Information to help you fill out your expense voucher at FIT

Please read these notes BEFORE filling out your expense voucher.

Please include your local number and your BCTF member number in the appropriate spaces at the top of the form. To expedite your expense voucher, please indicate in which role you attended the conference, e.g., Health and Safety facilitator, French facilitator, etc.

• BCTF Policy 10.I.04 (Special Regulations Governing Use of Automobiles): Persons travelling by automobile instead of public transportation, but claiming expenses on the basis of public transportation, may claim only for the accommodation, meals, and other expenses that would have been claimable if public transportation had actually been used. • BCTF Policy 10.I.04 (2): Persons travelling on BCTF business are expected to pool the use of cars whenever possible. • If you are driving to the venue, and your point of origin is not listed below, please calculate the distance from where your journey began. The following link drivebc.ca/directions.html provides an easy distance calculator for most cities and towns in the province.

Please note: If you are driving instead of flying to the FIT, reimbursement rates are shown below. Reimbursement will be based upon the lesser of the actual return kilometres at the prescribed rate of $0.54 per kilometre or the most economical airfare currently available. Ferry fares are reimbursed at cost provided one-way receipts are submitted.

Facilitator's Institute Training (FIT) will be held on August 20–22 and Summer Conference (SC) will be held on August 23–26 at UBC in Vancouver.

Reimbursement is based on fares for flights departing from your home city on August 19. Although, if you are attending SC only, you will likely be travelling on August 22. Reimbursement is also based on fares for flights returning from Vancouver on August 26 or 27 after SC ends. However, if you are attending FIT only, you will be returning home on August 22 or 23, depending on flight availability to your home city.

BCTF policy states that you are to take the least expensive mode of transportation. Please refer to this chart to see which is less expensive, flying or driving (shown in red). The cost of flying includes driving kilometres to/from your home city to the nearest airport. The air fares shown on this chart are those fares in effect as of June 3, 2022. Your actual fare may vary from this amount depending on when you book, but this is the amount upon which the reimbursement is based.

If flying would be MORE expensive than driving, you may claim the total for the driving kms shown on this chart (ferry costs included). Receipts are required for ferries. If flying would be LESS expensive, and you choose to drive, you will be reimbursed for the total air fare and fees shown on the chart below.

Bella Bella Bella Coola Campbell River Castlegar Cranbrook Courtenay Dawson Creek Duncan Fort Nelson Fort St. John Kamloops Kelowna Kimberley Kitimat Massett Nanaimo Nelson Penticton Port Hardy Powell River Prince George Prince Rupert Quesnel Revelstoke Salmon Arm Sandspit Smithers Terrace Tofino Trail Vernon Victoria Williams Lake 2021.6 2008.0 368.2 1252.0 1698.0 278.2 2382.0 168.2 3194.0 2398.0 722.0 792.0 1754.0 2828.0 3218.0 68.4 1330.0 848.0 832.2 285.4 1526.0 3004.0 1282.0 1144.0 936.0 3038.8 2256.0 2718.0 470.2 1270.0 894.0 139.2 1056.0

$1,394.36 $1,084.32 $358.83 $676.08 $916.92 $310.23 $1,286.28 $250.83 $1,724.76 $1,294.92 $389.88 $427.68 $947.16 $1,527.12 $2,052.82 $196.94 $718.20 $457.92 $609.39 $278.27 $824.04 $1,622.16 $692.28 $617.76 $505.44 $1,986.95 $1,218.24 $1,467.72 $413.91 $685.80 $482.76 $235.17 $570.24

$704.56 $530.26 $380.36 $450.71 $505.32 $551.06 $766.01 $632.64 $586.03 $691.17 $611.37 $467.16 $528.43 $633.40 $834.22 $542.07 $492.90 $682.77 $549.16 $370.71 $450.71 $935.92 $481.16 $864.87 $753.63 $1,242.56 $647.07 $588.93 $494.76 $465.16 $507.98 $557.82 $514.76

Note: Ferry fares are not included in the costs above. Receipts for the ferry must be attached to your expense voucher and are reimbursed at cost. For each additional facilitator in your car, who is attending FIT, you may claim $33.80 (as of June 11, 2015) for return ferry fare.

All air travel must be booked through WE Travel and will be billed directly to the BCTF. Participants are reminded to book air travel as early as possible to obtain the cheapest rates available using the most direct route. WE Travel can be reached by phone at 604-969-5585, toll free 1-800-663-4703. Please quote the following program codes:

Professional and Social Issues (PSI) facilitators 600950-P2060-1100* School Union Representative (SURT) facilitators 600950-P275-6015* Professional and Social Issues (PSI) facilitators 600950-P2060-1100* School Union Representative (SURT) facilitators 600950-P275-6015* Health and Safety facilitators 600950-K740-5704* French facilitators 600950-0470-6015**

Remember to book air travel as early as possible, in order to obtain the cheapest rates available. Any

confirmation carefully.

More information on travel: www.bctf.ca/services-guidance/membership-expenses-and-administration/expenses/submit-BCTFexpenses-online

Taxis and wheelchair-accessible vehicles are available at taxi stands located on Level 2 of the Domestic and International Arrivals area at YVR.

Taxi fares are between $35–$45 to UBC and can be claimed on your expense voucher. Please submit a receipt for taxi fares.

Baggage fares are the same to and from a destination, therefore, only one receipt will be required.

Ferry receipts (one-way will do) must be provided. Ferry travel is reimbursed for delegates only.

• Park in the loading zone in front of Gage Residence while checking in. Front Desk staff will provide a parking pass and direct delegates to the parking lot (and/or provide a map). Parking charges may be claimed on your expense voucher in the section marked “Transportation”. • Day parking at UBC is available for at various lots on campus—for pricing and locations, refer to this website parking.ubc.ca/. • The nearest parkade to Walter Gage Residence is the North Parkade—parking can be paid at the lot or by using the Honk Mobile app. • Parking may be claimed on your expense voucher in the section marked “Transportation”— receipts are required for amounts over $25 • BCTF will not cover parking violation tickets.

• Breakfast and lunch will be served in the Isabel MacInnes Room at Walter Gage Residences: o breakfast will be provided for new facilitators only, from 7:45–9:00 a.m. on Saturday, August 20 o lunch will be provided for all facilitators from 11:30 a.m.–1:00 p.m. on Saturday, August 20 o breakfast will be provided for all facilitators from 7:45–9:00 a.m. on Sunday, August 21, and Monday, August 22.

Basic accommodation costs for delegates staying at the UBC and BCTF-approved hotels will be billed directly to the BCTF. Any additional costs incurred for family members, late check-outs, pets, or hotel room upgrades are the responsibility of the delegate. Do not claim these charges on your BCTF expense voucher. No-show charges will be billed back to the delegate. Thirty dollars can be claimed per night, if you are staying with friends or relatives, in lieu of hotel costs. The accommodation sharing allowance of $20 is not available to FIT delegates, as all accommodation is shared.

1. Dependant care allowable rate has increased to $18 per hour to a maximum of $240 in any 24hour period. “A maximum claim of $240 per 24-hour day will be paid for outside daycare services. Where care is required for less than a full day, the amount paid will be based on the number of hours of daycare at $18 an hour. The BCTF will only reimburse members for dependant costs that would not otherwise be incurred by the member.” 2. Dependent care claims require the following to fulfil certain tax requirements from the Canada Revenue Agency: a. A receipt from the dependant care provider is required for reimbursement. Receipts written by the member will no longer be accepted. The receipt must include the number of hours, the amount paid, and the name/address of the care provider. The receipt must also be signed by the care provider. b. Members are asked to inform the BCTF if the care provider is a relative. Related persons to the member are considered non-arm’s length from a tax perspective. Therefore, the amounts paid by the BCTF to related persons would be considered a taxable benefit to the member. Taxes will be deducted from the member’s claim and reporting to Canada Revenue Agency will be required. This will be in effect once the dependant care costs reach $500 in a calendar year and applied retroactively. Taxes will be calculated based on the payments paid to date with a calendar year.

Are you attending the Summer Conference following Facilitators’ Institute Training (FIT)?

Travel expenses––Charge in full to 600400-P270-4201 (BCTF Summer Leadership Conference).

Meals—Charge dinner on Monday, August 19, 2019, and all subsequent meals to 600400-P270-4201 (BCTF Summer Leadership Conference).