Ontario Expense and Procurement Directives – Their impact on Queen’s

In 2011 the Ontario government established new directives for open, fair and transparent financial practices at all Broader Public Sector (BPS) organizations, including Queen’s.   All BPS organizations must comply.

Accordingly, some Queen’s University policies have changed and the changes, including those outlined below, are effective April 1, 2012.   The revised policies were approved by the Vice Principals’ Operations Committee after consultation with Deans and Business Officers.

Changes to the Travel Policy

Among changes to the travel policy:

• the mileage rate for using a personal vehicle while traveling on Queen’s business has increased to 55 cents per kilometer;
• itemized receipts are required for all expenses including meals.  Meal per diems are no longer allowable for travel claims; and
• a maximum reimbursement remains in effect. It has been increased to the Treasury Board rates with a current daily maximum of $70.25 ($71.30 effective April 1, 2012).

New Hospitality Policy

A new hospitality policy outlines eligible expenses for business entertainment and required approvals. Among them:

• alcohol purchases will be reimbursed if the expense is reasonable, based on sound judgment, and contributes to entertaining a group that includes individuals who are not Queen’s employees or students;
• alcohol purchases for employee/student only meals or events must be pre-approved in writing by the Dean, Vice-Principal or Principal; and
• personal University Club memberships will not be reimbursed.

Changes to Procurement Policies

Under the revised policy:

• a consultant is a person or entity that under an agreement, other than an employment agreement, provides expert or strategic advice and related services for consideration in the process of decision-making;
• consulting services are expert or strategic advice presented for consideration in the process of decision making;
• three quotes for all consulting services of any value must be submitted on a PeopleSoft Purchase Requisition with three quotes or a sole source form attached;
• Consulting services and non-consulting services over $100K must have a formal, open tendering process carried out. This will be facilitated by Strategic Procurement Services.
• hospitality expenses cannot be itemized and paid as part of a consulting contract.  Queen’s cannot reimburse consultants or contractor/professional services for hospitality, incidental or food expenses. Allowable expenses must be listed in the contract with the consultant or contractor;
• the per transaction limit on the procurement card is increased to $5,000; and
• purchase orders are required for purchasing goods and services over $5,000.

Useful links

BPS Expenses Directives
http://www.fin.gov.on.ca/en/bpssupplychain/documents/bps_expenses_directive.html

BPS Procurement Directive
http://www.fin.gov.on.ca/en/bpssupplychain/documents/bps_procurement_directive.html

Travel Policy
http://www.queensu.ca/financialservices/policy/newtravelpolicy/Travel_and_Related_Expenses_Policy_FINAL_R2.pdf

Hospitality Policy
http://www.queensu.ca/financialservices/policy/hospitality/Hospitality_Policy_FINAL.pdf

Perquisites Policy
http://www.queensu.ca/financialservices/policy/perquisitespolicy/Perquisites_Policy_FINAL_Nov_2011.pdf

Procurement Policy
http://www.queensu.ca/procurement/policies/Procurement_Policy_FINAL.pdf
 
Procurement Card Policy
http://www.queensu.ca/procurement/policies/Procurement_Card_Policy_FINAL.pdf
 
Frequently Asked Questions
http://www.queensu.ca/financialservices/policy/faq/Policy_FAQs_March_2012_Revised.pdf

For further information about changes to university policies please contact:

Financial Services, ext. 32050 http://www.queensu.ca/financialservices/contacts.html

Strategic Procurement Services, ext. 32626 http://www.queensu.ca/procurement/contact.html