POLICY TYPE: GOVERNANCE PROCESS
POLICY NO: GP-10
SUBECT: DEC Travel
EFFECTIVE: April 1, 2018
REVISED: April 16, 2019; June 2, 2023
POLICY: District Education Council (DEC) members are entitled to be reimbursed for travel expenses approved by Council. Members are publicly accountable for their expenses. The Government of New Brunswick Travel Policy AD-2801 applies to all DEC travel. To preserve the integrity of the DEC, members must ensure their expenses are modest, appropriate and incurred for activities that are within the mandate of the DEC as outlined in the Education Act, regulations, and Council policies.
Accordingly,
1.0 Requirements for Reimbursement
- Council members must be able to demonstrate that the travel was appropriate and relevant to the DEC mandate. Use the following guidelines to determine if travel qualifies for reimbursement:
- The member must be attending a meeting or event in an official capacity on behalf of the DEC.
- The member should be representing the DEC with an active role such as participating in a meeting, making a speech, or delivering a presentation.
- Travel must be directly related to the work of the DEC. The event or capacity must be connected to the mandate of the DEC under the Education Act, regulations, or to goals and ends established by the DEC in its policies.
- Travel may be claimed for meetings and work undertaken in partnership with the Department of Education and Early Childhood Development.
- Travel to be reimbursed by the Council of DEC Chairs must be preapproved by the DEC Manager.
- Travel and expenses related to professional development for DEC members must be preapproved.
- DEC members must have preapproval for travel expenses outside of the district. This does not apply to DEC Chairs working in their capacity to collaborate with EECD, the Council of DEC Chairs and other jurisdictions.
- Council members must ensure expenses are modest and in line with GNB Travel Policy AD-2801. Members must be able to justify their choice of accommodations and length of stay.
2.0 Claim Process
2.1 An NB Government Travel Expense Summary and Authorization Form (green form) must be completed. Members must calculate the per diem expense and provide original receipts for all other expenses. Receipts should show the method of payment, the item or service purchased, the cost, and taxes paid.
2.2 The DEC Travel Expense Cover Sheet (Appendix A) must be completed and submitted with every claim. This form will help indicate how travel and expenses relate to the mandate and goals of the DEC.
2.3 DEC members must remit expense claims and supporting documentation to the DEC Chair/DEC Secretary within 60 days of incurring the expense. The Chair may waive the deadline in extenuating circumstances.
2.4 All expense claims must be approved by the DEC Chair. The expenses of the DEC Chair are approved by the Superintendent within 30 days of when they are submitted. The DEC Chair or Superintendent may withhold approval of any expense that does not comply with this policy.
2.5 Members who disagree with a decision to approve or reject DEC member expenses may appeal the decision by asking for a vote from the Council.
3.0 Authority
3.1 The Education Act provides the following authority for these guidelines:
36.9(6) A District Education Council may
(d) make rules, not inconsistent with this Act or the regulations, governing its internal procedure and meetings.
32(8.1) A member of a District Education Council may attend and participate in any meeting of a Parent School Support Committee for a school in the school district for which the District Education Council is established.
36.71(2) The Chair and the other councilors of a District Education Council are entitled to be paid travel expenses incurred in relation to the performance of their duties in the name of the District Education Council, as fixed by the Board of Management travel policy guidelines, as amended.
36.9(5) A District Education Council shall
(f) maintain communication links between the District Education Council and the Parent School Support Committees for the schools within the school district, and consult with the Parent School Support Committees with respect to matters relating to the duties of the Parent School Support Committees under this act.
3.2 EECD Policy 113: Remuneration and Reimbursement of Expenses. The DEC will ensure that all DEC member travel is modest, appropriate and related to official Council business.
3.3 Provincial Administrative Manual Policy AD-2801 – Travel Directive
MONITORING:
Method(s): Report by DEC Chair
Frequency: Annually
Month: June
Appendix A
DEC Travel Expense Cover Sheet
| DEC Travel PolicyDEC members are entitled to be reimbursed for travel expenses approved by Council. Members are publicly accountable for their expenses. The Government of New Brunswick Travel Policy AD-2801 applies to all DEC travel. To preserve the integrity of the DEC, members must ensure their expenses are modest, appropriate and incurred for activities that are within the mandates of the DEC as outlined in the Education Act and regulations, and council policies. |
Name: ________________________________________________________________
Travel Date: ________________________________________________________________
Purpose: ________________________________________________________________
Please check all that apply.
□ Meeting, consultation, or appeal organized by the DEC, a PSSC, or Superintendent.
□ Invited to represent the DEC and played an active role in this meeting or event.
□ Meeting or event with EECD or other provincial committees.
□ Preapproved by the DEC Manager and will be reimbursed by the Council of DEC Chairs.
□ Preapproved travel outside the district.
□ Preapproved professional development expenses.
□ Other travel and expenses directly related to DEC mandate. Please explain:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Other relevant information:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Signature: ___________________________________ Date: ________________________