Finance and Travel Session

[Audio] This session will provide a brief overview of the Crown Law Office Civil (CLOC) Finance and Travel policies. CLOC is committed to providing comprehensive solutions and services to our clients, ensuring our employees have the knowledge and resources to do their jobs efficiently and creating an environment focused on safety, trust and innovation. We are also committed to ensuring our processes are up to date with the industry standard. We will go through the key points of these policies to equip you with the understanding of the requirements and regulations that must be followed when engaging in any CLOC related financial and travel transactions..

[Audio] Focus on the OPS's Travel, Meal & Hospitality Expense Directive. This will cover the types of expenses covered and not covered, OPS Travel Cards, how to book travel, how to claim expenses and submit receipts, as well as the supports available. The Directive is designed to help understand the OPS's travel, meal and hospitality policy to facilitate efficient processing and administration of expenses..

[Audio] Reimbursement is a vital process for companies to make certain their staff are faithfully recompensed for the expenditures they incur while performing their duties. The Travel, Meal and Hospitality Expenses Directive of the OPS gives a definite set of rules for when and how to reimburse employees. This involves reimbursing out-of-pocket costs for indispensable business related outlays, such as sustenance, transportation, and quarters. Having this policy in effect, companies can verify they are satisfying the relevant regulations, all the while furnishing their employees with the right recompense..

[Audio] The Ontario Public Service (OPS) is dedicated to giving staff precise instructions and advice regarding the reimbursement and payment of Travel, Meal and Hospitality Expenses (TMHD). Our TMHD Directive outlines the rules and procedures needed to ensure employees' expenses are managed appropriately and according to provincial laws..

[Audio] The government must be held accountable for every financial disbursement it makes, providing validations and explanations in line with the regulations that govern them. Transparency is essential in terms of public scrutiny and audit, all documents and expenses claims are open to examination. The funds supplied by the public must be managed responsibly and thoughtfully. All government spending has to abide by the regulations set in place to protect the public funds, the ministries and the employees from any misconduct or accusations. To ensure that these funds are being used responsibly, equitably, and ethically, providing an example such as allocating 10 dollars for breakfast, among others, can help illustrate the application of the regulations..

[Audio] Expenses related to travel, meals and hospitality specified in the Directive include car rentals, air fare, meals and hotel accommodations. It does not include personal items, traffic and parking violations, as well any hotel expenses related to the mini-bar, video rental, in-room movies, other entertainment-related expenses, and alcohol..

[Audio] When on a business trip, it is essential to keep all receipts in order to be eligible for reimbursement. Although meals are exceptions, most other expenses need a receipt. Ontario Public Service employees are advised to use GetThere® to book their trips as they offer lower fees and a user-friendly online platform. For further details, visit the Travel Information and Guides section on the InsideOPS website..

CLOCK policy on business travel is clear, whenever practical and economical, book economy. Business class or higher tiers are discouraged unless manager approval is granted. For rail travel, manager approval is only required in special circumstances such as traveling with a team, reducing costs on meals and accommodation, or due to accommodation requirements. CLOCK does not accept any ticket upgrades or substitutions to stay committed to responsible budgeting and effective decision making.

[Audio] When travelling by vehicle, to ensure safe and economical travel, those renting a vehicle must identify all drivers in the rental agreement and list Her Majesty the Queen in right of Ontario as the renter. A confirming letter is available on the MyOPS Travel Gateway site. Those using a personal vehicle must seek pre-approval from the relevant authority and be reimbursed for fuel with a receipt. It is recommended to refuel rental cars before returning them. Luxury or sport vehicles are not permitted, so use discretion when considering the most economical vehicle for travel..

[Audio] The company's transportation policy outlines rules for employees using the most cost-effective means of getting to meetings and other business-related activities while on the job. Mileage must be calculated in kilometers and parking costs due to a regular commute to work are not reimbursable. Taxis may be used with prior approval and taxi chits should only be used for regular business travel. The current rates for Vehicle Travel in both the South and North are also outlined, and require a receipt..

[Audio] The Federal Online Accommodation Directory allows you to easily find the right type of accommodation for any situation. Our company uses the directory to help ensure that our employees receive the best options for their travels. If no rooms that meet the guidelines of a standard room in a moderate or mid-range hotel are available during unusually high-demand times, our employees should contact their managers prior to booking to discuss potential options. The directory also offers no room upgrades or services with additional cost, no suites or executive rooms, and no concierge service or club levels..

[Audio] Our non-hotel accommodation policy is designed to meet our customers needs in areas where no regular hotel accommodation is available. When this is the case, travel may be required and the customer is eligible to claim the cost of their stay. However, receipts must be provided, and the accommodation cannot be owned or operated by a friend or family member. If the accommodation is provided by a friend or family member, a note must be provided on the travel expense report, and a hospitality fee of $30 is allowable with no receipt required..

[Audio] In order to claim a meal expense, your business must span a standard mealtime and your headquarters must be located within 24 kilometers of the business sites, or if the distance is further, a combined work time of over three hours must be achieved. Additionally, you must have actually consumed the meal in order to be eligible for claiming meal expenses..

[Audio] The Corporate Travel Card program limits individual liability for travel related expenses and provides an efficient payment method. Whenever a credit card is accepted as a method of payment, use of a T-Card is required; personal cards or other payment methods should be avoided when possible. Airfare and rail costs are not reimbursed, since they are diverted out of the card and paid centrally. Any other charges must be reported in an iExpense report with supporting documents, and the Receipt amount must be set to $0.00 if air or rail was used. P-Cards may never be used for travel costs. Corporate Travel Card program offers an efficient and compliant travel process, providing invaluable asset in this regard..

[Audio] We offer iExpense, a self-service, web-based expense reporting application for our customers' convenience. This enables OPS employees to easily enter, submit, approve, monitor, and edit claims for travel and business expenses. It also offers easy reimbursements. Training for all eligible users is available via our LearnON eLearning portal. If you need help, our step-by-step manual can be found in the CLOC Resources Teams folder or SharePoint site. When entering claims you must provide a file name/number and cost center, which is located in the CLOC Resources. Additionally, remember to submit a blank check in the Action Request Management System (ARMS) for EFTs. Claiming expenses and submitting receipts with iExpense has never been easier thanks to the available resources..

[Audio] Ontario Public Service Service Centre and Enterprise Virtual Assist are committed to providing support and financial assistance to our customers, available 24/7. You can reach us by phone at (416) 915-7772 or Car Free at 1888-996-7772, or by email at [email protected]. Additionally, there is a finance team lead by Sikai Liu at [email protected], here to make sure our customers have access to the best technical solutions as needed..