Policy 3.9 - Business Meeting Expenses

Effective Date: 13-July-01
Responsible Branch: Financial Management Branch

Management Services Volume Table of Contents | Amendment Log

Scope

This policy defines the standards established by government policy for business meeting expenses that may be charged to the Ministry.

Policy

Business meeting expenses may be charged to the Ministry provided that:

• the expenses are necessary for conducting government business
• the expenses are reasonable and in accordance with travel per diem rates established by the Treasury Board and union agreements
• the nature of the expenses are consistent with the government policy on Standards of Conduct for employees

A summary of allowable business expenses is provided in table form on the last page of this policy.

Human Resource events (e.g., Reward and Recognition, Safety Awards) are not included in the scope of this policy.

Prior Approval for Expenses

All expenses associated with a business meeting must be included in an application for approval (Business Expense Approval Form, FIN 215).  The only exception is expenses for employee travel which should be submitted on a Travel Voucher (FIN 10).

Approval must be obtained before a commitment or expenditure is made or the meeting is held.

Spending authorities must clearly identify the nature of the costs on the approval form (particularly meal costs, and if allowable, alcohol costs).

Business Meeting Accommodation

Teleconferencing and video-conferencing shall be considered before arranging meeting room facilities.

Government-owned facilities, as listed by the Travel Smart Program of the Purchasing Commission shall be utilized prior to seeking private meeting facilities if a meeting room is required.

The Purchasing Commission's Business Travel Guide shall be used to find a Business Meeting Centre if a private meeting facility is required.
Total costs, including transportation, accommodation, meeting room rentals, meals, and audio/visual equipment and other meeting expenses, shall be considered when selecting a meeting location.

Where meeting costs are anticipated to exceed $1,000 (excluding transportation costs) a bid request shall be issued to a minimum of three Business Meeting Centres listed in the Purchasing Commission's Business Travel Guide.

Headquarters Meetings

Meals inside headquarters (for meeting participants) are business meeting expenses and must be approved in accordance with this policy.

Business Meeting Classes

There are three classes of business meetings:

Class I:

provincial or ministry-hosted meetings primarily involving government organizations and employees.

Class II:

provincial or ministry-hosted meetings with organizations and individuals outside of government.

Class III:

provincially-hosted functions arranged and sponsored by the Ministry of Government Services, such as Long Service Award ceremonies, and visits from the Royal Family or heads of state.

Business meeting expenses will be approved in advance by the appropriate approval authority.  The approval authorities are delegated by the Deputy Minister to specific positions and restricted to dollar limits.  These authorities are outlined in the Expenditure Management Procedures Manual

Class I Business Discussions

Class I business discussions are provincial or ministry-hosted meetings primarily involving government organizations and employees.

Business Meals:

When a business meeting does not adjourn for the meal period, meals brought into the meeting are an allowable expense.

 

Where food service facilities are not readily available:

• refreshments (coffee, tea, juice) and light snacks (muffins, doughnuts) may be served for meetings of four hours or longer
• refreshments only may be served for meetings of less than four hours

Meal expenses incurred in a restaurant will not normally be an allowable expense, particularly if only public servants are involved.  These meal expenses will only be approved in extraordinary circumstances.

Alcohol:

Alcohol is not an allowable expense.

Spouses:

Expenses for spouses are not allowable.

Employee Retirement/Transfer:

Functions for employee retirement or transfer (to another ministry) are not allowable expenses.

Class II Business Discussions

Class II business discussions are meetings with individuals or persons associated with other governments or private sector organizations.

Business Meals:

When it is not practical to bring food into the meeting, business discussions may continue away from the meeting area during the meal period.

Meals associated with meetings of business organizations related to government business (e.g., BC Wildlife Federation, Council of Forest Industries) are allowable expenses if attendance is required by the employee's supervisor.

Alcohol:

Alcohol is an allowable expense in exceptional circumstances.  On occasions where wine will be provided, it is government policy to serve British Columbia wine.

Spouses:

Expenses for spouses are not allowable.

Employee Retirement/Transfer:

Functions for employee retirement or transfer (to another ministry) are not allowable expenses.

Class II Hosting Events

For the purpose of this policy, hosting events are program-related protocol events.  Class II hosting events are those which host federal or provincial counterparts or foreign government missions or delegations.

Business Meals:

All meals and receptions are allowable expenses.

Alcohol:

Alcohol is an allowable expense when served with formal meals (lunch and dinner) and formal receptions.  On occasions where wine will be provided, it is government policy to serve British Columbia wine.

Spouses:

Expenses for spouses may be allowed if the spouse is formally representing the government.  Written invitations must be approved in advance by the Deputy Minister.

Employee Retirement/Transfer:

Functions for employee retirement or transfer (to another ministry) are not allowable expenses.

Class III Hosting Events

Class III hosting events are provincially-hosted protocol functions arranged and sponsored by the Ministry of Government Services.  They include such events as Long Service Award ceremonies, and visits from the Royal Family or heads of state.

Business Meals:

All meals and receptions are allowable expenses.

Alcohol:

Alcohol is an allowable expense when served with formal meals (lunch and dinner) and formal receptions.  On occasions where wine will be provided, it is government policy to serve British Columbia wine.

Spouses:

Expenses for spouses may be allowed if the spouse is formally representing the government.  Written invitations must be approved in advance by the Deputy Minister.  The Ministry of Forests will pay for approved spousal expenses.

Employee Retirement/Transfer:

Expenses for occasions specifically provided for in personnel policy issued by the Public Service Employee Relations Commission are allowable (e.g., Long Service Awards ceremonies).

References

• Expenditure Management Procedures Manual
• Financial Administration Procedures Manual (FAPRO), s.4
• General Management Operating Policy (GMOP), s.7
• Ministry Policy Manual, Revenue and Corporate Services, 5.4, Rewards and Recognition
• Standards of Conduct Policy, Public Service Employee Relations Commission (PSERC)
• Purchasing Commission's Business Travel Guide

Business meeting expenses may be charged to the Ministry provided that:

• the expenses are necessary for conducting government business
• the expenses are reasonable and in accordance with travel per diem rates established by the Treasury Board and union agreements
• the nature of the expenses are consistent with the government policy, Standards of Conduct