Submitting Your Expense Claim
Use the proper claim form
Obtain an authorizing signature
The Claimant’s signature is required on the claim form as well as the Authorizing Signature.
The Executive Assistant /Chief of Staff, as delegated by the Minister, is responsible for approving and authorizing the expense claims. The Minister authorizes the E.A./Chief of Staff’s expense claims and can authorize their staffs’ expense claims if the E.A./Chief of Staff is not available. A Minister or P.A. cannot authorize their own expense claims.
The senior person as delegated by an Opposition leader is responsible for approving and authorizing the expense claims. The Opposition leader authorizes the designated person’s expense claims and can authorize their staffs’ expense claims if the designated senior person is not available.
Provide detailed information to support the business purpose of the expense
The purpose of providing this information is to be able to identify expenses related to certain events in the future.
- “Accompanied Minister for opening ceremony of ABC Hospital”
- “Hospitality lunch with government stakeholders to discuss XYZ impact”
“Government Business/Ministry Business”
“Meal while traveling”
“Late night working dinner”
“Working breakfast/lunch/dinner re: “health issues/education issues”
Provide all supporting itemized receipts
Clear, legible copies of itemized receipts are required for all expenses being claimed, with the exception of meals.
Meals - receipts not required.
Ensure the correct meal rates have been claimed
Claimant should only claim the following meal rates, unless there is a justified exception.
Breakfast = $10.00
Lunch = $12.50
Dinner = $22.50
Supporting documentation together with a receipt for any exceptions should be included with the claim.
Ensure you are only claiming for reasonable gratuities
Examples of reasonable amounts for gratuities include:
Up to 10% on a taxi fare
Provide 'To and From' information for all travel, including taxis
Provide means of travel to and from all destinations, even if no claim was made. e.g travelled to airport in Minister’s car, travelled with family. If claiming for taxi or mileage, ensure the “to and from” information is documented.
Document explanations for expenses that may need clarification
Provide explanations on the claim for items that may require clarification.
e.g. Advise why a particular hotel was chosen, if the amount is greater than that offered in the federal accommodation database.
Advise the reason a mid size-vehicle was rented as opposed to a compact car.
PDF versions are available below: