Expense Policy
The Hospital General By-law, Section 4.10 states that ?a Director may be reimbursed for reasonable expenses incurred by the Director in the performance of his or her duties.? This policy is intended to establish guidelines for reimbursing Board Members for expenses incurred in the performance of Hospital business.
General
- Travel to and from Board meetings and Board Committee meetings held at the Hospital is the responsibility of the Board member and will not be reimbursed by the Hospital.
- Reasonable meal and associated parking costs will be reimbursed if the Board member is on official business and representing the Hospital's interests.
- Board members may be reimbursed for reasonable educational expenses related to Board or Hospital activities.
- Expense incurred for any travel outside the Greater Toronto Area must be authorized in advance by the Chair of the Board or, in his/her absence, the Treasurer. On such occasions, automobile mileage will be reimbursed at the current rate approved for Hospital staff. Should external travel occur via rail, plane or other means, trips should be booked in economy class via the most direct route. Reasonable accommodation and meal costs associated with such pre-approved travel will also be reimbursed by the Hospital.
- Expenses which fall outside of these general guidelines should be referred to the Chair of the Board or, in his/her absence, the Treasurer, for approval prior to such expenditure being incurred.
Procedure
- Expenses will be listed using the approved Hospital Expense form (sample attached).
- Original receipts must be attached to the expense form.
- Completed and signed expense forms will be forwarded to the Office of the President.
- The Office of the President will forward completed expense forms to the Treasurer, or in his/her absence the Chair of the Board, for review and approval.
- In the event that the expenses have been incurred by the Chair of the Board, the Treasurer and the Vice Chair shall review such expenses for approval. In the event that the expenses have been incurred by the Treasurer, the Chair and the Vice Chair shall review such expenses for approval.
- Approved expense form will be returned to the Office of the President, and a cheque will be ordered and forwarded to the appropriate Board member.
- A summary of total Board Member expenses will be sent to the Audit Committee for review on an annual basis.