Frequently Asked Questions
A detailed meeting agenda will be circulated two weeks prior to the event.
Following our event, if applicable, please fill out the expense report for our Senior Accountant, Jane Lang at lang@vcp-vdc.ca.
Please save all your receipts to be eligible for reimbursement.
Reimbursement of Participants’ Expenses
| Item | CPCoE Coverage | Attendee’s Responsibility |
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| Hotel Room |
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| Air Travel |
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| Ground Transportation |
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| Meals |
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Summary
CPCoE will reimburse participants’ cost of travel to attend the 2022 Annual Stakeholders Conference in Montreal, QC from Monday, October 3 to Tuesday, October 4, 2022. Reimbursable costs include travel (from the city of origin to Montreal and return) and per diem for meals which are not provided.
Travel by Air
Air travel will be booked through Heming Group travel agency. Fares will be charged directly to the Heming Group account and paid by Heming Group. Participants will be responsible for any fees and extra costs incurred if they request changes to travel booked after July 2, 2022, except in emergency. CPCoE will reimburse fees for one piece of checked baggage per person per flight.
CPCoE will reimburse reasonable taxi cost for travel to and from Montreal-Pierre Elliott Trudeau International Airport with official receipts including proof of payment.
Travel by Train or Bus
When travelling by train or bus, participants are responsible to book their own travel and to submit to CPCoE for reimbursement official receipts including proof of payments.
Travel by Automobile
CPCoE will reimburse participants for use of personally owned vehicle at the rate of 61 cents per kilometer. An expense report or a travel summary is required including dates, kilometers traveled and destinations.
Toll transportation costs will be reimbursed based on proof of toll charges and official itemized invoice required.
Accommodations
CPCoE will pay the single room rate for up to three (3) nights per attendee at the preferred hotel, Hotel Bonaventure. CPCoE will not cover incidentals, such as phone calls, movies, minibar, laundry or other services, and room upgrades.
Meals
CPCoE will provide meals during business meetings. Meal expenses will not be eligible for reimbursement if meals provided by the organizers are declined.
Reasonable cost for meals while traveling will be reimbursed based on government rates with itemized receipts and proof of payment. If receipts are not available, a per diem meal allowance may be claimed in lieu of actual cost to a maximum of $91.50 per day (including GST/HST and gratuities as per the following: $20.35/breakfast, $20.60/lunch, $50.55/dinner).
Please save all your receipts to be eligible for reimbursement. Send or email receipts along with the expense report provided by the CPCoE finance department below by November 1, 2022. (Include an updated biller form only if information has changed since September 2021).
Jane Lang
413A-175 Longwood Rd South, Hamilton, ON, L8P 0A1
1-833- 644- 4673 ext 2004
COVID-19 Protocol
Please note that this event will follow all COVID-19 policies mandated by the Province of Quebec and the City of Montreal at the time of the event.
All attendees must be fully vaccinated with two (2) approved doses.
Physical distancing will be in effect during meetings and social hours.
Masks will be worn in common areas when physical distancing cannot be maintained as mandated by each event location.
High touch surfaces will be cleaned regularly, and hand sanitizer will be made available to all attendees.
Contact tracing will be enforced if there is a positive case.
We ask all attendees to be diligent in their safety practices in order to keep themselves and other guests safe.
If during the course of the meetings you have any concerns, please do not hesitate to let us know, and we will do our best to accommodate your wishes.
If you have any questions or concerns, please contact gaunce@vcp-vdc.ca