Join the Club

Join the CEC

Renew your Membership

Online Store

Subscribe to our eBulletin

Board Package

This page is to assist in the distribution of Board and Executive Committee meeting information. Meeting agendas and packages will be posted here as they become available. A notice will be sent out to Board and Executive Committee members whenever new information is posted.

	2011 Spring Board Package		Board Members' Handbook
	Board Minutes		Board Roles
	Annual Reports		Section Reps Resource page

Meeting Travel Expense Claims

Please download and use one of these two Travel Expense Claim forms. The interactive form will enable you to input your name, address and expense info onto the form electronically using Adobe Acrobat, then print it for submission with your receipts. If you prefer to hand-write the form download the blank version.

	INTERACTIVE Board Expenses Claim Form		BLANK Board Expenses Claim Form
	NB: this form may not work properly if accessed through Google's Chrome browser.

Travel Expenses Reimbursement Policy
March 15/2011

This policy is intended to provide guidelines for the reimbursement of expenses for ACC Executive Committee (EC) and Board of Directors (BD) members who attend EC/BD meetings. Any questions regarding the policy or its application should be directed to the ACC National Office Manager.

General

The ACC will reimburse EC/BD members for reasonable costs incurred to attend EC/BD meetings, as per this policy. Reimbursement will occur upon receipt in the National Office of an EC/BD member's statement of costs incurred, together with a copy of all relevant receipts, within two months of the meeting date.

Travel Expenses

EC/BD members will assist the Club in minimizing its meeting expenditures by:

• Utilizing the least expensive, practical mode of travel from their home to the meeting site.
• Proactively pursuing opportunities to reduce their (and therefore the Club's) meeting expenses wherever possible e.g. by teaming up with other EC/BD members to share rental cars.
• When renting cars, always check for the best price and use discount codes whenever possible such as these codes when booking Budget or Avis online:
  • for Budget enter the code < U289605 > under "offer code" or" BCD".
  • for Avis enter the code < X799464 > under "AWD".

Within this context, EC/BD members will be reimbursed for the cost of travelling to an EC/BD meeting using a commercial airline or by driving to the meeting site, whichever total cost is lower.

The “commercial airline” option costs include:

• Return economy airfare.
• Travel to and from the EC/BD member's home airport by car (at 40 cents per kilometre, plus reasonable airport parking fees) or by taxi, whichever is lower.
• Ttravel to and from the closest airport to the meeting, using the least expensive practical mode of transport available.

All commercial airline bookings are to be made by EC/BD members.

The “driving” option costs are:

• Tthe number of kilometres driven (using the primary route from the EC/BD member’s home to the site of the meeting) times 40 cents per kilometre, or
• The costs of renting a car and driving it to/from the meeting, whichever is lower.

Accommodations Expenses

The ACC will arrange and pay for accommodations for EC/BD members for the night before the meeting begins, and the night(s) that the meeting is in progress. All other accommodations arrangements and costs are the EC/BD member’s responsibility.

Food Expenses

The ACC will arrange and pay for food for EC/BD members for the duration of the official meeting program. All other food arrangements and costs are the EC/BD member’s responsibility.

Other Expenses

The ACC does not anticipate reimbursing EC/BD members for any other costs associated with their attending a meeting. Inquiries regarding exceptional circumstances should be directed to the ACC National Office Manager.