Forms You Need

Expense Claim Forms

For all expenses claimed, please fill out an Expense Claim Form (at right) either on your computer or by hand. Expense claim forms filled out on your computer must still be accompanied by all documents (including a printed copy of the form and all related receipts) and sent to the Victoria office.

Expense Claim Form

Airfare Equivalent Form (with Airfare Equivalents to Victoria)

Direct Deposit Form

Expense claim forms can be sent to Financial Officer Marc Joly.

Help with expense forms

Travel Expenses Policy

New Member Application Form

Are you a new PEA member? Please fill in our fillable application form.

PEA Application Form

Expense claim policy guidelines

PEA Policy 6.6, Association members and staff will receive reimbursement for reasonable expenses incurred in the conduct of PEA business.

Guidelines for travel on PEA business:

Travel Mode

Designated Commercial Transportation Equivalency

When a member requests and receives authority to use his/her private motor vehicle instead of using transportation by commercial carrier(s) or rental vehicle(s), reimbursement will be based on the following:

A. For transportation costs, use the lesser of:

the distance allowance for the member's private motor vehicle plus transportation toll charges, if any; or
the designated commercial carrier(s) cost for the trip.

B. For other expenses (meals, accommodation, travel time, or any other expenses) no reimbursement will be allowed beyond the transportation costs that would have occurred had the member taken the designated commercial transportation.

Combining Business and Personal Travel

Where personal and business travel are combined, reimbursement is to be based upon the lesser of actual transportation expenses or the most economical transportation expenses that would have been incurred had personal travel not taken place. Clear calculations must accompany the expense claim. Per diem allowances and other expenses will not be reimbursed beyond the costs that would have been incurred had personal travel not taken place.

Meal Reimbursement Rates

The meal allowance effective September 26, 2022 is: Breakfast - $20.00 Lunch - $25.00 Dinner - $35.00 [Total - $80.00]

Part day travel status guidelines:

On the day of departure, if an employee's travel status begins: • after 7:00 a.m., breakfast cannot be claimed; • after 12 noon, breakfast and lunch cannot be claimed; and • after 6:00 p.m., no meals can be claimed.
On the day of return if an employee's travel status terminates: • prior to 7:00 a.m., no meals can be claimed; • prior to 12 noon, breakfast can be claimed; • prior to 6:00 p.m., breakfast and lunch can be claimed; and • after 6:00 p.m., all meals can be claimed.

The meal allowance covers expenses arising from absences on travel status over the meal period(s). Meals provided without charge to a member on travel status shall not be claimed for reimbursement. Travel status begins and ends at the designated departure and return locations. The departure and return locations may be the employee's headquarters, personal residence, or other points of assembly as designated.

Vehicle Travel

For all types of vehicles, actual transportation toll charges may be claimed for travel on PEA business.

The vehicle operator is responsible for parking fines, traffic violation fines and impoundment and towing fees when driving a leased, rented or personal vehicle on PEA business.

Private Vehicle Allowance

Where a private vehicle is used, reimbursement effective March, 2020 is $0.59 per km. Mileage allowance is permanently indexed to CRA maximums. This allowance is intended to cover the gas and maintenance costs associated with operating a personal vehicle. The distance allowance does not apply when using a rental or leased vehicle.

Members and staff who elect to travel by road rather than by air to attend PEA business will be entitled to claim mileage for the actual distance, by the shortest primary route, from the departure site (home or office as the case may be) to the meeting site. Incidental mileage not required for travel to meetings is not eligible for reimbursement and should not be claimed. Tolls, parking and Ferry tickets and reservations may be claimed.

In no case, however, should combined travel expenses – including mileage, meals, accommodation and any other travel expenses – exceed those that would have been incurred had travel occurred by air. Travel expenses incurred from road travel requiring more time than air travel will be reimbursed, provided they do not exceed costs incurred had travel occurred by air. The amount of leave granted will be that necessary to travel by air. In significant extenuating circumstances additional leave may be granted with prior approval.

Parking

Where privately owned vehicles are used for PEA business, receipted parking charges only will be reimbursed.

Rental Vehicles

Use of rental vehicles will require demonstration that the rental car is cost effective when compared to alternative travel methods. Members and staff should seek advance approval of the Executive Director or designate if in doubt. Reimbursement will be for rental and operating charges (the vehicle distance allowance does not apply when using a rental or leased vehicle). Parking charges will be reimbursed where rental vehicles are used for PEA business.

Bus Charges

Claims for bus transportation while travelling on PEA business will be reimbursed.

Please note that airport shuttle buses offer a convenient and economical means of transportation as compared to taxis or rental vehicles.

Taxi Charges

Claims for taxi costs while travelling on PEA business will be reimbursed when other more economical means of transportation are either unavailable or unsuitable (e.g. public transit).

Ferry Travel

Claims for the full cost of ferry travel will be reimbursed and receipts for vehicles are required.

Air Travel

Where air travel is required, the most economical airfare shall be obtained. Non-cancellable flights are generally appropriate, except where there is significant uncertainty in regard to return date and time and advanced approval from the PEA office has been provided. Baggage checking fees are reimbursable for one bag. Seat selection is not reimbursable except where pre- approved by the PEA office in extenuating circumstances.

Airport Improvement Fee

The airport improvement fee (including GST) may be claimed for travel on PEA business.

Accommodation

Hotel/Motel Receipt Requirements

Original hotel/motel receipts must be attached to the expense claim form. A member must declare that "single rate only is claimed" in cases where the hotel/motel receipt shows that more than one person occupied the room.

Lodging Allowance

Members on travel status who stay in non-commercial lodging shall be entitled to claim $30 per day except where the lodging is supplied by the PEA.

Kitchen Units

Additional costs for the use of a kitchen unit in a hotel/motel cannot be claimed.

Miscellaneous Expenses

Laundry and Dry Cleaning

Members are eligible to claim for dry cleaning/laundry services every seven consecutive days away from headquarters or geographic location. The amount being claimed must be reasonable in relation to the travel itinerary. Receipts are required.

Business Telephone Calls

The cost of business telephone calls, including hotel/motel handling charges, while travelling will be reimbursed.

Gratuities (Changed March 2020)

Tips are reimbursable to a maximum of 15% where receipts are provided.

Incidental Allowance (Changed March 2020)

An incidental allowance of $15.00 may be claimed by a PEA member or staff who is away overnight on travel status.

In this section

The PEA was formed in 1974, by a group of professionals working in the public sector. The story goes that the founders of the union mortgaged their houses to fund negotiations of the union’s first collective agreement.

Now, the PEA is BC’s union for professionals. We represent a wide range of professionals including lawyers, foresters, engineers, agrologists, teachers, veterinarians, fundraisers, physiotherapists, pharmacists, psychologists program managers, librarians and more.

Our union is led by the PEA Executive. They represent members from across the chapters of the PEA and set the overall vision and direction for our union.

Resources for our members

Navigating a union can sometime be a challenging process. Under this section of the website you will find resources to help you navigate the PEA. In the members section you'll find expense claim reimbursements, information on the PEA's scholarship and bursary program and our grants and donations program.

Collective bargaining and job action resources explain the process of collective bargaining and what to do in the unlikely event of job action.

Local reps can also find resources to help them complete their job more effectively. This includes ways to welcome new members, how to take notes in investigation disciplinary meetings and more.

The heart of our union

The PEA is made up of nine chapters, or groups of members who either work for the same employer or are in the same field of work. Each chapter has an elected executive tasked with running the affairs of the chapter. Each chapter is entitled to representation at the PEA Executive, the governing body of the union.

Our members work for a range of employers: the Province of BC, the University of Victoria, St. Margaret's School, the Family Maintenance Enforcement Program, the Oil and Gas Commission, the Law Society of BC, Legal Services Society, the Okangan Regional Library and health authorities across BC.

Professionals need unions now more then ever

Since the 1970’s, when the PEA was formed, our mission has been to ensure our members can work in safe, productive environments and receive fair and reasonable wages and benefits for the valuable work they do. We help individuals and groups of professional workers to understand the challenges they face in their workplaces and some of the solutions available to them.

We work with potential members to become certified as a union and achieve the wages, benefits and respect they deserve.

The Professional | Volume 48 Issue 1

The Professional is the PEA's award-winning, quarterly magazine for members.

The Spring 2022 issue takes a deep dive into the work of GLP members and their work during provincial emergencies.

Read the latest issue

The PEA was formed in 1974 to represent licensed professionals in the BC Public Service. Since then the organization has grown to include a wide range of professionals from across BC. Find our more about our governance, staff and strategic direction.