kilometre allowance. | ||
## Distance should be tracked either by logging odometer readings at the beginning and end of a trip, or using the shortest distance calculated between the origin and destination using an online mapping service. | ## Distance should be tracked either by logging odometer readings at the beginning and end of a trip, or using the shortest distance calculated between the origin and destination using an online mapping service. | ||
## A reimbursement form must be submitted to the Executive Director for approval no later than one month following the trip for which reimbursement is being requested. | ## A reimbursement form must be submitted to the Executive Director for approval no later than one month following the trip for which reimbursement is being requested. | ||