Expense Claim Form

PER DIEM
CUPE Ontario will pay members the following per diem rates for CUPE Ontario pre-approved attendance for meetings on the following basis:
• Daily Rate – CUPE Ontario will provide a per diem of $80.00 per day for meetings, including travel time, greater than three hours in one day.
• ½ Daily rate – CUPE Ontario will provide a per diem of $40.00 per day for meetings equal to or less than three hours in one day.
The rates above will be reduced as follows when meals are provided at a meeting:
• When all three meals are provided there will be no per diem paid
• Breakfast provided – deduct $18.00
• Lunch provided – deduct $24.00
• Dinner provided – deduct $38.00

TRAVEL
• 61¢ per km or Economy Class airfare, plus ground travel, whichever is less.
• Airfare, train, taxi, bus fare, hotel, parking, etc. must be supported by original receipts. (Air and train
• transportation is normally booked through W.E. Travel).
• Where more economical, members should use public transportation.
• When travelling into the City of Toronto for meetings from the airport, members should use the airport
• bus to a downtown hotel, where possible, and then taxi to their destination.
• If the member’s local mileage rate is higher, CUPE Ontario will not pay the difference.

ACCOMMODATION
• CUPE Ontario will only pay for standard rate hotel room. CUPE Ontario will not pay for upgrade hotel rooms.
• CUPE Ontario will only pay for hotel accommodations for members attending a pre-approved meeting and who live more than 100kms from the meeting location.
The Secretary-Treasurer will consider additional accommodation nights to avoid members traveling in inclement weather.

FAMILY OR DEPENDENT CARE SUBSIDY
CUPE Ontario will reimburse for family care (elder or childcare) expenses up to a maximum of $100.00 per day per family, above and beyond normal family care costs. For example, if your regular fees are $60.00 per day CUPE Ontario will reimburse the difference of $40.00 per day. If the regular fee is $125.00 per day, CUPE Ontario will reimburse up to $100.00 only. Family care subsidy forms are available at CUPE Ontario.

EXPENSE REIMBURSEMENTS TO MEMBERS
1. Expense reports must be submitted within the 45 days’ timeframe in order to be reimbursed as follows:
a. CUPE Ontario will reimburse all member expense claims properly authorized and submitted within four weeks of the date the claim is received by the Ontario Division Office.
2. Expense reports submitted after the 45 days’ timeframe and within the current fiscal year end will be reimbursed as follows:
a. Ontario Division will reimburse all member expense claims properly authorized and submitted within eight weeks of the date the claim is received by the Ontario Division Office.
3. Expense reports submitted after the 45 days’ timeframe but not within the current fiscal year end (eg. For expenses from the prior fiscal year) will be not reimbursed. (An 8-week grace period will be allotted at the fiscal year ends).
4. CUPE Ontario cannot control the time frame for member’s expenses being reimbursed by CUPE National but at the request of a member Ontario Division Office will have immediate discussions with CUPE National about a repayment time frame

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