Administrative Directive

Directive Name: Employee Expense Claims and Hosting Guidelines

Corporate

Number: 4.4.3

Date Approved:

September 19, 2005 Approved By: President Capital Health

Purpose To provide guidelines to Capital Health employees around reimbursement of personal expenses incurred while conducting Capital Health business. To outline the expectations and guidelines that must be followed when Capital Health employees host a hospitality function (See definition at the end of policy). Scope This directive applies to all Capital Health employees incurring expenses on behalf of Capital Health. Policy Employees are expected to exercise prudence and act in the best interest of Capital Health when incurring expenses. Only expenses required for Capital Health business up to the actual expense incurred will be reimbursed.

Directive Name: Employee Expense Claims and Hosting Guidelines Date Issued: November 2005 Originator: Finance and Administration

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Principles: Employee Expense Claims 1. It is expected that expenses incurred by employees shall be restricted to situations where Capital Health cannot practically incur the expenses directly. Employee expense claims should not be used for minor equipment, software or other such purchases. 2. Miscellaneous items such as fines, penalties, property damage, money lost etc. caused by employees, are non-allowable expenses. 3. Employee expense claims for reimbursement must be reasonable in the circumstances. Person approving the expense claim is responsible for ensuring that the expenses are reasonable in the circumstances. Unreasonable expense claims shall be disallowed or reduced appropriately. 4. Employee expense claims shall be approved in accordance with Corporate Administrative Directive 4.4.1 - Delegation of Signing Authorities. 5. Employees authorized to approve expense claims shall not approve claims that may personally benefit them, claims of related employees or claims of subordinates that include their own expenses (i.e. meals). Another authorized person, at the next higher authority must approve such claims. 6. Submission of non-business personal claims for reimbursement and submission of the same expense for multiple reimbursement or claiming more than the amount incurred will result in disciplinary action. 7. Employee expense claim shall be approved only when: supported by original receipts or a copy as certified by the approver; meal expenses supported by restaurant receipts (not just credit card receipts) and information on either the names of the individuals or the organization whose representatives attended the lunch/dinner meeting; there is evidence that goods or services have been received; employee has not previously claimed and been paid for the same goods or services; and there is evidence that procurements comply with Capital Health procurement and other related policies. 8. The approver shall initial the individual items within expense claims that are not supported by original invoices or do not have all the required supporting documents to indicate approval without support. Expense Claims approved by the President and CEO or her designate or other persons designated by the Executive Vice President and Chief Financial Officer will be considered approved in full and will not require approval at the individual item level. In addition unsupported expense claims over $1,000 shall require the approval of the appropriate COO/VP or equivalent (Level 4 as per Corporate Admin Directive Delegation of Signing Authorities). Expense claims over $1,000 not supported by the required documents for individuals without a next higher level of signing authority, shall be approved by the Executive Vice President and Chief Financial Officer. 9. Individuals who knowingly approve incorrect claims will be subject to disciplinary action. 10. Payments to employees that are subsequently determined not to be in compliance with this policy will be recovered from the employee that was reimbursed.
Directive Name: Employee Expense Claims and Hosting Guidelines Date Issued: November 2005 Originator: Finance and Administration Page 2 of 4

Hosting Guidelines: 1. Hospitality, extended on the behalf of Capital Health, shall be accomplished in the most economical and appropriate manner. Pre-approval from VP/COO or equivalent (Level 4) is required if circumstances warrant any deviation from this policy. 2. Hospitality may be extended when employees participate in departmental meetings to plan program-oriented work, advisory committee meetings, etc. Hospitality should not be paid for in regards to meetings of close colleagues working together on a regular basis. However, meals provided during meetings are allowable provided these are reasonable. 3. Hospitality may be extended to Non Capital Health employees, under the following circumstances: (a) when discussions of organizational importance are held with persons who are not Capital Health employees, including interviews with persons who are being considered for recruitment into the organization, members of the government, industry, public interest groups, unions, seminars, or other events/meetings as may be determined by COO/VP or equivalent (Level 4); (b) when Capital Health sponsors formal conferences, (as defined in the Staff Development Policy), and other government, health, and business groups are represented; (c) when a person who is not a Capital Health employee renders services without remuneration; or (d) when an event (e.g. opening of a major Capital Health project) takes place attended by distinguished members of government, private sector, or both. (e) With pre approval from COO/VP or equivalent (Level 4), hospitality may take on other forms. 4. The following are guidelines for selection of location to host a hospitality function: (a) All centers and departments must first use Capital Health owned facilities when they are appropriate and available. (b) Off site facilities should be chosen based on their cost effectiveness. This means that the facility costs should be competitive with other off site facilities that can accommodate the type of engagement undertaken. (c) Private residences require prior approval from VP/COO or equivalent (Level 4).

5. Hosting expenses require the following pre-authorization:

Claims over $1,000 - approval of the appropriate COO/VP or equivalent (Level 4). Claims over $10,000 - approval of the appropriate COO/VP or equivalent (Level 4) and President (Level 2).

Definitions: Hospitality Function - the provision of a reception/meeting offering refreshments, meals and sometimes entertainment to guests and staff.

Directive Name: Employee Expense Claims and Hosting Guidelines Date Issued: November 2005 Originator: Finance and Administration

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Administrative Procedure
Procedure Name: Employee Expense Claims and Hosting Guidelines

Corporate

Number: 4.4.3

Directive Reference: Employee Expense Claims and Hosting Guidelines Date Approved: September 19, 2005
1. Accounts Payable will process employee claims upon submission of an Employee Expense and Travel Claim form that is properly completed in accordance with this and other relevant Capital Health policies. 2. In the employees absence, the Claim Form may be prepared by the employees supervisor and authorized by another employee with the appropriate signing authority. 3. All original receipts (including restaurant receipts) must accompany Claim Forms sent to Accounts Payable. If required, Accounts Payable will return original receipts back to the department after processing. 4. Claim Forms should be forwarded directly to Accounts Payable by the authorizer in order to prevent unauthorized changes to the forms. 5. The expense should be coded based on the type of expense, as per approved chart of accounts, and not according to the budget availability. 6. Claims should be submitted in the fiscal year that they have been incurred. 7. Accounts Payable will initiate payment when the cumulative amount owing exceeds $15 CDN or $10 US except that on employment termination all amounts owing will be paid to the individual. References Corporate Administrative Directive 4.4.1 Delegation of Signing Authority Human Resources Policy 9.02 Travel Expenses

Directive Name: Employee Expense Claims and Hosting Guidelines Date Issued: November 2005 Originator: Finance and Administration

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