Finance and Travel Session

[Audio] Today we are here to give you an overview of the Finance and Travel policies of the Crown Law Office – Civil (CLOC). This session will provide a summary of the relevant policies, which can be found on the CLOC Resources Teams folder/SharePoint site and can be explored more in-depth on the OPS intranet. Let's begin and explore these important policies..

[Audio] I will offer an overview of CLOC's financial and travel policies. This overview will include the Travel, Meal & Hospitality Expense Directive; what expenses are covered and not covered; OPS Travel Cards; how to book travel; how to claim expenses and submit receipts; and the finance supports accessible to you. Further details can be found in the organization's intranet..

[Audio] Reimbursement is a key component of CLOC's Finance and Travel regulations, which refer to the refund of required out-of-pocket costs sustained during official business undertakings. Many businesses have rules that designate when they shall recompense their staff members: CLOC's policy is named the Travel, Meal and Hospitality Expenses Directive. This policy must be understood properly, and kind find further information regarding it in our internal intranet..

[Audio] The Travel, Meal and Hospitality Expenses Directive is a key element of CLOC's Finance and Travel policies. It outlines the criteria and rules regarding reimbursement and payment of travel, meal and hospitality expenses for all OPS employees and appointees. It offers a complete set of instructions, ensuring effective management and accountability of expenses..

[Audio] It is important to be aware and understand the Ontario government rules and regulations for the use of public funds. These guidelines ensure the responsible spending of taxpayer money, and provide explanations and justifications for claims. All documents associated with this are public records subject to audit and review. Accountability, transparency, and protection are paramount to these rules; serving to protect staff from any allegations of falsity or misconduct, and preventing public inquiries and investigations. We must remember that all funds come from public funds, and must be spent responsibly with the taxpayers’ money. Therefore, it is our duty to use these funds judiciously..

[Audio] The Directive covers business expenses related to travel, meals, and hospitality, such as car rentals, air fares, meals, and hotel accommodations. However, it does not cover expenses of a personal nature, such as personal items, traffic and parking violations, hotel expenses related to the mini-bar, video rental, in-room movies or other entertainment-related expenses, and alcohol. This information can be explored in more detail on the OPS intranet..

[Audio] As outlined in our presentation, we will now discuss the finance and travel policies of CLOC. Let's begin by addressing the types of expenses CLOC employees may encounter. All work related expenses require a receipt. Exceptions apply to meal expenses. The provincial government has mandated the use of GetThere® as the preferred supplier for work-related travels. Employees may take advantage of this tool to benefit from lower transaction fees and other advantages. For additional information on travel booking, please visit the InsideOPS website. I'm now open for questions..

[Audio] CLOC requires travelling in the most cost effective way. Business class is only acceptable if economy is not available, and it must first be approved by one's manager. If taking the train, business class may be accepted in certain cases, but only after having received approval from the manager. No substitutions or upgrades of any kind are allowed..

[Audio] Renting a vehicle for official business requires a few additional pieces of information to be included on the rental agreement in order for His Majesty the King in Right of Ontario to enjoy liability coverage. Such information includes the name of the ministry and any drivers of the vehicle. Payment can be made using a Travel Card. There is a letter which can be accessed on the MyOPS Travel Gateway site confirming employees must name “Her Majesty the Queen in right of Ontario” as the renter. Luxury or sport vehicles are not permitted for vehicle travel. If it is more economical to use your personal vehicle, then pre-approval must be sought. Any relevant information can be found in more detail on the OPS intranet..

[Audio] "When it comes to travel policy for CLOC, we cover mileage, parking, taxis, and vehicle travel. Mileage claims must be in kilometres and parking costs incurred in the office area as part of a regular commute to and from work will not be reimbursed. We do not reimburse traffic or parking violations. When it comes to taxi travel, prior approval should be obtained whenever possible outside of a 24 kilometre way from the work location. Group travel by cab or taxi may be justified in cases where it is more economical than the total cost of having individuals travel separately by public transit or shuttle. Receipts must be included when claiming vehicle travel expenses of 40 cents per kilometer in Southern Ontario, and 41 cents per kilometer in Northern Ontario. That is an overview of the Finance and Travel policy for CLOC, and the full policy can be found on the OPS intranet..

[Audio] When booking your accommodation, ensure all staff is compliant with CLOC's Finance and Travel policies. Use the Federal Online Accommodation Directory to find a moderate/mid-range hotel to get the best value out of your travel budget. It is important to note that no room upgrades, no suites, and no concierge services are allowed. If no rooms are available that meet the accommodation-type guidelines, contact your manager before booking. Adhering to these guidelines will ensure that you make the right decision when it comes to traveling and company expenditure..

[Audio] Accommodations outside of hotel facilities must always cost less than a hotel. If traveling to a place without regular hotel availability, receipts must be provided. No accommodations owned or operated by friends or family can be declared. When needing further explanation, images may be used to provide clarification. If staying with a friend or family member, a gift not exceeding $30 can be provided as a gesture of hospitality; however, a receipt and explanatory note must be provided for it to be claimable..

RATES Breakfast - $10 Lunch - $12.50 Dinner - $22.50.

[Audio] The T-Card, or Corporate Travel Card, is an important part of both our Finance and Travel policies. It should be the primary payment method for all travel-related costs whenever credit card is accepted, such as fees and baggage. Personal cards or other types of payment should be avoided in those cases. For the expenses incurred with a T-Card, the cardholder needs to submit an iExpense report with all the necessary documents to be reimbursed. Airfare and Rail costs will be diverted out of the card and paid centrally, so the traveler won't be refunded and must set the Receipt amount to $0.00 on the iExpense report. P-Cards may never be used for travel-related expenses..

[Audio] We have a self-service, web-based expense reporting application called iExpense for our OPS employees to enter, submit, approve, monitor, and correct claims for travel and business expenses electronically. As an eligible user, you are required to use iExpense for reimbursements. You can access iExpense training through our eLearning portal, LearnON, and a step-by-step iExpense manual is available in our CLOC Resources Team folder or SharePoint site. When entering in your claims, you will need to include file name/number and cost centre information, which can be found in the same CLOC Resources location. To receive reimbursements via EFT, a blank check must be submitted to the Action Request Management System (ARMS). For more information, click the images to access..

[Audio] Providing a brief overview of CLOC's Finance and Travel policies, our Financial Assistance and Support team offers OPS Service Centre, Enterprise Virtual Assist for 24/7 support. For further assistance, you can contact Sikai Liu at SBMB Finance. Thank you for your time and attention..