Be in Christ Church of Canada expects you to act responsibly and professionally when incurring costs. The organization will reimburse employees for your business related expenses considered to be pre-approved as covered by this policy. The Be in Christ Church of Canada will only pay for your travel to and from the office when in compliance with the CRA requirements and according to the direction as given by your supervisor.
To be compliant with CRA requirements, you must define your office location and mileage is thereafter collected from that point of location. If you use your vehicles for business travel, mileage will be reimbursed as per the current mileage reimbursement rate and for appropriate parking fees.
All receipts will be processed as digital artifacts through the Zoho Expense software system. The Director of Operations will provide you with Zoho Expense credentials, and training options for using the software service.
The Director of Operations will approve your expenses except for those of the Executive Director. The Expenses of the Executive will be approved by the Board of Directors treasurer or chairperson. The expenses of the Director of Operations will be approved by another Director or the Executive Director.
Be In Christ Church of Canada will not be responsible for your fuel, maintenance, traffic or parking violations.
Mileage and Meals
The current mileage rate is $0.56 per kilometre, although it may be adjusted at any time.
General guidelines:
- Receipts are required for your reimbursement of all expenses without exception.
- Receipts for airplane / train travel as processed in Zoho Expense.
- Detailed merchant or retail receipts as processed in Zoho Expense.
Your meal receipts should include the name of the persons present and general purpose of the meeting as required by the CRA. All expenses and summaries must be submitted within nine days of the beginning of the month to the bookkeeper for payment. All expenses older than 120 days will not be reimbursed except in exceptional cases.
You will receive their reimbursement within thirty days of submission.
Travel
You are required to fly economy class with the best available airfare. Any flights over six hours in length can be purchased in the premium economy sections.
If a car rental is required, you are requested to rent midsize or compact vehicles. You will be reimbursed for the associated fuel costs for rental cars.
You will be reimbursed for reasonable hotel accommodations. Discounted room rates should be requested at the time of room booking. Meals will be reimbursed based on purchases that reflect the appropriate context and costing for denominational work.
Examples of non-reimbursable expenses:
- Personal travel insurance.
- Personal reading materials.
- Childcare.
- Toiletries, cosmetics, or grooming products.
- Expenses incurred by spouses, children, or relatives.
- In-room movies or video games.
- Sporting activities, shows, etc.
Home Office
If you are working from a home office, one half of the cost of internet may be submitted as an expense to Be in Christ Church of Canada.
For new employees, a one time allowance of $500 is available to set up a home office.