Entertainment Expenses Policy

Policy Statement

Employees who incur expenses when entertaining persons with whom Government conducts business will be reimbursed entertainment expenses as outlined in this policy.

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Application

This policy applies to all employees of Government departments.

Bargaining unit employees should also consult their respective collective agreements and the provisions of the collective agreement shall prevail.

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Definitions

Entertainment the provision of food, drink and/or other forms of hospitality (i.e., musical entertainment, tours, etc.) to persons with whom government business is being conducted

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Responsibilities

Department
It is the responsibility of individual departments to:

  • maintain approval of entertainment expense requests at the Deputy Minister level;
  • review and, where appropriate, approve entertainment expenses for employees;
  • refer, where required, requests for entertainment expenses to Treasury Board;
  • ensure entertainment expenses are in keeping with the mandate of the department; and
  • ensure that the Minister is apprised in a timely manner of significant entertainment expenditures.

Employee
It is the responsibility of employees to:

  • ensure that entertainment expenses to be incurred are in accordance with this policy;
  • request approval of entertainment expenses from the Deputy Minister in advance, where possible; and
  • submit all required receipts.

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Entertainment Expense Limits

Employees may incur entertainment expenses, within or outside the province, up to $200 per day (including taxes and gratuities) with the prior approval of the Deputy Minister. Entertainment expenses in excess of $200 per day, require the prior approval of Treasury Board.

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Press Conferences

Coffee, tea, soft drinks and juice may be served at press conferences at the discretion of the Deputy Minister. Where departments wish to host a reception for a limited number of persons following a Ministerial announcement, prior approval of the Deputy Minister is required.

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Office Parties

All social events held in government facilities require the prior approval of the Deputy Minister.

All major social events are to be held in suitable locations, such as a building cafeteria, large boardroom or rented outside facilities.

Parties centered around an employee (retirement, promotion etc.) may be held in office areas or departmental boardrooms provided they are of a maximum two hour duration and approved by the Deputy Minister.

Where parties are taking place in government facilities, employees are expected to do reasonable clean-up afterwards.

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Government Sponsored Events

Deputy Ministers may approve expenditures for the following events, subject to the availability of funds:

  • events related to trades shows, delegations or trade missions where the cost does not exceed $7,500;
  • expenditures incurred by the Protocol Division, Intergovernmental Affairs Secretariat for the hosting of visiting dignitaries and diplomats; and
  • events such as receptions, dinners, press conferences, luncheons etc. up to a maximum of $2,500 per event.

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In-Service Training

Deputy Ministers may authorize expenditures related to in-service training expenses, provided sufficient departmental funding exists and meal and transportation costs are within the limits of this policy.

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Last Policy Update: March 15, 2000