Transportation Reimbursement Policy - Revision history

Maxine.myre: /* Scope */

2023-05-29T18:51:05Z

Scope

← Older revision		Revision as of 18:51, 29 May 2023
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	== Scope ==		== Scope ==
	All persons conducting ~~EBC~~ business are within the scope of this policy.		All persons conducting Bike Edmonton business are within the scope of this policy.

	== Permissible Exceptions ==		== Permissible Exceptions ==

Maxine.myre: /* Philosophy */

2023-05-29T18:50:54Z

Philosophy

← Older revision		Revision as of 18:50, 29 May 2023
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	== Philosophy ==		== Philosophy ==
	~~EBC~~ encourages utilitarian cycling, and therefore believes cycling should always be the default option for carrying out ~~EBC~~ business. We do, however, recognize that cycling is not always a practical option in every situation, and therefore will reimburse employees and volunteers for other transportation options when their use is deemed necessary.		Bike Edmonton encourages utilitarian cycling, and therefore believes cycling should always be the default option for carrying out Bike Edmonton business. We do, however, recognize that cycling is not always a practical option in every situation, and therefore will reimburse employees and volunteers for other transportation options when their use is deemed necessary.

	== Definitions of key concepts or terms used in the policy ==		== Definitions of key concepts or terms used in the policy ==

Maxine.myre: /* Purpose of the policy */

2023-05-29T18:50:33Z

Purpose of the policy

← Older revision		Revision as of 18:50, 29 May 2023
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	== Purpose of the policy ==		== Purpose of the policy ==
	To clarify in what situations ~~EBC~~ will reimburse employees and volunteers for transportation, and vehicle mileage in particular, incurred in the course of ~~EBC~~ business.		To clarify in what situations Bike Edmonton will reimburse employees and volunteers for transportation, and vehicle mileage in particular, incurred in the course of Bike Edmonton business.

	== Philosophy ==		== Philosophy ==

Maxine.myre: /* Policy Statement */

2023-05-29T18:50:15Z

Policy Statement

Cwc at 11:29, 15 October 2012

2012-10-15T11:29:57Z

← Older revision		Revision as of 11:29, 15 October 2012
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			[[Category:policy]]

Neil: Approval Date

2012-06-12T01:43:11Z

Approval Date

← Older revision		Revision as of 01:43, 12 June 2012
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	<div style="margin:0;background:#f7d4e0;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #de8ca7;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Date Approved, Revisioned and Active</div>		<div style="margin:0;background:#f7d4e0;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #de8ca7;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Date Approved, Revisioned and Active</div>

	~~Enter Date Information~~		Approved June 11, 2012

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	<div style="margin:0;background:#dfcef2;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #a48bbf;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Date Expired</div>		<div style="margin:0;background:#dfcef2;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #a48bbf;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Date Expired</div>

	~~Enter Date Information~~		Still in effect.

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Neil: moved Mileage Reimbursement Policy to Transportation Reimbursement Policy

2012-05-30T20:55:54Z

moved Mileage Reimbursement Policy to Transportation Reimbursement Policy

← Older revision		Revision as of 20:55, 30 May 2012
(No difference)

Neil: fixed bullets

2012-05-30T20:55:02Z

fixed bullets

← Older revision		Revision as of 20:55, 30 May 2012
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	# 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.		# 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. Factors that should be considered are:		# 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
	** Weight and fragility of cargo		#* Weight and fragility of cargo
	** 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. No additional compensation will be paid for expenses incurred.		# 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 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.		## 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.

Neil: Created draft policy

2012-05-30T20:54:20Z

Created draft policy

New page

== Policy Statement ==
# Whenever it is practical, transportation while on EBC business should be by bicycle.
# No reimbursement will be made for use of a private bicycle, but EBC's rental fleet may be used for EBC 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. 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. Factors that should be considered are:
** Distance traveled and time required for the trip
** Scheduling constraints
** Weight and fragility of cargo
** Weather
** 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. No additional compensation will be paid for expenses incurred.
## 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.
## 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.

== Purpose of the policy ==
To clarify in what situations EBC will reimburse employees and volunteers for transportation, and vehicle mileage in particular, incurred in the course of EBC business.

== Philosophy ==
EBC encourages utilitarian cycling, and therefore believes cycling should always be the default option for carrying out EBC business. We do, however, recognize that cycling is not always a practical option in every situation, and therefore will reimburse employees and volunteers for other transportation options when their use is deemed necessary.

== Definitions of key concepts or terms used in the policy ==

== Scope ==
All persons conducting EBC business are within the scope of this policy.

== Permissible Exceptions ==
* Travel which predates this policy may be reimbursed on a case-by-case basis.

== Positions in the organization responsible for implementing and monitoring the policy ==
* Executive Director is responsible for approving transportation expenses, Treasurer is responsible for ensuring timely payment of approved expenses.

== Dates of Effect ==

{| width="100%"
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<div style="margin:0;background:#f7d4e0;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #de8ca7;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Date Approved, Revisioned and Active</div>

Enter Date Information

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{| cellpadding="0" cellspacing="0" style="height:100%;width:100%;"
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<div style="margin:0;background:#dfcef2;font-family:sans-serif;font-size:120%;font-weight:bold;border:1px solid #a48bbf;text-align:center;color:#000;padding-left:0.4em;padding-top:0.2em;padding-bottom:0.2em;">Date Expired</div>

Enter Date Information

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← Older revision		Revision as of 18:50, 29 May 2023
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	== Policy Statement ==		== Policy Statement ==
	# Whenever it is practical, transportation while on ~~EBC~~ business should be by bicycle.		# 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 ~~EBC~~'s rental fleet may be used for ~~EBC~~ business at no cost. Volunteers must leave the standard deposit to use a rental bike.		# 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. 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.		# 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. Factors that should be considered are:		# 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
Line 9:		Line 9:
	#* 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. No additional compensation will be paid for expenses incurred.		# 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 ~~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.		## 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.