Board policy manual & workplace conduct - Kingston General Hospital

ISSUED BY:AUTHORIZED BY:CATEGORY:COMMITTEE:KGH Board of DirectorsKGH Board of DirectorsBoard EffectivenessArticle B: Governance ProcessGovernanceNUMBER: V-B-8ISSUE DATE: April 2010REVISION DATES: May 2011REVIEW DATE: April 2011PAGE: 1 of 1SUBJECT:REIMBURSEMENT OF DIRECTOR & NON-DIRECTOREXPENSESMembers of the Board of Directors and non-Director (external members) will be fairly andreasonably compensated for out-of-pocket expenses incurred while traveling on approvedKingston General Hospital Board-related business. The CEO and/or Board Chair are requiredto pre-approve all travel requests.1. Directors/non-Directors will be reimbursed for expenses associated with attendance atBoard meetings, committee meetings, and general and annual Membership meetings inaccordance with this Policy.2. Directors/non-Directors are encouraged to attend meetings, conferences, andeducational events as reasonably required to properly discharge their duties.Directors/non-Directors will be authorized to attend meetings, conferences andeducational events based on the annual Board work plan for ongoing education and willbe reimbursed for expenses associated with these events according to this policy.3. A Director/non-Director who live in excess of 100 kms from Kingston General Hospital(round trip) will be paid the same mileage rate as paid to those employees of KingstonGeneral Hospital and will be paid for all distances necessarily traveled to dischargehis/her duties calculated from the Director’s home location.. If the individual travels byrental car, train or plane, a receipt is required and the actual rental fee, train fare orplane fare will be reimbursed. An attempt should be made to use the most economicalmeans of travel with due regard for convenience which includes car-pooling.4. A Director will be reimbursed for his/her registration costs unless the registration fee hasbeen paid in advance by Kingston General Hospital or another entity. In order to obtainreimbursement for registration fees, a receipt is required.5. A Director attending a meeting, convention or seminar will be reimbursed for allreasonable expenses while traveling to and from the event and during the event inkeeping with KGH’s administrative travel policy for employees. In order to obtainreimbursement for registration fees, receipts are required.6. A Director may be asked by Kingston General Hospital to be a Board member of anotherprovincial organization. That Director may, upon Board approval, be reimbursed forexpenses incurred in attending meetings of that Board in accordance with this Articleproviding the expenses are not covered by the provincial association.