The Board shall ensure effective stewardship of funds in the performance of Division business, by using sound logic and financial responsibility in carrying out their duties. All business expenses incurred shall be reasonable, appropriate and able to withstand the scrutiny of auditors or members of the general public.
- Working sessions
refers to meetings with internal departments or schools and associated costs including travel, meals, parking, business insurance on private vehicle, etc.
- Business travel
refers to meetings with external parties and associated costs including travel, meals, parking, etc.
- Professional development
refers to formal courses, conferences, seminars and other professional learning events and associated costs including registration, travel, airfare, accommodations, meals, etc.
- Professional membership dues
Refers to dues paid to a professional association on behalf of an individual Board member, the Superintendent, or the Secretary-Treasurer.
- Working sessions
- Alcohol is not an eligible expense and cannot be claimed through a purchase card or expense reimbursement.
- When business expenses are incurred, the appropriate signing authority shall approve the expenses as follows:
- the Board Chair’s expenses shall be approved by the Secretary-Treasurer;
- the Board Vice Chair’s and trustees’ expenses shall be approved by the Board Chair;
- the Superintendent’s expenses shall be approved by the Board Chair; and
- the Secretary-Treasurer’s expenses shall be approved by the Superintendent.
- All business expense receipts shall be itemized and include details of the expense (e.g. list of those attending the meal, reason for business travel, etc.).
- Business expense claims should be submitted by the end of the month in which the business expense was incurred, and shall be submitted no later than quarterly throughout the school year.
- On a quarterly basis, business expenses incurred by the Board, Superintendent, and Secretary-Treasurer related to working sessions, business travel, professional development and professional membership dues shall be reported online through the Division’s website. The reports shall include a summary of the expenses incurred during the previous three months, description and rationale for the expenses and copies of the detailed receipts over $20 with sensitive information redacted.
- To minimize administrative costs, the following business expenses will not be allocated to individual Board members, nor reported on the quarterly summaries posted on the Division's website:
- general overhead costs related to the cost of doing business including utilities, office supplies, meeting subsistence, etc.;
- professional membership dues paid on behalf of the Division; and
- meal costs at large catered events.
|Last reviewed:||Last updated:|
|Sept. 17, 2015||Sept. 17, 2015|
|Feb. 18, 2016|
|Dec. 12, 2016|
|Feb. 12, 2018|
|Aug. 30, 2018|
|Feb. 19, 2019|
|Dec. 19, 2019|
|Feb. 11, 2020|
|June 4, 2020||June 18, 2020|
|Feb. 9, 2021||March 18, 2021|