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President & CEO Expense Reimbursement Policy

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The Dartmouth General Hospital Charitable Foundation recognizes its fiduciary responsibility to donors and the community whose funds are the sole source of revenue to both support the priority needs of the Dartmouth General Hospital and to run the Foundation’s operations. The Foundation balances the need to contain costs and demonstrate prudence in the conduct of the DGH Foundation activities, and the need for reimbursement of reasonable expenses incurred by the President & CEO for Foundation business purposes.

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President & CEO Expense Reimbursement Policy

  1. 1. TITLE: President & CEO Expense Reimbursement Policy & Procedure SPONSOR: Board of Directors Date Issued: November 17, 2017 Date to Be Reviewed: November 2018 Distribution: Issuing Authority: DGH Board of Directors Guiding Principles and Values The Dartmouth General Hospital Charitable Foundation (the Foundation) recognizes its fiduciary responsibility to donors and the community whose funds are the sole source of revenue to both support the priority needs of the Dartmouth General Hospital and to run the Foundation’s operations. The Foundation balances the need to contain costs and demonstrate prudence in the conduct of the DGH Foundation activities, and the need for reimbursement of reasonable expenses incurred by the President & CEO for Foundation business purposes. This policy is designed to be a mechanism for Board oversight from the perspective of expenses the President and CEO might incur during the course of the day to day execution of his or her job and subsequently claim for reimbursement. This policy is also meant assist the President & CEO in reporting expenses incurred while conducting Foundation business activities. The Foundation expects the President & CEO to act responsibly and professionally when incurring and submitting costs. The President & CEO cannot approve his or her own expenses. The only individuals authorized to approve the President & CEO’s expenses are the Treasurer the Chair or another member of the executive committee. The organization will reimburse for reasonable expenses incurred on behalf of the Foundation. This includes, for example, travel and accommodation expenses for Foundation business, including meals, tips, and other purchases made on behalf of the organization. The Foundation does not reimburse on the basis of a set per diem expense while the President is on Foundation business but rather requires receipts for all reasonable expenses. The Foundation does not pay for local travel to and from the office. If the President & CEO uses their vehicle for business travel, mileage will be reimbursed and for appropriate parking fees accompanied by a receipt. The Foundation will not be responsible for fuel, maintenance, traffic or parking violations.
  2. 2. 2 Guidelines & Procedures Use of Foundation Credit Card: The Foundation credit card is the property of the Foundation and is to be used for work purposes only. • Hardcopy expense summaries must be submitted by the President & CEO with receipts, reviewed, approved and signed off by the Treasurer or the Board Chair plus one other member of the executive committee. • Original receipts are required for reimbursement of all expenses. These expenses include: o Original boarding passes for airplane / train travel o Credit card receipts o Detailed merchant receipts o Parking receipts o Restaurant receipts • Receipts must be accompanied by a spreadsheet summary which outlines: o The date the expense was incurred o The nature of the expense o The purpose for the expense o Names and titles of individuals involved where expense involves others • All expenses and summaries must be submitted within 30 days for reimbursement and within the current fiscal year. Any expenses submitted that are older than 90 days will not be reimbursed • Records of expense reports must be maintained electronically on the main server. • One of the two signatures required for the reimbursement cheque must be the Treasurer or the Board Chair. Travel guidelines • As with all employees, the President is expected to fly economy class with the lowest available airfare for non-stop travel. Exceptions to this must be pre-approved by the Board Chair or Treasurer. The President and all employees traveling a distance of more than 300 kilometres from the Foundation office shall use a rental vehicle. If a car rental is required, the employee
  3. 3. 3 is required to rent mid-sized or compact vehicles. Exceptions to this may be made in relation to renting a vehicle in the winter months, to ensure the vehicle has winter tires. Exceptions also may be made regarding vehicle size in the event of two or more passengers, or load requirements. Fuel costs associated with renting a vehicle will be reimbursed. Filling the gas tank prior to the return of the rental car is expected. The President & CEO may be required to personally reimburse the fuel surcharge fee if he/she fails to fill the vehicle gas tank prior to return. Pre-purchase of gas at the rental counter is discouraged. • If the President or any employee uses their personal vehicle for Foundation business, they will be reimbursed at a kilometer rate comparative to CRA guidelines and/or the Nova Scotia Health Authority. • Reimbursement for expenses incurred while operating a rental vehicle such as tolls, fuel and parking charges is permitted as long as receipts are provided. • The President & CEO will be reimbursed for reasonable hotel accommodations. Discounted room rates should be requested at the time of room booking. • The following list includes examples of non-reimbursable expenses: o Personal travel insurance o Personal reading materials o Florist expenses o Childcare or Eldercare while traveling o Toiletries, cosmetics, or grooming products o Expenses occurred by spouses, children, or relatives o In-room/ inflight movies or video games o Traffic fines Livestreaming video on smart devices o Personal postage o Subscriptions for personal use – e.g. Netflix, Crave or HBO o Sporting activities, shows, etc. o Concerts o Personal clothing, o Alcohol for personal use Any questions related to the content of this policy or its interpretation should be directed to the Chair of the Board.

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