Fillable Travel Expense And Honoraria Claim Form (Page 2 of 2) in pdf

Honoraria and Expense Policy Statement

Purpose:

Automobile Travel:

Honoraria is viewed as a means of

When calculating time for honoraria, the time

recognizing the efforts of members expended

is rounded down until it reaches 30 minutes

All automobile travel will be reimbursed at a

on behalf of Doctors Nova Scotia and as a

past the hour, after which the time is rounded

rate of $0.50 per km.

means of partially defraying income loss.

up to the next hour. No more than one day’s

The intent of the proposed policy is to provide

honoraria may be earned on any given date.

Car Rental:

guidance to Doctors Nova Scotia members

and administration in ensuring the existence

Honoraria payments will be made twice a

Use of rental cars is encouraged whenever

of a fair and appropriate payment system for

year: January to June – paid in July and July

they are the most economical means of travel

honoraria and expenses.

to December – paid in January. Only in

including considerations of rental cost, fuel,

extraordinary circumstances will exceptions

taxis, as well as any hotel expenses avoided.

Eligibility:

be made by the Audit Chair in consultation

Members may choose any car class up to

with the Chief Executive Officer.

intermediate or mid-size.

Any member who is appointed by Doctors

Nova Scotia to serve on a Committee may

The President, President-Elect, and Past-

claim an honorarium and claim for legitimate

President/BOD Chair will receive a term

Hotels:

expenses.

honorarium rather than the daily rate.

Hotel expenses will be reimbursed at the

The Doctors Nova Scotia annual meeting is

Persons in these positions will normally

single room rate for standard

not covered for honoraria and expense claims.

receive no other honorarium in relation to the

accommodations. Claims will be reimbursed

defined position. A position receiving term

for a reasonable amount based on meeting

Basic registration, honoraria and travel

honoraria is defined to include those activities

locations. Where members choose to stay at a

expenses will be paid for Doctors Nova Scotia

carried out by that position and any liaison

relative or friend’s home and hotel expenses

delegates to the CMA annual meeting where

activities and any activities that involve

are otherwise permitted, $40 per day may be

not otherwise sponsored. Delegates assume

reporting back to that position. Persons in

claimed in lieu of hotel expenses. If

cost for social functions.

other positions may on occasion receive a

combined, time for travel and meetings does

lump sum payment, in addition to the daily

not exceed ten hours, or if travel of 150 km or

When external representation is requested,

rates, in recognition of an unusually large

less is required to attend a 9 a.m. meeting,

staff will attempt to negotiate payment of

number of additional added duties outside of

then a claim will not be normally accepted for

honoraria and/or expenses by the agency

meeting times resulting in tangible benefits to

hotel accommodations.

requesting representation. Where this is not

the association and its members.

possible, Doctors Nova Scotia may, with or

Meals:

without the benefit of honoraria, choose to

provide a representative.

Meal expenses suggested maximums are as

follows: Breakfast - $15; Lunch - $25; and

Teleconferencing:

Policy:

Dinner - $50. With justification, a maximum

Conference calls are used in lieu of meetings

of $90 per day may be allowed based on

Members traveling on Doctors Nova Scotia

and not in addition to a regularly scheduled

receipts. The cost of meals provided during a

business are entitled to reimbursement as per

meeting. Honoraria will only be paid for

meeting or as part of a registration fee will not

the General Guidelines. Expenses will be

conference calls with formal documentation.

be eligible for reimbursement and the daily

reimbursed from Day 1.

Honoraria will be paid at the rate of $125 per

maximum will be adjusted accordingly.

hour with a subsequent amount paid once 15

Honoraria will be paid for time spent in

minutes is reached in the next hour.

Review Process:

meetings and travel time for those meetings

with formal documentation (e.g. minutes,

The honoraria levels will be subject to an

agendas, work plans, etc).

annual review as part of the budgeting

Travel Expenses:

process, and may be adjusted upward or

Members travelling from outside HRM:

downward. This review process shall be

Expenses will be reimbursed when



conducted by the Audit Chair and Audit

Meetings plus travel lasting 4

accompanied by an original receipt and

Committee and reported to the Board of

hours or less will be paid

submitted within 30 days of return. The

Directors.

honoraria for a half day;

Doctors Nova Scotia approved travel and



Meetings plus travel lasting in

expense claim form must be used. It is

Review Date: Annually by the Audit

excess of 4 hours will be paid

expected that dues paying members will be as

Committee.

honoraria for one full day.

frugal with the association’s funds as with

their own.

This statement replaces all previous forms

Members travelling from inside HRM:

Air Travel:



and policies effective January 17, 2014

Meetings lasting less than 4 hours

will be paid honoraria for a half

If a seat sale is not available, the full fare

day;

economy ticket will be paid by Doctors Nova



Meetings lasting more than 4

Scotia. This applies regardless of length of

hours will be paid for one full day;

travel. The traveler may upgrade at their own



Meetings lasting 4 hours will be

expense. Cost of travel by other modes

paid for a half day, plus the

should NOT exceed the corresponding cost of

member can claim an additional

airfare plus ground transportation.

$100 over and above the half day

honoraria for an hour of travel.

Travel Expense And Honoraria Claim Form Page 2

Related Articles

Related forms

Related Categories