DLC: Mileage Reimbursement

Classification: 
D: Fiscal Management
Code: 
DLC

The Vancouver School Board (“The Board”) shall reimburse individual employees for reasonable use of personal vehicles while carrying out school district responsibilities.  Reimbursements are made to the driver only and are calculated by applying the mileage (kilometer) rate to the actual driving distance incurred while conducting school district business, by the most direct route.  Mileage will be calculated from the claimant’s assigned work site or first work location for the day.  Travel from home to work and return is not eligible for reimbursement; only travel from work site to work site.  

Scope

This policy applies to all travel where an employee has used his/her personal vehicle while carrying out school district responsibilities, regardless of the ultimate source of funding. 

Responsibility

The Vancouver School Board is responsible for maintaining appropriate internal controls and checks as part of its accountability.

The employee (or claimant) is responsible for ensuring that mileage claims are accurate, conform with the Board's Mileage Policy, and, where applicable, funding agency rules.  Claimants are encouraged to submit Claim for Mileage Reimbursement forms within 15 working days after the end of each month in which mileage has been incurred. 

The authorized approving officer is responsible for ensuring that claims are for legitimate school district activities, are within the conditions of the Mileage Reimbursement Policy and are being charged to an appropriate account.  The authorized approving officer must have signing authority on the account being charged.

The Finance Division is responsible for setting reimbursement rates based on approved procedures, developing and maintaining administrative processes relating to mileage reimbursements, and for ensuring that claims for reimbursement are in compliance with the Vancouver School Board Mileage Policy and Procedures. 

Rate Categories

The VSB has three mileage reimbursement rate categories:

-      Trades

-      Non-Trades

-      Casual

The Casual rate is the Canada Revenue Agency automobile allowance rate in effect on July 1 of the current year.

Requirements for claiming a specific reimbursement rate:

Requirement

Rate

 

Trades

Non-Trades

Casual

employee group

Trades

any

any

work requirement

Trades employee

use personal vehicle on a regular basis (minimum 50 km per month)

use personal vehicle from time to time

insurance coverage requirement

artisan coverage

business coverage

any

 

minimum of $3 million third party liability

minimum of $3 million third party liability

minimum of $3 million third party liability

 

collision and comprehensive coverage

collision and comprehensive coverage

collision and comprehensive coverage

valid BC Driver’s License

valid BC Driver’s License

valid BC Driver’s License

valid BC Driver’s License

Sufficient insurance coverage must be provided by the claimant at all times.  Proof of such coverage must be provided if requested. 

All mileage incurred while attending conferences will be reimbursed at the Casual rate, regardless of whether the conference location is within or beyond Metro Vancouver.  This mileage reimbursement cannot exceed an amount equal to the economy airfare for the trip and must be claimed by completing a Claim for Travel/Conference Expense form.  Please refer to policy DO: Travel Policy and Procedures 

Claim Procedures

Mileage will be reimbursed providing the mileage incurred is reasonable in nature and the amount is consistent with this policy and has been approved by an authorized approving officer.  All Claimants must use the Claim for Mileage Reimbursement form, and a separate claim form must be submitted for each calendar month.  All claims must be signed by the claimant and approved.  

Payroll will only process claims that are fully completed and properly approved. Incomplete forms will be returned to the claimant.  Payroll is authorized to question any claim and obtain further information if necessary.  In order to provide timely financial information to departments all claims should be submitted to the Payroll Department within 15 days of the month end.  Mileage claims that are submitted more than twelve months after incurring the mileage will not be reimbursed.

The Vancouver School Board Finance Division will set mileage reimbursement rates monthly and post these rates on the Vancouver School Board website.  These rates will be based on an approved methodology, using current values for costs as inputs.

Appendix A 

 December 2017 rates

 

 

Fixed Cost (per km)

Variable Cost (per km)

December 2017 Rates

Trades Rate

 

 

 

 

 

up to and including 177 km

1.6334

0.2071

1.8405

 

over 177 km

 

0.2071

0.2071

Non-Trades Rate

 

   

 

up to and including 257 km

0.9539

0.1508

1.1047

 

over 257 km

 

0.1508

0.1508

Casual

 

  

0.54

Cross References: 
BHD: Board Member Compensation and Expenses
Agreement References: 
Current Collective Agreement with CUPE, Local 15/VMECW; current Collective Agreement with Trades; current Collective Agreement with CUPE, Local 407.
Adopted Date: 
Monday October 18, 1982
Revision Date: 
Nov 1985
Aug 1990
Sep 1994
Jan 1999
Jun 2008
Jun 2014