Corporate Expense Reimbursement


To provide eligible employees with spending guidelines while conducting TVCC business in the most efficient and cost effective manner. This policy applies to all TVCC expenses incurred by staff related to all programs and all sources of funding.

Reimbursable business expenses must be:

  • Work related
  • Modest, appropriate and reasonable
  • Balanced among economy, health and safety, and efficiency of operations
  • Submitted in a timely fashion, and in the form and manner outlined in this and related policies

Staff must obtain the authorization of their Director/Manager prior to incurring any expenses for which they require reimbursement. If approved, the following expenses will be reimbursed to staff.

1. Travel

  • Includes mileage, rental vehicles and fuel, parking, tolls, public transportation including taxi, air, train and bus.

See policies Travel - Mileage and Travel - Not Mileage policy for details.

2. Meals

  • Includes reasonable costs for meals of up $45 per day. There will be no reimbursement for alcoholic beverages.
  • Meal caps as follows:
    - Breakfast $10.00
    - Lunch $12.50
    - Dinner $22.50

See Travel - Not Mileage policy for details.

3. Accommodations

  • Includes reasonable hotel, motel and other accommodation expenses

See Travel - Not Mileage policy for details.

4. Hospitality

  • Includes reasonable costs for provision of food, beverage, accommodation, transportation and other amenities to people who are not engaged to work for:
    a) Designated Broader Public Sector (BPS) organizations (including TVCC employees); or
    b) Any of the Ontario government ministries, agencies and public entities covered by the OPS Travel, Meal and Hospitality Expenses Directive (available on the Ministry of Government Services website).

See Travel - Not Mileage policy for details.

5. Staff Recognition

  • TVCC recognition events, such as service milestones, should be designed to recognize, reinforce or promote positive behaviour and performance that support corporate values, goals and objectives.
  • Recognition events do not include staff social events or parties
  • All staff recognition events must be approved by the CEO

6. Professional Development

  • Includes tuition and registration fees paid by the employee that are approved for reimbursement by their Director or Manager and Director, Human Resources.

7. Program supplies

  • Includes items purchased by the employee for use by TVCC as approved by their Director or Manager.

8. Work Boots

  • If you are required to wear safety shoes or safety boots, you will be reimbursed to a maximum of $250 every two years upon providing proof of purchase of a pair of approved safety shoes or safety boots.

Expenses that will not be reimbursed include but are not limited to:

  • Expenses resulting from unlawful conduct
  • Traffic and parking violations incurred while driving on TVCC business
  • Recreational purposes (e.g. video rentals, mini-bars, entertainment, etc.)
  • Consumable supplies used by staff working at home
  • Personal items not required to conduct TVCC business
  • Social events that do not include hospitality as described in Travel - Not Mileage
  • Alcoholic drinks, unless as described in Travel - Not Mileage
  • Hotel expenses incurred because of failure to cancel
  • Personal credit card fees including late payment charges