DLD: District Parent Advisory Council (DPAC) Expenditure Guidelines

Classification: 
D: Fiscal Managment
Code: 
DLD

POLICY

The Vancouver Board of Education (VBE) provides District Parent Advisory Council (DPAC) with annual funding for expenses related to DPAC meetings and conference expenses. Included in these expenditures are expenses directly related to attending VBE standing or advisory committees, or other meetings sponsored by the VBE.

1.0 Eligible Reimbursement

Eligible reimbursements will be provided only to a maximum amount established by the VBE. In order to be eligible for reimbursement, expenditures must comply with existing VBE policy.

a.Child Care

The VBE reimburses DPAC members for childcare expenses they incur while attending meetings on behalf of DPAC.

Receipted costs incurred for the elapsed time of the event, plus reasonable travel time to and from the event, will be paid.

Childcare expenses are reimbursed at a rate of $12.50 per hour, to a maximum of four hours per day. Paid childminding cannot be claimed for individuals residing in the same household as the child.

In order to receive reimbursement for childcare expenses, DPAC parent volunteers must complete a VBE reimbursement form and have it reviewed by the DPAC Treasurer prior to forwarding it to the VBE Accounting Department for approval and processing.

b. Transportation

The VBE reimburses DPAC members for their use of public transit or personal vehicles for DPAC business purposes.

The use of public transit is reimbursed at the rate of amount expended or, if stored value or monthly passes are used, at the discounted rate of a single fare for each trip.

The use of personal vehicles is reimbursed on a per kilometre basis. The DPAC reimbursement rate is equivalent to the CRA Automobile Allowance rate as published and amended from time to time. DPAC members are responsible for maintaining sufficient insurance and third party liability coverage.

The VBE Accounting Department will determine the mileage reimbursement rate effective January 1 and July 1 of each year, and the rate will be posted on the VBE web site.

In order to receive reimbursement for transportation, DPAC members must complete a VBE reimbursement form and have it reviewed by the DPAC Treasurer prior to forwarding it to the VBE Accounting Department for approval and processing.

c. Meals

The VBE will reimburse DPAC members for reasonable amounts incurred for meals when attending VBE standing or advisory committee meetings, VBE-sponsored meetings, and other meetings as deemed required. Meals cannot be claimed if meals are provided at the meeting. Meal expense claims must be accompanied by receipts and cannot exceed the per diem rates as provided for in VBE policy (for reference: $10/$15/$25 for breakfast/lunch/dinner, or amounts as updated/amended in the current VBE policy).

Expenditures that conflict with VBE policy (for example, expenditure for alcohol) will not be reimbursed by the VBE.

In order to receive reimbursement for meals, DPAC parent volunteers must complete a VBE reimbursement form and have it reviewed by the DPAC Treasurer prior to forwarding it to the VBE Accounting Department for approval and processing.

2.0 Conferences and Professional Development

The nature of conference and professional development expenses must be directly linked to and in support of Parent Advisory Councils and / or parents of the district.

All conference and professional development expenses must be approved in advance by the Secretary Treasurer or Superintendent of VBE provided funds. VBE reserves the right to institute a cap on conference and professional development expenses, and may deny expenditures at its discretion.

The following expenses are reimbursed for approved conference attendance and professional development:
a) conference fees;
b) course fees; and
c) travel expenses (including meals and accommodation).

Travel expenses will be reimbursed in accordance with VBE policy.

DPAC members must provide receipts for all related expenses claimed.

In order to receive reimbursement for conference and professional development expenses, DPAC parent volunteers must complete a VBE reimbursement form and attach evidence of VBE approval prior to forwarding it to the VBE Accounting Department for processing.

3.0 Administrative Services and Related Supplies and Services

All administrative contracts need to be filed with the VBE Accounting Department at the start of the contract.

4.0 Authority to Incur Costs / Time Limit to Submit Application

DPAC may not incur costs for which it claims reimbursement from VBE funds without the approval of a VBE employee with spending authority.

DPAC does not have the authority to bind the VBE in contract.

Application for reimbursement must be made in a timely manner, and no later than three months after the expenditure. Extensions to this timeframe may be made in the case of extenuating circumstances that prevent the DPAC volunteer or contractor from submitting their claim within the reimbursement timeframe.

SMT Responsibility: S-T

Adopted Date: 
Monday June 20, 2016