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Expense Form for Members of Advisory Committees and Task Forces

This page provides information on the administration and requirements for submitting expenses. On the next page we'll ask for your information, and after that you'll be asked to provide information on your expenses.

Application Assistance

The City of St. Catharines is an equal opportunity employer committed to inclusive, barrier-free work environments. We will accommodate the needs of individuals under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the expense form submission process. If you require assistance with this form, or would like to submit in an alternative format, please contact the Office of the City Clerk (clerks@stcatharines.ca).

Eligible Expenses

Child Care Expenses
Child Care expenses for one or more child(ren) between newborn and 12 years of age incurred to attend official meetings are eligible to a per hour maximum of the hourly minimum wage as set by the Province of Ontario. Time eligible for reimbursement will be calculated by the length of attendance at a meeting, plus a maximum of 15 minutes of travel time in each direction.

Specialized Dependant Care Expenses
Specialized Dependant Care Expenses (for persons with exceptional needs) incurred to attend official meetings are eligible to a maximum of $40.00 per hour. Time eligible for reimbursement will be calculated by the length of attendance at an official meeting, plus a maximum of 15 minutes for travel time in each direction.

A certificate signed by a health practitioner is required to be eligible for reimbursement of Specialized Dependent Care Expenses. Existing certificates obtained for other purposes may be sufficient documentation. The member should consult with the staff liaison prior to obtaining a certificate.

Travel-Related Expenses - Public Transit / Paratransit
Reimbursement for Public Transit and Paratransit fares is solely for single-use or cash fares paid. The Policy does not reimburse the expense of purchasing monthly passes or multi-ride cards; however, rides used on multi-ride cards may be eligible.

  • A bus transfer or time-stamped multi-ride card must be provided as proof of payment for a Transit fare.
  • If you are submitting for this expense, you will be asked to upload a photo or photocopy of the bus transfer or time-stamped multi-ride card. Be certain to retain the original copy until after your claim has been processed by the City.
  • For paratransit fares, a copy of the confirmation of ride, or approved alternative documentation, must be provided as proof of payment.

As an accommodation for Members with mobility limitations who would ordinarily take Paratransit, reimbursement of an AccessibleTaxi or Private Transportation Company fare will be provided if the Member is unable to secure Paratransit due to availability of Paratransit. Members are expected to take all reasonable steps to arrange for Paratransit. Proof of payment must be provided.

Travel-Related Expenses - Mileage
Members who are required to travel to sites as part of their work on an advisory committee or task force may be eligible to be reimbursed for mileage, at the same rate as paid to City employees. These expenses should be discussed in advance with the staff liaison to confirm eligibility.

Mileage to attend official meetings is not an eligible expense.

Members are expected to consider the most economical modes of travel as may be practical for their particular situation.

I have read and understand the eligible expenses for members of Advisory Committees and Task Forces
 

Requirements for Submitting Expenses

  • Expense claims can only be submitted using this form.
  • Expenses can be submitted for up to three meetings, per form.
  • To be eligible for reimbursement, the expenses must have occured as part of a meeting that occured within the submission timeline noted on the City's website.
  • If you have expenses for multiple Advisory Committees or Task Forces you must submit a separate form for each Advisory Committee or Task Force.
  • Expense forms must be completed in full in order to be accepted. The last page of this form is a "Thank You" page. When you see the "Thank You" page it means you have successfully completed the form. In addition, upon successful completion of the form you will receive an email with a copy of your submission. If you receive this email it also means your form was successfully submitted.
  • The City's website notes the submission deadlines. Expenses must be received prior to 11:59 pm on the date expenses are due. 

Members of Committee of Adjustment and Property Standards Committee - Mileage Expenses
Members of the Committee of Adjustment and Property Standards Committee are not required to use this form to submit a claim for their mileage as those expenses are prepared and submitted through a separate process.

I have read and understand the requirements for submitting expenses as noted above
 
I acknowledge that I am responsible for submitting my expenses based on the timeline listed on the City's website and that expenses cannot be submitted outside of these dates
 

Compliance with the Expense Policy

Misuse of the City's Expense Policy for Advisory Committee and Task Force Members, including submission of fraudulent claims, may result in any or all of the following actions:

  • Refusal to reimburse the Member for the claimed expenses.
  • The Member being ineligible to submit claims in the future.
  • The Member reimbursing the City for such claims and any related costs.
  • The Member being removed from any or all advisory committees, task forces, sub-committees or boards.
  • The incident being referred to the appropriate authorities for potential legal action.

As noted in the Expense Policy for Advisory Committee and Task Force Members, the City reserves the right to review and / or refuse any expenses submitted by a Member, with reasonable cause and justification.

I acknowledge that expenses incurred and submitted for reimbursement are for purposes permitted under the City's Expense Policy for Advisory Committee and Task Force Members and that misuse of the policy may result in any or all of the actions noted above
 
I acknowledge that the City reserves the right to review and / or refuse any expenses submitted by a Member, with reasonable cause and justification.
 

Reporting of Expenses 

In accordance with Section 284(1) of the Municipal Act, 2001, an itemized statement of the expenses paid to each Member will be submitted to Council annually. This report will be publicly available and will contain information including Members' names, types of expenses claimed and amounts.

I acknowledge that information about my claim(s), including my name, expense type and amounts, will be publicly reported.
 

Personal information, as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), collected in connection with the submission of expenses as a member of an advisory committee or task force, will be used solely for purposes related to the processing, administration and disbursement of funds related to expenses incurred as a member of an advisory committee or task force. By providing your information, you acknowledge that all personal information submitted to the City of St. Catharines is being collected under the authority of the Municipal Act and is subject to disclosure under the Municipal Freedom of Information Act (MFIPPA). Questions about this collection, use and disclosure of this personal information may be directed to the Corporate Records Coordinator at 905-688-5601 ext. 1504.

Read the Expense Policy for Advisory Committee and Task Force Members



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