Finance and Travel Session

[Audio] Good morning everyone. Today I'm going to be discussing the Finance and Travel policies of the OPS. We'll provide just a quick summary of these policies here, for more detailed information be sure to consult the OPS intranet, or the CLOC Resources Teams folder and SharePoint site. So let's get started with the Finance and Travel session..

[Audio] We will cover the OPS's Travel, Meal & Hospitality Expense Directive, Types of Expenses, the OPS Travel Cards, how to Book Travel, how to Claim Expenses & Submit Receipts, and what Finance Supports are available to you in this Finance and Travel session. This presentation will provide a quick overview of the OPS's Finance and Travel policies with more details available on the OPS's intranet. Let's begin!.

[Audio] Reimbursements are an essential element of business travel at the OPS. We have precise rules for reimbursing out-of-pocket expenses as stated in the Travel, Meal and Hospitality Expenses Directive, which can be accessed on the OPS intranet. Taking the time to acquaint yourself with the directive will ensure that you are able to obtain reimbursements when you travel on government business..

[Audio] OPS's Travel, Meal and Hospitality Expenses Directive outlines the rules and principles that must be followed for the reimbursement and payment of these expenses. Careful review of these rules and principles is important to ensure all OPS expenses are handled accurately and as per company policy..

[Audio] We must be accountable for how we use public funds as part of the Ontario Public Service. To ensure this, we need to be aware of OPS policies and be able to explain our decision-making. Transparency is also essential as we must be open to public review with regards to expense claims and abide by audits if required. It is important to remember that OPS is funded solely by the public, and so all funds need to be allocated responsibly, which is why understanding and abiding by the financial and travel policies is essential. These policies are not only for responsible use of public funds, but also for the protection of ministries, staff, and ourselves from any public inquiries or investigations..

[Audio] Expenses related to travel, meals and hospitality are mostly covered in the Directive. This includes airfare, car rental, meals and accommodation. Personal expenses such as personal items, traffic and parking fines, mini-bar items, video rental, in-room movies, other entertainment-related expenses and alcohol are not covered..

[Audio] Awareness of the Finance and Travel policies of the OPS is important for professionals. The Finance and Travel session will provide a quick overview of the policies which can be found in full detail on the OPS intranet. We will cover acceptable types of expenses, and remember that any work-related expenses require the retention of receipts, with the exception of meals. The province has mandated the use of GetThere® as the preferred supplier for OPS business travelers due to its various benefits, such as lower transaction fees and an online interface. For further information on travel booking visit the Travel Information and Guides on the OPS intranet..

Finance and Travel Session (CLOC). 8. Transportation (Air & Rail Travel).

[Audio] When it comes to finance and travel related policies at the OPS, it is important to be aware of them. This session will cover the OPS policies concerning renting and travel reimbursements. When renting a vehicle for an official government matter, it is important to include the name of your ministry, and make sure all drivers are listed on the contract. The company acquiring the rental should be listed as His Majesty The King in Right of Ontario and a letter confirming this is available on the MyOPS Travel Gateway. Your travel card may be used to pay for this rental, however luxury or sport vehicles are not permitted. Discretion should be used when selecting a car and if personal vehicle use is more economical than renting, it must be approved beforehand. In addition, fuel reimbursement is included with a valid receipt. To ensure that you are compliant with finance and travel policies, it is essential to familiarize yourself with them..

[Audio] As you are familiarizing with OPS's Finance and Travel Policies, you should be aware that there are specific reimbursement rates that should be followed. For example, when it comes to vehicle travel, you should be aware that the reimbursable rate is 40¢ for South and 41¢ for North, and always remember to collect the receipts. Additionally, for Mileage, be aware that all expenses claims must have distances calculated in Kilometres, and Parking costs incurred in the office area as part of a regular commute to work will not be reimbursed. Lastly, when using a taxi, it is important to obtain prior approval whenever possible, outside of a 24km radius of the work location, and to remember not to chit for file related travel..

[Audio] Before booking accommodation for your work trip, make sure to check the federal online accommodation directory. This directory is a great resource for finding the best deals on standard, single rooms in a moderate or mid-range hotel. When using the directory, make sure to not go for the more expensive options, such as upgrades, suites and executive rooms. Additionally, avoid concierge and club levels as these may have additional costs. If all rooms in your travel destination are sold out, contact your manager before booking any accommodation..

[Audio] For trips to remote communities where standard hotel stays are not feasible, OPS will cover non-hotel accommodation expenses provided receipts are presented. If the employee is hosted by a relative or friend, OPS allows for a $30 hospitality gift which is non-receiptable and must be mentioned on the expense report..

[Audio] To be eligible for mealtime reimbursement, all four criteria must be fulfilled. You must have a combined business time spanning a standard mealtime, you must be unable to reasonably consume a meal at home, you must have actually consumed a meal in a reasonable period of time, and either your headquarters must be 24 km away from the business site, or your headquarters must be less than 24km and your combined business time must exceed three hours. For further information, please see the OPS’s intranet..

[Audio] It is mandatory at OPS for the use of a T-Card for all travel related expenses where credit card is an accepted payment method. Personal cards or other payment methods should be avoided whenever possible. The cardholder is held responsible for all charges incurred with the T-Card, excluding Airfare (including fees and baggage costs) and Rail, which will be paid centrally. For charges made with other means (cash, debit or personal credit card), employees must submit an iExpense with the necessary supporting documents to receive reimbursement..

[Audio] For this training session, we shall provide an overview of the OPS's finance and travel policies. Users eligible to use the iExpense application must enter, submit, approve, monitor and correct expenses for travel and business expenses. Training on iExpense is available through our learning portal, with a step-by-step manual in the CLOC Resources Teams folder. When handlings claims, it is important to include the file name, number and cost center, which can be obtained from the CLOC Resources. Additionally, all users must submit blank checks to the Action Request Management System (ARMS) for EFTs..

[Audio] OPS service centre and EVA provide financial assistance and support at all times through their contact line, which is available 24/7. Customers can reach the centre by calling 416-915-7772 or 1888-996-7772, or emailing [email protected]. Additionally, the SBMB finance team, led by Sikai Liu, can be reached at [email protected]. Appreciating your time spent viewing this presentation, we hope that it has helped you to understand the OPS's Financial and Travel policies. Thank you..