REIMBURSEMENT

OF EXPENSES

STTRC EXPENSE

REIMBURSEMENT POLICY

Unless otherwise indicated, the mandated person entitled to reimbursement of their expenses must submit a reimbursement request by completing the form provided for this purpose, accompanied by the relevant documents (receipts) within 30 days following the representation or union activity. The member requesting reimbursement is responsible for ensuring that the form is correctly completed. The union will reimburse the member by issuing a cheque or by bank transfer, if possible. The union will only issue one cheque for the reimbursement of expenses to the member concerned, unless there are exceptional circumstances. In the event that a payment stoppage must be made by the union, the costs incurred will be assumed by the member.

ANY ADDITIONAL COSTS FOR AN EXTENDED STAY ARE THE RESPONSIBILITY OF THE MEMBER.
ALL COSTS INCURRED BY THE ACCOMPANIMENT OF THE SPOUSE ARE THE RESPONSIBILITY OF THE MEMBER.
EXCEPTIONALLY, ANY EXPENSE NOT PROVIDED FOR IN THE POLICY MUST BE PRE-AUTHORIZED BY THE PRESIDENCY OR THE TREASURY. NO UNPROVIDED AND UNAUTHORIZED EXPENSE WILL BE REIMBURSED.

  1. The daily allowances are those in effect at the CSN, updated in June.

  2. A member who travels more than 80 kilometres is entitled to the full amount of the allowances and does not have to provide a receipt, except for the hotel.

  3. A member who travels less than 80 kilometres is entitled to reimbursement of expenses incurred upon presentation of invoices up to the daily allowances. If the member claims the full amount of the allowance, the union will provide him with a statement for tax purposes for the taxable portion of the allowance.

MEALS

Members are entitled to the full amount of the allowances for holding the general meeting.


In other cases, one of the following conditions must apply :


• BREAKFAST: maximum $16.40

a) The meeting begins at 8:00 a.m.
b) The meeting begins after 8:00 a.m. and accommodation the day before is authorized.
c) Accommodation is authorized and the return trip is the following day.
d) Transportation takes place at mealtime.


• LUNCH: maximum $25.55

a) The meeting takes place at mealtime.
b) The meeting began in the morning and continues in the afternoon.
c) Transportation takes place at mealtime.


• SUPPER : maximum $31.55

a) The meeting takes place at mealtime.
b) The meeting ends after 5:30 p.m. and the return journey is more than 100 km.
c) Accommodation the day before the meeting is paid for and transport takes place before 8:00 p.m.
d) Transport takes place at mealtime.

***The union does not reimburse alcohol expenses.

LODGING

Room Reserved by Union or $25.00


One of the following conditions must apply :

a) Meeting starts at 8:00 a.m. the following day and travel time is greater than 100 km.
b) Meeting starts after 8:00 a.m. the following day and travel time is greater than 80 km.
c) Meeting ends after 8:00 p.m. and travel time is greater than 100 km.
d) Meeting ends after 5:30 p.m. and travel time is greater than 80 km. Room service, movie rentals, telephone calls and other personal services are not reimbursed.


*Maximum reimbursement is $213.55 if room is not reserved by union.

TRANSPORTATION

The STTRC encourages its members to use means of transportation that allow them to limit their expenses (e.g.: carpooling, public transportation, bus, car rental). When the meeting or general assembly is outside the region (more than 80 km) of the workplace or residence, the member who uses his car receives an allowance of :

a) $0,632/km when traveling alone;
b) $0,682/km when transporting another member;
c) $0,732/km when transporting two members;
d) $0,782/km when transporting three or more members.


The mileage is established by Google Maps.


Carpooling : The member must provide the names of the members he or she transported at the time of his claim, otherwise, he or she will receive the minimum allowance. When the meeting is in the region (less than 80 km) of the workplace and/or residence, the union does not pay any allowance for travel between the residence and the meeting place.

AIRPLANE / TRAIN
  1. In the case of transportation by plane or train, reimbursement is made at the economy class rate. If, at the time the authorized person must make a trip, there is no longer a seat available in economy class, he is then entitled to a seat in the higher category. Supporting documentation must be provided. No reimbursement will be made for the seat reservation.

  2. The authorized person is permitted to replace the value of parking with mileage in order to allow another person to transport the authorized person from his or her residence to the airport, and vice versa on the return, without leaving the vehicle at the airport.

  3. BAGGAGE FEES : The reimbursement of fees relating to the registration of baggage for travel by train or plane is prohibited. Such reimbursement will only be possible if the trip is longer than two (2) days and is made by plane. The Union Office may decide to reimburse these costs in exceptional circumstances.
PARKING FEE

QWhen the meeting is held more than 80 km from the workplace or place of residence.

TAXIS

When members travel by plane, train or bus: taxi between the residence and the airport, train station or terminus, as well as to get to the hotel and, if necessary, to the meeting place. When members travel by car and park at the hotel : taxi between the hotel and the meeting place if necessary.

Transportation costs may also be reimbursed for members from the region where the activity takes place if they have to transport heavy or bulky equipment. Exceptional cases may be considered.

CHILD CARE COSTS

For children and adolescents: childcare costs incurred for periods of care outside the person’s normal working hours. Reimbursements are made in accordance with the CSN standards and scales and exclude care by a parent or spouse.

OTHER

A member must obtain authorization from the union office or, failing that, from the secretary-treasurer, before paying for a meal for a guest other than a union member or employee. He or she must also obtain authorization for any excess amount of the allowance. The union office may give its authorization once the expense has been incurred.

Policy adopted by the union council on April 5, 2018. The amounts are indexed each year in June.

Policy revised in June, 2024

Please choose the form corresponding to the period of the requested activity.