Conferences | Travel Policy
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Travel Policy

Accommodation

Accommodation will only be covered for out-of-town participants or those traveling more than 120km (return trip) to the conference. Special circumstances may be considered. CHSSN will make reservations and pay hotel directly.

CHSSN will cover expenditures for single/double accommodation only. Additional expenses resulting from upgrading the accommodations will not be reimbursed.

Cancellation Policy for Accommodation
If the participant does not use the room that was reserved by CHSSN, and does not notify the hotel or CHSSN by October 22, 2017, the cost will be billed back to the participant. In exceptional circumstances such as a serious illness or family emergency prevents the participant from participating, CHSSN will assume its cost, upon presentation of appropriate supporting documentation.

Transportation

Participants at CHSSN meetings should use the least expensive mode of transportation to and from the meeting except when availability of public modes of transport result in additional accommodation costs, participants have other stops on the way which are related to their organization’s duties or have other engagements which do not coincide with the scheduled travel or availability of the least expensive mode of transportation.

CHSSN will cover or reimburse actual and reasonable costs including:

A. Transportation by air for economy airfare or equivalent by most direct route taking advantage of advanced and reduced rates, such as those available through seat sales that would result in a ticket that is less expensive than the economy fare.

Please note that CHSSN will book all flights based on the participant’s specification on the registration form.

Cancellation Policy for Flights
Please note that in the event of cancellation, the participant will be responsible to ensure the ticket is cancelled prior to the flight and, the participant will be required to reimburse CHSSN for the cost of the ticket purchased. The participant will be issued a credit note for the cost of the ticket (minus cancellation charges) that can be used for up to one year from the date of purchase.

In exceptional circumstances such as a serious illness or family emergency prevents the participant from using a ticket, and the ticket cannot be used at a later date, CHSSN will assume its cost, upon presentation of appropriate supporting documentation.

B. Transportation by automobile – car rental

  • Cost of car rental and standard insurance
  • Cost of gas
  • Self-parking charges

Car rental reimbursement shall not exceed equivalent rail or economy airfare.

C. Transportation by automobile – own vehicle or Communauto

  • $.50 per kilometer for one passenger
  • $.57 per kilometer for 2 or more passengers
  • Carpooling whenever possible is strongly encouraged
  • Self-parking charges

The participant must demonstrate that this is the most economical means of transport or that other means of transport are not available from their region.

D. Ground transportation service – train

Please note that CHSSN will book all train tickets based on the participant’s specification on the registration form.

Cancellation Policy for Train Tickets
The participant is responsible for the cost and must reimburse CHSSN for the value of the ticket fare. In exceptional circumstances such as a serious illness or family emergency prevents the participant from using a ticket, CHSSN will assume its cost, upon presentation of appropriate supporting documentation.

E. Ground transportation service – other

  • Intercity bus
  • Taxi and Uber

Incidental Allowance

The incidental allowance is $17 per day to cover expenses such as telephone calls home, gratuities, coffee, etc and may be claimed only when the traveler has spent the night away from home.

The incidental allowance will not be reimbursed by the CHSSN unless the Claim form is completed.

Meal Allowance

Meal allowances will be paid for the period when any CHSSN representative is required to travel or be present at a meeting during regular meal times.

The maximum allowance is as follows:

  • Breakfast $ 17.00 (taxes included)
  • Lunch $ 18.00 (taxes included
  • Supper $ 45.00 (taxes included)

If a meal is provided during a day-long event, no claim may be submitted. Claims should be made only for meals that are not provided (including complimentary breakfasts in overnight hotel rates).

You may claim up to the maximum of $97.00 per day (including incidentals).

Other Costs

The CHSSN will reimburse expenses incurred for an alternate arrangement regarding family dependents (i.e. child care, elderly parents living with them etc.) to maximum amount of $35 per day.

Reimbursement

  • All claims must be made on the CHSSN Travel Expense Reimbursement Form.
  • All claims should be made within four weeks of the event for which the travel and/or accommodation was necessary and will be processed within 30 days of receiving the claim.
  • All bills submitted for reimbursement to an individual must be originals. Bills submitted for reimbursement to an organization may be photocopies or fax copies; the CHSSN reserves the right to request the original bill if deemed appropriate.
  • Any questions must be raised with the CHSSN staff or Dorinne Ah-Kam by email at dahkam@videotron.ca prior to traveling to the event or booking accommodations; all requests for exceptions must be approved by the Executive Director.