1.0 Policy Statement
2.0 Application
3.0 Definitions
4.0 Responsibilities
5.0 Entertainment Expense Limits
6.0 Press Conferences
7.0 Office Parties
8.0 Government Sponsored Events
9.0 In-Service Training
1.0 Policy Statement
| 1.1 |
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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2.0 Application
| 2.1 |
This policy applies to all employees of Government departments. |
| 2.2 |
Bargaining unit employees should also consult their respective collective agreements and the provisions of the collective agreement shall prevail. |
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3.0 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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4.0 Responsibilities
| 4.1 |
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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| 4.2 |
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.
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5.0 Entertainment Expense Limits
| 5.1 |
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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6.0 Press Conferences
| 6.1 |
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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7.0 Office Parties
| 7.1 |
All social events held in government facilities require the prior approval of the Deputy Minister. |
| 7.2 |
All major social events are to be held in suitable locations, such as a building cafeteria, large boardroom or rented outside facilities. |
| 7.3 |
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. |
| 7.4 |
Where parties are taking place in government facilities, employees are expected to do reasonable clean-up afterwards. |
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8.0 Government Sponsored Events
| 8.1 |
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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9.0 In-Service Training
| 9.1 |
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
