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Expense Claim Guide

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ONLY EVA BC MEMBERS ARE ELIGIBLE FOR SUBSIDIES


Expense Reimbursement

EVA BC is pleased to offer partial expense reimbursement to one staff person from each Community-Based Victim Services Program, Stopping the Violence (STV) Counselling Program, and STV Outreach and Multicultural Outreach Programs that are EVA BC members. EVA BC will reimburse:

  • 70% of travel, accommodation and childcare expenses up to $1,000
  • 80% of travel, accommodation and childcare expenses that total more than $1,000

Please designate one person per category who will submit an expense claim for reimbursement. The designated staff person will receive a travel/accommodation claim form. Claims must include expenses incurred by the designated participant only; groups cannot pool expenses and submit them as a single claim. In order to get reimbursed, original receipts must be submitted with claims within 30 days for reimbursement. Claims submitted after 30 days may not be reimbursed.

Single-day registrants are eligible to receive the same subsidies for travel, childcare and one night of accommodation. If you require more than one night of accommodation, please contact EVA BC to obtain prior approval.


ACCOMMODATION

Participants travelling more than 65 km one way from their office to the training forum venue are eligible for the accommodation subsidy for up to two nights. Those who have limited travel options may be able to claim an additional night of accommodation. Please contact EVA BC to obtain approval prior to booking.

EVA BC has reserved a block of rooms at the Sheraton Vancouver Airport Hotel in Richmond at a rate of $189/night plus tax. Participants must pay for their rooms up front and submit expense claims for reimbursement after the training forum. Claims must not exceed $189/night plus tax. Private lodging is eligible for reimbursement at a rate of $30/night. Please specify “private lodging” on your claim form.


MEALS

Lunch and refreshments are provided on the days of the training forum. Due to funding constraints, EVA BC is unable to subsidize any additional meals. We hope that your agency is able to cover these costs.


AUTOMOBILE TRAVEL

If you plan to drive instead of fly, please note that mileage will only be subsidized up to the value of an advance, economy plane ticket from the same destination.

Participants traveling more than 32 km one way from their office to the training forum venue can claim mileage subsidy at a rate of $0.43/km.


FERRY TRAVEL

The cost of ferry travel for automobiles and foot passengers is eligible for reimbursement, but ferry reservation fees are not.


AIR TRAVEL

Air travel subsidy is based on seat sale and economy class prices. EVA BC strongly recommends that you/your agency purchase cancellation insurance, as we are unable to offer reimbursements on unused airline tickets. Please note that EVA BC is unable to reimburse you/your agency for the cost of cancellation insurance. Our recommendation for purchase is for your protection only.

Please note that because the Sheraton Vancouver Airport Hotel provides complimentary shuttle service from Vancouver International Airport Main Terminal and South Terminal (please see details under ‘General Information’), taxi expenses between the airport and hotel are not eligible.


CHILDCARE

Please contact the EVA BC office at 604-633-2506 ext. 10 for information about childcare subsidy.


REGISTRATION FEE

The training forum registration fee is not eligible for reimbursement.


Click here to register for ATF 2019!