Rules and Procedures on Attending Conferences and other Events Organized by External Parties

Effective Date: October 26, 2016
Responsibility: Executive Vice-President and Chief Financial Officer

STATEMENT OF POLICY

Conference: A convention, seminar, symposium or other formal gathering, which is usually organized by a third party external to CBC/Radio-Canada, where participants debate or are informed of the status of a discipline related to CBC/Radio-Canada business (e.g. journalism, technology, management). Business meetings and training seminars or courses are not considered conferences.

Other events organized by an external party might include events such as galas, screenings, award ceremonies etc.

Conferences and other external events provide unique opportunities for exchange, debates or discussion of specialized or professional information, or recognition within an industry and benefits include establishing or maintaining relationships necessary to conduct the business of the Corporation.

CBC/Radio-Canada pays for or reimburses conference or other events costs when an employee’s attendance is a requirement of the position he/she occupies or is beneficial in carrying out the employee’s duties.

Where travel is required, the Rules and Procedures on Business Travel must also be applied.


OTHER DEFINITIONS

Multiple-to-one Credit Card: A corporate, not individual, credit card used for business-related activities such as conferences, catering, large group hotel bookings and multiple vehicle rentals.

RULES AND PROCEDURES

Minimizing conference and other event costs should be considered, including the appropriate number of attendees, the frequency and the location. All expenditures must follow good business practices.

  1. Prior to registering for a conference, employees must submit a pre-approval request (Travel, Conferences, and Events Pre-Approval form) to their Component Executive Director/General Manager or Vice-President (if no Executive director/General Manager). This request must include:

    1. Date of the conference;
    2. Location of the conference;
    3. Business purpose of attending the conference or event;
    4. Names and departments of all participants (Note: A combined request must be made if more than one employee is attending the same conference or event);
    5. Total estimated cost of attending of the conference or event (i.e., registration fees and travel costs, where applicable).
    6. Approval to stay at the conference or event facility (if more economical/practical than a preferred hotel, when all other costs are considered). Travellers may bypass using the designated travel service provider if the conference or event hotel rate is more economical.
  2. Where an individual credit card may be used for payment, corporate credit card holders must charge conference fees to their corporate credit card.charge registration fees to their corporate credit card.
  3. Employees submitting claims must ensure that the claims include:
    1. Date;
    2. Purpose of the conference or event;
    3. Names and department of all participants;
    4. Supporting documentation for the claim, including original vendor receipts;
    5. Proper coding;
    6. Approved Travel, Conferences, and Events Pre-Approval form, where applicable; and
    7. Approved Employee Expense Reimbursement Exception form, where applicable;
  4. Managers approving expense claims for conference or event fees and related travel must ensure that these Rules and Procedures have been followed.
  5. Where conferences or events are paid by invoice or a multiple-to-one credit card, all relevant approved form(s) must be attached in the online approval portal or submitted with the multiple-to-one credit card statement.
  6. Any exceptions to these Rules and Procedures must be pre-approved by the Component Vice-President using the Employee Expense Reimbursement Exception form.

TOOLS

INQUIRIES

All questions pertaining to the interpretation or application of these Rules and Procedures should be referred to the Office of the Controller or politique.finance.policy@cbc.ca.

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