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Expense Claim Forms
Claims and receipts should be sent electronically to Finance Officer Marc Joly. Your email is considered an electronic signature for this purpose. Receipts are required except for per diems, mileage and incidental allowance.
State “Expense Claim” in the email subject line when sending in claims.
PEA reimburses expenses via Direct Deposit only. Please ensure that you include a Direct Deposit form with your claim if PEA doesn’t already have the information on file.
Expense Claim Forms
Airfare Equivalent Form (with Airfare Equivalents to Victoria)
Send all expense claim forms to Financial Officer Marc Joly.
Help with expense forms
Union Leave Process
The procedure for issuing and completing Leave forms is as follows:
1. PEA Administrative Staff are advised when a PEA member is approved to attend Union business away from the work area. Please send your requests to administration@pea.org. In the email, please include the date(s) you will be absent from the workplace to attend Union business, the number of hours required for each date and the reason for the leave (ie: pre-bargaining with the committee, bargaining with the employer, etc).
2. An Application for Leave on Union Business form Part 1 is completed with the Member’s name, preferred address, Employer, Employee number, Chapter, date(s) of leave, the number of hours required and then signed by the PEA Administrative Staff person. Staff will then forward you a pdf (non-fillable) copy of the form via email.
3. You, as the member, sign Part 2 of the form and submit it to your supervisor who in turn completes Part 3.
4. Contact your employer regarding any reporting requirements.
5. A copy of the form is kept by you and at the completion of the leave; you complete Part 4 confirming that you did take the leave or that you did not take the leave. If there is a change in actual the number of hours taken, please do a strikethrough on the number of hours on the form, write the correct amount of time used for union business, sign and date the form. Then send administration@pea.org a scanned copy of the completed form, you can also fax, or mail the form to our office.
6. Your designated payroll or personnel office will use the copy of the Leave form to invoice the PEA for the time you were absent from the workplace on Union business.
Please call us at 250-385-8791 or 1-800-779-7736 or e-mail administration@pea.org if you have further questions.
New Member Application Form
Are you a new PEA member? Please fill in our 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.
