Volunteers and staff will be reimbursed for expenses incurred in conducting the business of the foundation. The Treasurer or Executive Director, prior to the expense being incurred, must approve the request for reimbursement. For approved expenses, receipts must accompany requests for reimbursement. The expenses for the Executive Director/CEO are reviewed annually by the Treasurer.

Mileage will be reimbursed at the rate of $0.40 per km. (or whichever rate the Board determines). This rate is reviewed annually and based on                                                                                                      (need to determine this - it could be based on the rate used by the United Way or the local municipality). Meal expenditures incurred on foundation business will be reimbursed, per person, based on the following schedule: breakfast $12.00; lunch $17.00; dinner $30.00.

Canadian Law and Regulatory Compliance

Reimbursement is limited to reasonable, necessary and documented expenses incurred for Foundation purposes. A reimbursement is not compensation when it repays an actual expense supported by records. Unsupported allowances, personal expenses or excessive payments may constitute compensation, a taxable benefit or an undue benefit and will not be paid.

No individual may approve their own reimbursement. Director and officer claims require approval by an independent authorized person, and all related-party reimbursements will be recorded sufficiently to demonstrate the business purpose and reasonableness of the amount.

Application note: This template must be read with the Foundation's articles, bylaws, gift terms and the federal, provincial or territorial laws that apply to its incorporation, activities and operating jurisdictions. Organization-specific facts and provincial requirements require lawyer confirmation before adoption.

Monitoring: This policy will be reviewed every three years.

Board Acceptance: This policy was approved/reaffirmed at the ___________Board meeting.