Information to Help Fill out Your Expense Voucher

Staying in hotels

• Consider asking for a room close to the front desk. • If you are going out alone, leave contact numbers with the reception desk in the event something happens to you. • Ask the concierge or desk clerk about safe areas and areas to avoid. • Become familiar with emergency and evacuation procedures. • If parked in an underground lot, ask an attendant to escort you to your car.

Please read these notes BEFORE filling out your expense voucher.

1. Identification

Please include your local number and your BCTF member number in the appropriate spaces at the top of the form. To expedite your expense voucher, please indicate in what role you attended the conference, e.g., TTOC Contact, SJ Contact, WLC/Bargaining Chair, etc.

2. Transportation

By automobile

Travelling by automobile

BCTF Policy 10.I.04 (Special Regulations Governing Use of Automobiles): Persons travelling by automobile instead of public transportation, but claiming expenses on the basis of public transportation, may claim only for the accommodation, meals, and other expenses that would have been claimable if public transportation had actually been used.

Driving reimbursement chart for summer conference, August 2022

Summer Conference (SC) will be held on August 23–26 at UBC in Vancouver. Reimbursement is based on fares for flights departing from your home city on either August 22 or 23. Reimbursement is also based on fares for flights returning from Vancouver on August 26 or 27 after SC ends.

BCTF policy states that you are to take the least expensive mode of transportation. Please refer to this chart to see which is less expensive, flying or driving (shown in bold). The cost of flying includes driving kilometres to/from your home city to the nearest airport. The air fares shown on this chart are those fares in effect as of June 3, 2022. Your actual fare may vary from this amount depending on when you book, but this is the amount upon which the reimbursement is based.

If flying would be MORE expensive than driving, you may claim the total for the driving kms shown on this chart (ferry costs included). Receipts are required for ferries. If flying would be LESS expensive, and you choose to drive, you will be reimbursed for the total air fare and fees shown on this chart.

BCTF Summer Leadership Conference 2022 58

Home city Cost to drive

Driving kms to UBC Approx. total cost of driving Cost to fly

Total airfare and fees

Bella Bella Bella Coola Campbell River Castlegar Cranbrook Courtenay Dawson Creek Duncan Fort Nelson Fort St. John Kamloops Kelowna Kimberley Kitimat Massett Nanaimo Nelson Penticton Port Hardy Powell River Prince George Prince Rupert Quesnel Revelstoke Salmon Arm Sandspit Smithers Terrace Tofino Trail 2021.6 2008.0 368.2 1252.0 1698.0 278.2 2382.0 168.2 3194.0 2398.0 722.0 792.0 1754.0 2828.0 3218.0 68.4 1330.0 848.0 832.2 285.4 1526.0 3004.0 1282.0 1144.0 936.0 3038.8 2256.0 2718.0 470.2 1270.0 $1,394.36 $1,084.32

$358.83

$676.08 $916.92

$310.23

$1,286.28

$250.83

$1,724.76 $1,294.92

$389.88 $427.68

$947.16 $1,527.12 $2,052.82

$196.94

$718.20

$457.92

$609.39

$278.27

$824.04 $1,622.16 $692.28

$617.76 $505.44

$1,986.95 $1,218.24 $1,467.72

$413.91

$685.80

Vernon Victoria 894.0 139.2

$482.76 $235.17

Williams Lake 1056.0

$570.24

Actual kilometres are reimbursed for travel within the Lower Mainland.

$704.56 $530.26 $380.36 $450.71 $505.32 $551.06 $766.01 $632.64 $586.03 $691.17 $611.37 $467.16 $528.43 $633.40 $834.22 $542.07 $492.90 $682.77 $549.16 $370.71 $450.71 $935.92 $481.16 $864.87 $753.63 $1,242.56 $647.07 $588.93 $494.76 $465.16 $507.98 $557.82 $514.76

There is no longer a carpooling allowance.

For each additional delegate in your car, who is attending summer conference, you may claim a single passenger return ferry fare, if applicable.

BCTF Summer Leadership Conference 2022 59

PLEASE NOTE: Should you book flights and then change or cancel, you will be responsible for the payment of any change/cancellation fee.

By ferry

Ferry receipts (one way will do) must be provided. Ferry travel is reimbursed for delegates only. Ferry fares are not included in the travel costs above.

3. Parking

• Overnight parking for those staying at Gage is included. Delegates can park in the loading zone in front of the Gage Residence while checking in. Front Desk staff will provide a parking pass and direct delegates to the parking lot (and/or provide a map). • Day parking at UBC is available at various lots on campus. For pricing and locations, refer to this website https://parking.ubc.ca. Parking charges may be claimed on your expense voucher in the section marked “Transportation.” Receipts are required for amounts over $25. • The nearest parkade to Walter Gage Residence is the North Parkade. Parking can be paid at the lot or by using the Honk Mobile app. • BCTF will not cover parking violation tickets.

4. Meals

Do not claim for the following meals on your expense voucher: • breakfast August 23, 24, 25, and 26, as breakfast is provided • the Summer Leadership Conference Banquet on Thursday, August 25, 2022.

5. Childcare reminder

Members who plan to travel to FIT and/or Summer Leadership Conference with their children under five years of age, and who require childcare to attend FIT and Summer Leadership

Conference sessions, will have the following options to support their childcare needs. Please note that these options provide for reimbursement of costs that have actually been incurred. As a general rule, the BCTF does not pay for childcare services provided by spouses, partners, or other close family members. If you have questions, please contact Henry Lee, 604-871-1849, or toll-free at 1-800-663-9163, local 1849.

Option 1

BCTF will reimburse members for the following costs if members choose to bring a childcare provider to the FIT and/or summer conference: • $18 per hour for the hours of care that are required in order to attend the BCTF business sessions only, not to exceed $240 for any 24-hour period • accommodation for the caregiver at UBC, if separate accommodation is required • BCTF per diems (breakfast, lunch, and supper) for the caregiver for the days at UBC.

If you are bringing a childcare provider with you and require separate accommodation for them, please contact Michele Hope (mhope@bctf.ca) in order to arrange the booking.

BCTF Summer Leadership Conference 2022 60

Option 2

Members arrange for care in their home community. BCTF Procedure 10.I.28, 4 provides: “A maximum claim of $240 per 24-hour day will be paid for outside daycare services. Where care is required for less than a full day, the amount paid will be based on the number of hours of daycare at $18 an hour. The BCTF will only reimburse members for dependant costs that would not otherwise be incurred by the member. Members must submit a receipt with the expense voucher showing the name and address of the caregiver and amount expended. Members must obtain the approval of the program co-ordinator before incurring daycare costs in excess of the maximum to be reimbursed by the BCTF.”

We are also including, with this bulletin, another option for childcare, although, please note that the BCTF has not screened, nor are we endorsing this facility. Members may choose to contact this facility for placing their children during FIT and Summer Conference. The link is provided for information only.

Nannies on Call

Nannies on Call provides childcare 24/7. Nannies have two years of childcare experience, are prescreened, and are first aid certified. Please see www.nanniesoncall.com for information.

IMPORTANT: Changes to the expense vouchers The BCTF has reviewed the expense voucher and made the following changes that came into effect July 1, 2019. Dependent care claims require the following to fulfill certain tax requirements from the Canada Revenue Agency: a. A receipt from the dependent care provider is required for reimbursement. Receipts written by the member will no longer be accepted. The receipt must include the number of hours, the amount paid, and the name/address of the care provider. The receipt must also be signed by the care provider.

b. Members are asked to inform the BCTF if the care provider is a relative. Related persons to the member are considered non-arm’s length from a tax perspective. Therefore, the amounts paid by the BCTF to related persons would be considered a taxable benefit to the member. Taxes will be deducted from the member’s claim and reporting to Canada

Revenue Agency will be required. This will be in effect once the dependent care costs reach $500 in a calendar year and applied retroactively. Taxes will be calculated based on the payments paid to date within a calendar year.

BCTF Summer Leadership Conference 2022 61