Reimbursement of Expenses

Executive Committee

1. The following expenses incurred by the Executive Committee are reimbursable by the Branch:
   1. reasonable travel, accommodation, and registration fees to attend:
      1. Executive Committee meetings;
      2. meetings and to conduct business on behalf of the Branch;
      3. specified national CBA governance meetings such as the National AGM and Leadership Forum and incoming President’s orientation;
      4. Alberta Law Conferences or other specified Branch events;
   2. reasonable long distance telephone, long distance fax, postage, photocopying and courier charges to conduct business of the Branch;
2. The following expenses incurred by spouses or guests of the Executive Committee are reimbursable by the Branch:
   1. President’s spouse or guest:
      1. reasonable travel, accommodation and guest registration fees to attend the Alberta Law Conferences or other specified Branch events;
      2. reasonable travel, accommodation and guest registration fees to attend specified national CBA governance meetings such as the National AGM and Leadership Forum;
      3. where appropriate, reasonable travel and accommodation to accompany the President while conducting business and attending meetings on behalf of the Branch.
   2. Executive Director’s spouse or guest:
      1. reasonable travel, accommodation and guest registration fees to attend the Alberta Law Conferences or other specified Branch events;
      2. reasonable travel, accommodation, and guest registration fees to attend specified national CBA governance meetings such as the National AGM and Leadership Forum and incoming President’s orientation;
      3. reasonable travel and accommodation for the ASAE CEO Symposium or equivalent;
   3. Vice President’s spouse or guest:
      1. reasonable travel, accommodation and guest registration fees to attend the Alberta Law Conferences or other specified Branch events;
      2. reasonable travel, accommodation and guest registration fees to attend specified national CBA governance meetings such as incoming President’s orientation;
      3. reasonable travel and accommodation to attend the ASAE CEO Symposium or equivalent;
   4. Treasurer’s, Secretary’s and Past President’s spouse or guest:
      1. reasonable travel, accommodation and guest registration fees to attend the Alberta Law Conferences or other specified Branch events.
3. The following guidelines are intended to assist Executive Committee members in submitting expense claims:
   1. Executive members are allowed up to $400 for a single Maple Leaf Lounge pass and a Nexus pass application or renewal, supported by original receipts.
   2. Hotels and rooms are selected based on preferred suppliers and best available rates at business class or higher hotels. Alternatives or room upgrades may be selected at the individual’s expense; reimbursement will be at the best available/preferred supplier rate.
   3. Travel reimbursement is only for the days of required business meeting attendance. Executive committee members may opt to travel the night before if the meeting begins at 9 am or earlier or if flight connections are not available. If meetings end later than 4:30 pm and the travel time is more than two hours, then an overnight stay may be approved.
   4. Car rentals are not included although exceptions may be made related to least expensive travel alternatives.
   5. The CBA does not reimburse golf fees or other optional activities.
   6. For attendance at other legal community events:
      1. The Branch will generally buy a table of up to 8 for both the Edmonton Bar Association Judges Dinner and the Calgary Bar Association Judges/QC Dinner, and other special milestone events. All available Executive members attend, with extra seats being offered at the Executive Director’s discretion to other volunteers.
      2. For other community legal events to which the CBA receives invitations, the most senior Executive member living in that community is the first choice to attend as the CBA representative, and if they are unavailable, the order of seniority is followed. A second ticket may be secured for, in order of preference: a fellow Executive member, a CBA volunteer, or a spouse.
   7. The President, if invited to other western Canadian Branch Mid-Winter meetings, may have registration, reasonable travel and accommodation covered.
4. The Executive Director may specify additional events or expense coverage or make exceptions to this policy when it is considered to be in the best interests of the Branch.