On September 14, 2009, the Ontario Government announced new accountability measures for business expenses under the Public Sector Accountability Act. This page provides information on the YMCA's travel and hospitality expense procedures. The standards for reimbursement of expenses in the YMCA travel policy include:

• Donor and member dollars are used prudently and responsibly with a focus on accountability and transparency.

• Expenses for travel, meals and hospitality support YMCA objectives.

• Plans for travel, meals accommodation and hospitality are necessary and economical with due regard for health and safety.

• All expense claims are subject to oversight and approval and are reimbursed only if the expense is appropriate and reasonable.

Guiding Principles

The YMCA of Greater Toronto is committed to ensuring that all expenses incurred on behalf of the Association are consistent with the Association value of responsibility, and reflect our commitment to transparency and sound stewardship of Association resources.

Procedures

This applies to volunteers and staff.

SVPs/VPs are accountable for ensuring employees and volunteers within their responsibility area are aware of and abide by procedures, and that they exercise sound business judgment within the requirements below.

Employee expenses incurred in the course of performing duties for the YMCA of Greater Toronto will be reimbursed according to the following rules:

• Travel (within and outside the GTA) should only be undertaken when it is the best method to accomplish the Association's objectives and other options for meetings are considered before travel is approved, including audio or video conferencing.

• Travel must be pre-approved by the appropriate level within the organization depending on the location of the travel as indicated in the Required Reading section of this procedure.

• In order to be eligible for reimbursement, all expense claims within established limits and time periods must be submitted with original receipts approved by appropriate signing authorities.

• The most cost-effective accommodation or method of travel should always be chosen.

Receipts must be submitted for reimbursement within a month following an employee's departure from the YMCA of Greater Toronto.

Travel, Meals and Hospitality Expense Procedure (PDF 31KB)