Finance Committee

Report of the Finance Committee

December 2002

Bob Campbell Item 11(j)

The committee met on October 20-22, 2002 . Attached to this report you will find the following documents and proposed recommendations:

Respectfully submitted,

Bob Campbell
Chairperson of the Committee


Finance Committee Agenda October 20-22, 2002

Start at 1:30 October 20th
Finish at 5 0’clock on the 22nd
At the UTE national office (Donna’s office)

Agenda:

(1) Review investments.
(2) Review presidents line item and see if the need is still there to break this out.
(3) Letter on what is needed for convention.
(4) Guidelines on expenses for rvp's and alternates
(5) Guidelines for regional education budget,
(6) Look at expense statements and balance sheet in regards to surplus items.
(7) Translation Guidelines
(8) Telephone comparison re Bell vs. Tellus
(9) Inventory where we are.


DRAFT
GUIDELINES FOR EXPENSES

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

The following By-Laws and Regulations were reviewed in the development of these Guidelines:

  • By-Law 8 (Duties of Officers)
  • By-Law 10 (Conventions)
  • By-Law 18 (Expenses)
  • Regulation 3 (Committees)
  • Regulation 7 (Duties of Regional Vice-Presidents)
  • Regulation 8 (Duties of alternate Regional Vice-Presidents)
  • Regulation 12 (Reimbursement of expenses)
  • Regulation 17 (Regulation governing family care expenses)
  • Regulation 18 (Regulation governing the terms and conditions of the position of President)

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) Accommodations: Hotel expenses should be the most practical and economical rates available for the applicable area of the country.

(2) Per Diem: Is set as per Regulation 12.2.

(3) Ground Transportation: If traveling by airplane, train or bus, expenses will be reimbursed at the cost of normal taxicab service. (Other means of transportation are allowed if lower or equal to taxi cab.) For additional costs prior approval must be received from the President or 1st National Vice-President.

(4) Travel by Automobile: The President or 1st National Vice-President must approve the use of a personal vehicle. The use of a personal vehicle will be reimbursed as per Regulation 12.5.2(2). The reimbursement of expenses for the use of rental cars must have prior approval and must be done on a practical and economic basses.

(5) Parking: Parking expenses will only be reimbursed when the use of an automobile has been pre approved.

(6) Family Care: Family care will be reimbursed as per Regulation 17

(7) Travel: All travel must be pre approved and the actual cost paid for expenses will be reimbursed as per the By-Laws and Regulations.

(8) Miscellaneous General: All Miscellaneous expenses must be receipted.

(a) Phone calls: A reasonable amount of telephone calls will be reimbursed.

(b) 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.

(9) Executive Council Miscellaneous:

(a) Laundry: Reasonable amounts can be expensed for laundry charges for extended stays (7 days) or due to short times frames between trips or if the expenses have been pre approved for exceptional situations.

(b) Brief Cases: A member of Executive Council is entitled to a briefcase and replacement when necessary (approx. $150.00).

(c) Luggage: Executive Council is entitled to an appropriate set of luggage at a pre approved reasonable price and to be replaced when necessary.

(d) Telephone Accessories: As each member of council is given the use of a cell phone, UTE will reimburse for approved cell phone accessories (i.e. case, hands free etc.

(e) Computer Accessories: As each member of council is given the use of a Laptop computer UTE will reimburse for approved computer accessories. (i.e. printer ink, mouse, etc).

(f) General Office Supplies: As this is considered to be covered by the Council members’ residence expense only pre approved exceptional items will be reimbursed.

(g) 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.)

(h) Day Off: As per Regulation 12.7

(i) Admin Day: Members of Executive Council except the President may use an administration day to complete union work if approved by the President or the 1st Vice-President.


Recommendation #6
DRAFT TRANSLATION GUIDELINES

That the $5000.00 local translation fund be used as follows:

(a) The fund will be distributed on a first come first served basis.

(b) A local may use no more than $1000.00 per year.

(c) It is the responsibility of the local to get prior written approval from the president to expend these funds. This approval is on the financial amount not on content.

(d) Translation completed with out prior authorization will be the responsibility of the local.

(e) The local will submit the invoice to the National Office for payment.


Recommendation #7
DRAFT GUIDELINES FOR REGIONAL EDUCATION BUDGETS:

(1) The regional education budget is divided equally among the ten regions.

(2) For a region to use their educational budget, it must be matched dollar for dollar from their regional budget.

(3) The president may approve the use of the educational budget for approved UTE courses.

(4) Non-UTE educational courses shall need the approval of the Executive Council. Once Council has approved a course it will be an approved UTE course. Therefore only needing the approval of the president in the future.

UTE courses approved by Council:

  • Staffing
  • Grievance Handling
  • Harassment
  • Appeals
  • Local Development (in development)

October 2002 Recommendations 1-7

Recommendation #1

Whereas the government per diem has been increased to almost $70.00 dollars per day.

Be it resolved that the Union of Taxation Employees Monday to Friday per diem be increased from $65.00 to $70.00 to stay current.

Moved by:

Bob Campbell

1st national Vice-President

Recommendation #2

BE IT RESOLVED THAT THE FOLLOWING AMENDMENT BE MADE TO REGULATION 16.1.2, TO ADD A NEW (4) AND RE NUMBER OLD (4) TO (5) .

16.1.2 Procedure

(1) All requests for a loan shall be subject to the approval of the UTE National Finance Committee who shall take into consideration the local’s ability to repay.

(2) The local shall submit to the UTE National Finance Committee a copy of the minutes authorizing the loan as discussed and passed by the membership at the Annual General Meeting or Special Meeting.

(3) The local shall submit to UTE National Finance Committee a current set of Financial Statement.

(4) The local shall submit the amount of the loan and their proposed repayment schedule.

(5) The UTE National Finance Committee shall state the reasons for the denial, in writing, to the requesting local.

MOVED BY

BOB CAMPBELL

1ST NATIONAL VICE PRESIDENT

Recommendation #3

Whereas the Finance Committee is trying to keep current on the union of taxation employees investments.

Be it resolved that the financial administration officer be granted limited signing authority to purchase GIC’s.

Moved by:

Bob Campbell

1st national vice president

Recommendation # 4

Whereas the Finance Committee believes there is a need to clarify some articles of Regulation 12.

Be it resolved that Regulation 12 be amended as follows:

12.3 Advances

(1) To (4) to stay the same

(5) An approved advance for any member including staff shall only include the costs for travel, hotel and per diem. The travel portion of the advance shall normally be H class airfare. Any other airfare shall have prior approval of the President or in their absence the 1st Vice President.

12.5 TRAVEL

12.5.1 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 two (2) times the cost of an H Class airfare or economy airfare, whichever is the lowest, without receipt. 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.

12.5.2 Travel expenses:

(1) Travel expenses for all others including staff shall be the actual cost incurred. However, if the cost exceeds an H 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 CCRA for the ten (10) provinces plus one (.01) cent.

Recommendation #5

BE IT RESOLVED THAT REGULATION 12.6 (4) BE AMENDED TO INCLUDE THE AUTHORIZATION FOR THE PRESIDENT’S EXECUTIVE ASSISTANT TO APPROVE EXPLENSE CLAIMS AS WRITTEN BELOW.

12.6 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 Vice-President responsible for Finance.

(4) Expense claims shall be submitted to the President. The president may delegate the executive assistant to the president the authority to approve expense claims or the Vice-President responsible for Finance for authorization.

MOVED BY

BOB CAMPBELL

1ST NATIONAL VICE PRESIDENT

Recommendation #6

DRAFT TRANSLATION GUIDELINES
That the $5000.00 local translation fund be used as follows:

(a) The fund will be distributed on a first come first served basis.

(b) A local may use no more than $1000.00 per year.

(c) It is the responsibility of the local to get prior written approval from the president to expend these funds. This approval is on the financial amount not on content.

(d) Translation completed with out prior authorization will be the responsibility of the local.

(e) The local will submit the invoice to the National Office for payment.

Recommendation #7

DRAFT GUIDELINES FOR REGIONAL EDUCATION BUDGETS:

(1) The regional education budget is divided equally among the ten regions.

(2) For a region to use their educational budget, it must be matched dollar for dollar from their regional budget.

(3) The president may approve the use of the educational budget for approved UTE courses.

(4) Non-UTE educational courses shall need the approval of the Executive Council. Once Council has approved a course it will be an approved UTE course. Therefore only needing the approval of the president in the future.

UTE courses approved by Council:

  • Staffing
  • Grievance Handling
  • Harassment
  • Appeals
  • Local Development (in development)