REGULATION NO. 13 - REIMBURSEMENT OF EXPENSES

13.1  REIMBURSEMENT OF EXPENSES

The purpose of this Regulation is to cover the reimbursement of expenses while on union business authorized by UTE.

13.2  PER DIEM

13.2.1 Executive

  1. National Officers, when working on union business authorized by UTE outside their home metropolitan area shall be paid a per diem as per 13.2.1 (5)  to cover the costs of meals and incidental expenses.  This amount shall be paid to those on authorized UTE business and not otherwise compensated by UTE for the day of departure from their home up to and including the day of return.

  2. (a) Officers of the Executive Council attending a meeting of the Executive Council, a Presidents’ Conference, National Committee meeting, Regional Conference, Inter-regional Conference, Convention, Federation of Labour Convention, a CLC Convention  or any other UTE Conference within their home metropolitan area shall be paid the per diem referred to in Regulation.  For a National Committee meeting where the Officer is staying at a hotel, with prior approval of the President or in their absence the 1st Vice-President, they shall be paid the per diem referred to in Regulation.

    (b) Officers of the Executive Council attending a meeting of a National Committee being held in the UTE National Office and not receiving a per diem under clause (a), shall be paid the lunch per diem referred to in Regulation.  A dinner per diem referred to in Regulation may be paid with the approval of the President or in their absence the 1st Vice-President.

  3. Officers of the Executive Council and designated UTE appeals representatives shall be paid the per diem referred to in Regulation when they either represent an appellant or act as a technical advisor at a hearing within their home metropolitan area.

  4. UTE appeal representatives shall be entitled to reimbursement for the actual cost of expenses incurred in representing an appellant during an appeal, in addition to the per diem referred to in the above paragraph.

    1. Officers of the Executive Council shall be entitled to reimbursement of necessary meals in accordance with UTE rates as shown below, travel and parking costs while on union business authorized by UTE within their home metropolitan area except as provided in Regulation.

          Weekday Weekend
      (a) Breakfast $25.00 $30.00
      (b) Lunch $30.00 $40.00
      (c) Dinner $50.00 $55.00
        Total $105.00 $125.00

13.2.2 Members

  1. (a) Members of UTE who are not Officers of the Executive Council shall be entitled to receive a per diem as per 13.2.1 (5) while on union business authorized by UTE and not otherwise compensated by UTE outside their home metropolitan area or while attending a Presidents’ Conference or any other UTE  Conference within their home metropolitan area.  Per Diem for Regional and Inter-Regional Conferences shall be established by Regional Vice-Presidents.

    (b) For a National Committee meeting where the member is staying at a hotel with prior approval of the President or in their absence the 1st Vice-President, they shall be paid the per diem referred to in Regulation.

    (c) Members attending a meeting of a National Committee being held in the UTE National Office and not receiving a per diem under clause (b), shall be paid the lunch per diem referred to in Regulation.  A dinner per diem referred to in Regulation may be paid with the approval of the President or in their absence the 1st Vice-President.

  2. Members of UTE who are not Officers of the Executive Council shall be entitled to be reimbursed necessary meals in accordance with UTE rates shown in Regulation plus travel and parking costs while on union business authorized by UTE within their home metropolitan area, except as noted in Regulation above.

13.3  ADVANCES

  1. Officers of the Executive Council shall not obtain more than three (3) advances at the same time unless it has been authorized by the 1st Vice-President. 

  2. Officers of the Executive Council, prior to obtaining an advance, shall provide a detailed accounting to the best of their knowledge for the use of this advance unless it is used for an Executive Committee meeting, a Presidents’ Conference or a meeting of a UTE Committee.

  3. An advance for any member will not be issued under the amount of one hundred and fifty dollars ($150.00) unless authorized by the 1st Vice-President.

  4. An approved advance for any member including staff shall only include costs for travel, hotel and per diem. The travel portion of the advance shall normally be Flex Class Airfare. Any other airfare shall have prior approval of the President or in their absence the 1st Vice-President.

13.4  TRAVEL TIME

  1. UTE shall reimburse reasonable loss of wages required for union business authorized by UTE.  For travel by air, the reasonable loss of wages required shall depend on the proximity of the nearest airport and the frequency of departing flights and any connecting flights.  This time will vary from none to one day, with one day being the exception to the rule.

  2. If members have been authorized by the President or designate to travel by means other than by air, then reasonable loss of wages required to have the member arrive at the destination at a reasonable hour will be reimbursed.

  3. If a member chooses to travel by means other than by air, and where air travel is more timely, only reasonable loss of wages that would be for air travel shall be reimbursed.

  4. All members are expected to schedule their travel arrangements in a manner that they shall not incur any expenses that are either unreasonable or not required.

13.5  TRAVEL EXPENSES

13.5.1 Travel Grants to Locals

  1. Local travel grants for delegates and or paid observers issued by the National Office for Conferences and Conventions will be issued in the name of the Local for their administration and accountability.

  2. The travel grants for Locals shall normally be the cost of 2 times the Flex Class Airfare without receipt. The intent of the 2 times Flex Class Airfare is to ensure the participation of the delegate and to assist Locals in sending additional participants.  Any airfare other than as described herein shall have prior approval of the President or in their absence the 1st Vice-President.

  3. If the Local receives a travel grant and does not send participants, they must return the travel grant in full to the National Office.

13.5.2 Travel expenses

  1. Travel expenses for all others including staff shall be the actual cost incurred. However, if the cost exceeds a Flex Class Airfare without receipt, prior approval is required of the President or in their absence the 1st Vice-President.

  2. If travel by car has been approved, the reimbursement rate shall be the highest rate set by the CRA for the ten (10) provinces plus one (.01) cent.

13.6 LOCAL OBSERVER STIPEND FOR PRESIDENTS CONFERENCE

  1. Notwithstanding By-Law 8 Section 1 (1) (j), a Local that brings an observer to a Presidents’ Conference will, upon completion of the required documentation, be entitled to one (1) observer stipend of up to the lesser of either five hundred dollars ($500.00) or the actual expenses incurred. In the event that locals send additional observers this will not be considered in the calculation of expenses incurred.

  2. The above mentioned expense claim must be accompanied by all required documentation and/or receipts and be received by the National Office within ninety (90) days of the close of business of the Presidents’ Conference.

13.7  AUTHORIZATION

  1. Officers of the Executive Council, who are spending UTE funds, who are invited to attend meetings of the PSAC, Canadian Labour Congress, Federations of Labour or any other organizations, must submit their request to the President for approval before the meetings take place.  The President shall not refuse these requests without valid reason.

  2. All loss of wages required to attend the National Office to meet with any National Office staff must be authorized by the President before any expense claim will be considered for approval.

  3. Any other expenses not included in this policy may, with the concurrence of the President, be approved by the 1st Vice-President.

  4. Expense claims shall be submitted to the President.  The President may delegate the Executive Assistant to the President, the 1st Vice-President or the Senior Labour Relations Officer, the authority to approve expense claims.

  5. The expense claim of the 1st Vice-President shall also be reviewed by the 2nd Vice-President or the Regional Vice-President currently serving on the Executive Committee.

  6. The expense claim of the President shall also be reviewed by the 2nd Vice-President or the Regional Vice-President currently serving on the Executive Committee.

  7. All expense claims, including those of staff, shall be subject to verification by the 1st Vice-President.  Payments, if required, shall be forwarded to the claimant.

  8. Any expense claim in dispute shall be forwarded to the Executive Council for resolution.

  9. All Locals shall obtain prior UTE authorization before hiring a lawyer if they intend to claim reimbursement for legal fees from UTE.

13.8  DAY OFF

Officers of the Executive Council shall be entitled to reimbursement of one additional day for loss of wages, if loss incurred, to a maximum of six (6) days per year when they:

  1. attend UTE Executive Council followed by a Presidents’ Conference; or

  2. attend a UTE National Committee meeting preceded or followed by a UTE Executive Council meeting; or

  3. attend a UTE National Committee meeting preceding or following a UTE Executive Council meeting and a Presidents’ Conference; or

  4. attend UTE Executive Council or a UTE National Committee meeting preceding or following a Conference or a Convention that lasts more than six (6) consecutive days.

13.9  GENERAL

13.9.1 Non-Commercial Accommodation Allowance

  1. The President or 1st Vice-President may approve the use of non-commercial accommodation for authorized UTE business.  If approved, an allowance of fifty dollars ($50.00) per day night will be paid. 

  2. The use of non-commercial accommodations will not increase any other expense that would be paid had the individual stayed at a commercial accommodation.

13.9.2  Incidental Allowance

Any member using commercial or institutional accommodations (i.e.: Rigaud, Nav Can, a University) that provides all meals will be entitled to an incidental allowance of twenty dollars ($20.00) a day, excluding the days of travel.  A full per diem will be applicable on the days of travel.

13.9.3 Receipts

  1. The following receipts shall be attached to the expense claims:

    1. cost of hotel paid;

    2. cost of airfare paid; and

    3. miscellaneous expenses.

  2. The reimbursement of these expense claims shall be done as soon as possible.

  3. The reason for each expense that is claimed should be indicated as clearly as possible.

13.10  GUIDELINES FOR EXPENSES

The following guidelines are developed to clarify UTE’s By-Laws’ and Regulations with respect to the reimbursement of expenses.

These Guidelines are to cover expenses of individuals carrying out authorized union business.  Individuals are defined as the President, 1st Vice President, 2nd Vice- President, Regional Vice-Presidents, Alternate Regional Vice-Presidents, Committee members, staff and any other member on authorized union business.

  1. Travel Grants: A subsidy provided by UTE to Locals to cover air transportation costs but does not include ground transportation such as taxi, kilometers to and from the airport and/or parking.
  2. Ground Transportation:  This would include costs for taxis to and from your home to the airport, bus or train station.  This would also include mileage and/or parking to and from the departure point if using a personal vehicle.  At destination, the ground transportation would include taxis to and from the airport or parking if using a personal vehicle, except when a travel grant is received.  For additional costs prior approval must be received from the President or 1st Vice-President.
  3. Travel by Automobile: The President or 1st Vice-President must approve the use of a personal vehicle. The exception is members attending a UTE event where a travel grant has been provided. The use of a personal vehicle will be reimbursed at the UTE kilometers rate or the Flex Class Airfare without receipt, whichever is lowest. The reimbursement of expenses for the use of rental cars must have prior approval and must be done on a practical and economic basis.
  4. Parking:  See Ground Transportation above.
  5. Travel: All travel must be pre-approved by the President, or in their absence, the 1st Vice-President.  The actual cost paid for expenses will be reimbursed as per the By-Laws and Regulations.
  6. Per Diem: Is set as per Regulation.
  7. Accommodations: Hotel expenses should be the most practical and economical rates available for the applicable area of the country.
  8. Family Care:  Family care will be reimbursed as per Regulation.
  9. Miscellaneous General:  All Miscellaneous expenses except tips must be receipted.
    1. Phone calls: A reasonable amount of telephone calls will be reimbursed.
    2. Sick/Vacation: If on authorized union business and you work less than 75 hours for CCRA in a given month. Thus causing a loss of vacation and sick credits. UTE will reimburse you for this loss by the submitting of a salary claim for the period, indicating loss of credits.
    3. Tips: A reasonable amount of tips will be reimbursed, examples include bell person at hotels, not included, tips at restaurants.
  10. Executive Council Miscellaneous:
    1. Laundry:  Reasonable amounts can be expensed for laundry charges for extended stays seven days (7) or due to short time frames between trips or if the expenses have been pre-approved for exceptional situations.
    2. Brief Cases: An Officer of Executive Council is entitled to a briefcase and replacement when necessary (approx. one hundred and fifty dollars $150.00).
    3. Luggage:  Executive Council is entitled to an appropriate set of luggage at a pre-approved reasonable price and to be replaced when necessary.
    4. Telephone Accessories:  As each Officer of Council is given the use of a cell phone, UTE will reimburse approved cell phone accessories (i.e. case, hands free etc.)
    5. Computer Accessories:  As each Officer of Council is given the use of a Laptop computer, UTE will reimburse approved computer accessories. (i.e. printer ink, mouse, etc).
    6. General Office Supplies: As this is considered to be covered by the Council members’ residence expense, only pre-approved exceptional items will be reimbursed.
    7. Postage: The expense of regular stamps should come from the Council members’ residence expense. Large postage items, parcels etc.  can be reimbursed by attaching receipts to the expense claims. (i.e. grievance files.)
    8. Day Off: As per Regulation.
    9. Admin Day:  Officers of Executive Council (excluding the President or the 1st Vice-President) may use an administration day to complete union work if approved by the President or the 1st Vice-President.
    10. Residence Expense: Officers of the Executive Council (excluding the President or 1st Vice-President) shall receive twice yearly a residence expense to be paid in the months of June and December an amount of $100.00 per month.
    11. A Stipend: Officers of the Executive Council shall receive twice yearly a stipend to be paid in the months of March and September in the amount of one hundred and fifty dollars ($150.00) per month.
Adopted September 1986 Amended March 2002 Amended December 2009
Amended December 1986 Amended June 2002 Amended June 2012
Amended March 1988 Amended July 2002 Amended December 2013
Amended June 1988 Amended September 2002 Amended September 2014
Amended September 1989 Amended December 2002 Amended December 2014
Amended July 1990 Amended June 2003 Amended June 2015
Amended December 1990 Amended December 2003 Amended September 2016
Amended December 1992 Amended June 2004 Amended June 2017
Amended March 1993 Amended December 2004 Amended March 2018
Amended December 1996 Amended July 2005  
Amended March 1997 Amended September 2005  
Amended July 1999 Amended June 2006  
Amended June 2000 Amended September 2006  
Amended March 2001 Amended June 2007  
Amended December 2001 Amended March 2009