Directive Name: Employee Expense Claims and Hosting Guidelines Page 3 of 4Date Issued: November 2005Originator: Finance and Administration
1. Hospitality, extended on the behalf of Capital Health, shall be accomplished in the mosteconomical and appropriate manner. Pre-approval from VP/COO or equivalent (Level 4) isrequired if circumstances warrant any deviation from this policy.2. Hospitality may be extended when employees participate in departmental meetings to planprogram-oriented work, advisory committee meetings, etc. Hospitality should not be paid forin regards to meetings of close colleagues working together on a regular basis. However,meals provided during meetings are allowable provided these are reasonable.3. Hospitality may be extended to Non Capital Health employees, under the followingcircumstances:(a) when discussions of organizational importance are held with persons who are notCapital Health employees, including interviews with persons who are beingconsidered for recruitment into the organization, members of the government,industry, public interest groups, unions, seminars, or other events/meetings as maybe determined by COO/VP or equivalent (Level 4);(b) when Capital Health sponsors formal conferences, (as defined in the
Staff Development Policy
), and other government, health, and business groups arerepresented;(c) when a person who is not a Capital Health employee renders services withoutremuneration; or(d) when an event (e.g. opening of a major Capital Health project) takes place attendedby distinguished members of government, private sector, or both.(e) With pre approval from COO/VP or equivalent (Level 4), hospitality may take onother forms.4. The following are guidelines for selection of location to host a hospitality function:(a) All centers and departments must first use Capital Health owned facilities when theyare appropriate and available.(b) Off site facilities should be chosen based on their cost effectiveness. This meansthat the facility costs should be competitive with other off site facilities that canaccommodate the type of engagement undertaken.(c) Private residences require prior approval from VP/COO or equivalent (Level 4).
Hosting expenses require the following pre-authorization
Claims over $1,000 - approval of the appropriate COO/VP or equivalent (Level 4).
Claims over $10,000 - approval of the appropriate COO/VP or equivalent (Level 4)and President (Level 2).Definitions:Hospitality Function
the provision of a reception/meeting offering refreshments, meals andsometimes entertainment to guests and staff.