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From: Elizabeth Osier Sent: Friday, February 25, 2011 2:31 PM To: Sandra Chilton Cc: Lisa Ross; Tony Krajnc; Pharey, Patricia Subject: RE: BoG expenses
Those are good suggestions Sandy, thanks. We need to resolve this to his satisfaction very quickly.
Liz
Elizabeth J. Osier, B.A., M.A., L.L.B., ICD.D University Secretary & Associate General Counsel Board of Governors, General Faculties Council and Senate Room 127 Administration Building University of Calgary, T2N 1IM4 Telephone: (403) 220-6138 Facsimile: (403) 284-5245
Confidentiality Warning: This message and any attachments are intended only for the use of the intended recipient(s), are confidential, and may be privileged. If you are not the intended recipient, you are hereby notified that any review, retransmission, conversion to hard copy, copying, circulation or other use of this message and any attachments is strictly prohibited. If you are not the intended recipient, please notify the sender immediately by return e-mail, and delete this message and any attachments from your system.
From: Sandra Chilton Sent: Friday, February 25, 2011 2:29 PM To: Elizabeth Osier Cc: Lisa Ross; Tony Krajnc; Pharey, Patricia Subject: BoG expenses
Hi Liz;
Trish from Doug Black's office called me this afternoon about finding a better process to reimburse Mr. Black for the expenses he incurs while doing business for the U of C.
She said he has some U of C business travel planned in the near future and will obviously be incurring expenses. We did one expense claim for him late last year and the process we found for Non-Employee expenses claims was time consuming and labour intensive. It was also slow in getting Mr. Black reimbursed as the claim was first electronically submitted from this office, the physical paperwork then sent to his office for his signature and then the paperwork had to come back here for further authorization and to be submitted to Accts Payable.
One suggestion was to look into getting a P-Card for him and Tony was kindly looking into that for us. However, Trish indicated that might not be the best solution for him as he may not have the card with him at all times and would be left instead having to expense the claim again.
We need to find a solution to this and for other BoG members. For Mr. Black, would it make sense to have a standing PO# set up for him as an individual supplier or could he invoice the University? Perhaps at least for flights we could have
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I-3L a travel profile set up for him with Uniglobe and have that billing done automatically to Liz's account 10-68060? Or are there other solutions anyone might have?
Thank you.
Sandy Chilton Office Administrator and Budget Officer
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_H From: Sandra Chilton Sent: Tuesday, March 01, 2011 3:21 PM To: Pharey, Patricia; Elizabeth Osier Cc: Anjela Li Subject: RE: BoG expenses
Trish - your understanding is correct:
1. You will continue to submit as before -just courier the expenses to my attention.
2. No you don't need to do anything but I need to check with Liz on this. If she has the authority to sign his expense claims then I think we are going to have set up someone else to actually approve them in Peoples oft
3. We will process as received - no month end cut offs are in place
4. I would recommend having the cheque made payable in Mr. Black's name
5. They do require itemized receipts, for example, if there is a lunch meeting we will need both the credit card receipt and the itemized receipt provided by the restaurant. And we also need boarding passes from flights taken. I can send you the travel and expense handbook if you'd like as it details the procedures to be followed.
Not that best solution I suppose but it seems to be the only one that will work
Liz - your thoughts on the approval process? As Jo-Ann Bance is the person who approves all senior executive claims including yours, I would suggest she is the most likely person to approve Mr. Black's expenses in Peoplesoft.
Sandy
From: Pharey, Patricia rmailto:[email protected] Sent: Tuesday, March 01, 2011 3:10 PM To: Sandra Chilton Subject: RE: BoG expenses
So my understanding is ..
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M 1. I will continue to submit as I did previously;
2. Doug will delegate his authority to Liz Osier (is there anything I have to do in this regard?);
3. Do you know if there is a monthly cut-off date for expenses or are they processed as received?
4. Will it be an issue to have the cheque made payable to his numbered company or is it best in his own name?
5. In an effort to avoid rejection of expense submissions, are there any special guidelines I need to know respecting submission, i.e. back-up credit card statements; do any of the attachments require Doug's signature, etc?
Online approval certainly sounds like it will speed things up.
Trish
Patricia Pharey, Assistant to Doug Black, Q.C. and John Goetz
Fraser Milner Casgrain LLP [ www.fmc-law.com
T 403 268 6880 | F 403 268 3100
15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8
This message and any attachments are intended only for the addrcssee(s) and may contain privileged or confidential information. Any unauthorized disclosure is strictly prohibited. If you have received this message in error, please notily us immediately so that we may correct our internal records. Please then permanently delete the original message and any attachments and destroy any copies. Thank you.
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From: Elizabeth Osier Sent: Thursday, March 24, 2011 2:54 PM To: 'Pharey, Patricia' Subject: RE: Just to confirm
Great! We're all done.
Have a good day. Liz
Elizabeth J. Osier, B.A., M.A., L.L.B., ICD.D University Secretary & Associate General Counsel Board of Governors, General Faculties Council and Senate Room 127 Administration Building University of Calgary, T2N 1N4 Telephone: (403) 220-6138 Facsimile: (403) 284-5245
Confidentiality Warning: This message and any attachments are intended only for the use of the intended recipient(s), are confidential, and may be privileged. If you are not die intended recipient, you are hereby notified that any review, retransmission, conversion to hard copy, copying, circulation or other use of this message and any attachments is strictly prohibited. If you are not the intended recipient, please notil'y the sender immediately by return e-mail, and delete this message and any attachments from your system.
From: Pharey, Patricia rmailto:[email protected] Sent: Thursday, March 24, 2011 2:46 PM To: Elizabeth Osier Subject: RE: Just to confirm
Yes, I've booked flights and Delta Hotel.
Trish
Patricia Pharey, Assistant to Doug Black, Q.C. and John Goetz Fraser Milner Casgrain UP | www.fmc-law.com T 403 268 6880 | F 403 268 3100 E patricia.pharev(5)fmc-law.com 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8
This message and any attachments are intended only for the addressee(s) and may contain privileged or confidential information. Any unauthorized disclosure is strictly prohibited, if you have received this message in error, please notify us immediately so that we may correct our internal records. Please then permanently delete the original message and any attachments and destroy any copies. Thank you.
From: Elizabeth Osier rmailto:eosler(Q)ucalqary.ca1 Sent: Thursday, March 24, 2011 2:32 PM To: Pharey, Patricia Subject: Just to confirm
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I have booked Doug in for the Saskatoon Conference - Conference Only - you did flights. H Liz
Elizabeth J. Osier, B.A., M.A., L.L.B., ICD.D University Secretary & Associate General Counsel Board of Governors, General Faculties Council and Senate Room 127 Administration Building University of Calgary, T2N 1N4 Telephone: (403) 220-6138 Facsimile: (403) 284-5245
Confidentiality Warning: This message and any attachments are intended only for the use of the intended recipient(s), are confidential, and may be privileged. If you are not the intended recipient, you are hereby notified that any review, retransmission, conversion to hard copy, copying, circulation or other use of this message and any attachments is strictly prohibited. If you are not the intended recipient, please notify the sender immediately by return e-mail, and delete this message and any attachments from your system.
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/-? From: Elizabeth Osier Sent: Tuesday, April 26, 201111:28 AM To: Sandra Chilton Cc: Andrea Morgan Subject: Re: BoG expenses
Agreed. Consider it done. Will contact Lisa.
Sent from my iPhone
On Apr 26, 2011, at 10:08 AM, "Sandra Chilton" <[email protected]> wrote:
Liz:
No one has gotten back to me on this - can 1 ask you maybe to contact Lisa Ross and escalate this - ideally we should have one person in AP that is responsible for handling his expenses
Tx
Sandy
From: Sandra Chilton Sent: Thursday, April 21, 2011 10:01 AM To: Sena Alipui Cc: Andrea Morgan; Elizabeth Osier; Anjela Li Subject: RE: BoG expenses
Hi Sena;
Further to the many discussions below, I am in the process of completing an expense claim for Mr. Black. Would it possible to have someone in AP assigned the responsibility of handling his claims so that there is one point of contact in our office and one in yours?
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Thanks 1-8
Sandy Chilton
From: Anjela Li Sent: Tuesday, March 01, 2011 4:27 PM To: Sandra Chilton Cc: Sena Aiipui Subject: RE: BoG expenses
Sandy,
To the point (5) below, we might be able to provide you with the detailed check list to facilitate the completion of expense claims and make sure that they comply to all of our requirements. You may want to discuss with our AP Manager, Sena Aiipui (herewith in copy).
Thanks,
Anjela
Thank you and Best Regards,
ANJELA LI, BA, MBA
Director, Supply Chain Management
University of Calgary
Tel: (403) 220 4966
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H From: Elizabeth Osier Sent: Friday, May 06, 20111:34 PM To: Sandra Chilton Cc: Pharey, Patricia Subject: Re: Mr. Black's Expenses
I will call again. Thanks for the heads up.
Sent from my iPhone
On May 6, 2011, at 1:28 PM, "Sandra Chilton" <[email protected]> wrote:
Liz:
Can 1 bother you to ask Lisa Ross to do something about this? I sent an urgent email to invoices @ucalgary.ca yesterday asking when payment can be expected - they are supposed to get back within 24 hrs and its now 24 hrs and 45 mins and I haven't heard a thing. They do not have a contact person -just a central email and phone number and this is taking too long
Tx
Sandy
From: Pharey, Patricia rmailto:[email protected] Sent: Friday, May 06, 2011 1:25 PM To: Sandra Chilton Subject: Mr. Black's Expenses
Hi Sandy,
I just wondered if there is a glimmer of hope on his expenses, specifically the April 12 submission for the dinner at The Ranchmen's Club ($2,220.78). He just received his April statement from the Club with that charge.
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I appreciate how difficult it can be!
HO
Thanks,
Trish
Patricia Pharey, Assistant to Doug Black, Q.C. and John Goetz
Fraser Milner Casgrain U,P | www.finc-law.com
T 403 268 6880 | F 403 268 3100
15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8
This message and any attachments are intended only for the addressee(s) and may contain privileged or confidential information. Any unauthorized disclosure is strictly prohibited. If you have received this message in error, please notify us ininiediately so that we may correct our internal records. Please then permanently delete the original message and any attachments and destroy any copies. Thank you.
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From: Elizabeth Osier Sent: Tuesday, May 10, 2011 4:10 PM To: Sandra Chilton Subject: RE: DB expenses
Even a start will be helpful and then I will dazzle the document with fancy words!
Elizabeth J. Osier, B.A., M.A., L.L.B., 1CD.D University Secretary & Associate General Counsel Board of Governors, General Faculties Council and Senate Room 127 Administration Building University of Calgary, T2N 1N4 Telephone: (403) 220-6138 Facsimile: (403) 284-5245
Confidentiality Warning: This message and any attachments are intended only for the use of the intended recipient(s), are confidential, and may be privileged. If you are not the intended recipient, you are hereby notified that any review, retransmission, conversion to hard copy, copying, circulation or other use of this message and any attachments is strictly prohibited. If you are not the intended recipient, please notify the sender immediately by return e-mail, and delete this message and any attachments from your system.
From: Sandra Chilton Sent: Tuesday, May 10, 2011 4:03 PM To: Elizabeth Osier Subject: RE: DB expenses
I will if you'd like? It will be pretty rough and basic and not very legalese (is that a word??)
From: Elizabeth Osier Sent: Tuesday, May 10, 2011 3:37 PM To: Sandra Chilton Subject: RE: DB expenses
Are you drafting up the note?
Elizabeth J. Osier, B.A., M.A., L.L.B., ICD.D University Secretary & Associate General Counsel Board of Governors, General Faculties Council and Senate Room 127 Administration Building University of Calgary, T2N 1N4 Telephone: (403) 220-6138 Facsimile: (403) 284-5245
Confidentiality Warning: This message and any attachments are intended only for the use of the intended recipient(s), are confidential, and may be privileged. If you are not the intended recipient, you are hereby notified that any review, retransmission, conversion to hard copy, copying, circulation or other use of this message and any attachments is strictly prohibited. If you are not the intended recipient, please notify the sender immediately by return e-mail, and delete this message and any attachments from your system.
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i-a From: Sandra Chilton Sent: Tuesday, May 10, 2011 3:23 PM To: Elizabeth Osier Subject: RE: DB expenses
Great-thank you!
From: Elizabeth Osier Sent: Tuesday, May 10, 2011 3:18 PM To: Sandra Chilton Subject: RE: DB expenses
Good idea. I think it should be EC who signs it. I can facilitate that.
Liz
Elizabeth J. Osier, B.A., M.A., L.L.B., ICD.D University Secretary & Associate General Counsel Board of Governors, General Faculties Council and Senate Room 127 Administration Building University of Calgary, T2N 1N4 Telephone: (403) 220-6138 Facsimile: (403) 284-5245
Confidentiality Warning: This message and any attachments are intended only for the use of the intended recipient(s), are confidential, and may be privileged. If you are not the intended recipient, you are hereby notified that any review, retransmission, conversion to hard copy, copying, circulation or other use of this message and any attachments is strictly prohibited. If you are not the intended recipient, please notify the sender immediately by return e-mail, and delete this message and any attachments from your system.
From: Sandra Chilton Sent: Tuesday, May 10, 2011 3:16 PM To: Elizabeth Osier ■ Cc: Diane Tait Subject: DB expenses
Hi Liz;
I think I brought this up before but didn't pursue it but its come up again.
Mr. Black is charging the U of C $100/mon towards his cell phone bill which seems reasonable. I asked someone in Internal Audit this afternoon just to clarify what the best practice would be in handling this and we agreed that having a copy of his actual cell phone bill is not reasonable. We did agree however, that it would be a best practice and provide transparency if there was some kind of agreement in place - nothing complicated - but a note or statement that could be kept on the file that does state the U of C did agree to these payments and that they are authorized by someone with the authority to agree to that. I can have something simple drafted up but not sure who the person would be to authorize it - yourself or Jo-Ann Bance maybe since she approves his reports. Your thoughts?
Sandy
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From: Elizabeth Osier Sent: Friday, June 03, 201111:01 AM To: Sandra Chilton Subject: Re: DB cell phone charges
It has to wait until end of June - we can't go outside the rule. Also does our policy speak to the types/mode of car travel?
Sent from my iPhone
On Jun 3, 2011, at 10:58 AM, "Sandra Chilton" <[email protected]> wrote:
Here we go again
I'm just wondering - he's billing us $100 for our monthly contribution for the month of June which means we are paying in advance. Normally AP won't pay anything in advance - can I just hold on to this to the end of the month and advise Trish of that or should we put it through now as there are 2 other limo expenses included. The total claim is only $262
Let me know!
Sandy
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From: Elizabeth Osier Sent: Thursday, August 25, 2011 2:57 PM To: Sandra Chilton Subject: RE: Doug Black expenses
My worklist is empty so I'm up to date.
Original Message From: Sandra Chilton Sent: Thursday, August 25, 201110:54 AM To: Elizabeth Osier Subject: FW: Doug Black expenses
Liz;
Can you let me know if you see this in your system for approval now? I just want to make sure this gets paid - tx
Sandy
Original Message From: Bonnie Cutcliffe Sent: Thursday, August 25, 201110:52 AM To: Sandra Chilton Subject: RE: Doug Black expenses
Sandy
We do not generate the payments for expense anymore. When the expense claim is approved by the dept head or who ever the person is with approval status if flows thru for payment. The paper work is to come to us and we file it. We only do random audit checks now in Accounts Payable. Hope this helps
Regards
Bonnie Cutcliffe Team Lead, Accounts Payable Supply Chain Management University of Calgary
t. 403.220.3107 f. 403.282.2974
Original Message From: Sandra Chilton Sent: Thursday, August 25, 201110:49 AM To: Sena Alipui
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Cc: Pharey, Patricia; Bonnie Cutcliffe Subject: Doug Black expenses
Hi Sena;
Can I ask you to make arrangements to get Mr. Doug Black's most recent expense claim paid as soon as convenient -thanks!
Sandy Chilton Office Administrator Legal Services
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From: Elizabeth Osier Sent: Tuesday, October 25, 2011 8:45 AM To: Patricia Pharey Subject: Fwd: Question re: Expense Policy
FYI
Sent from my iPhone
B egin forwarded mes s age:
From: Jo-Ann Munn Gafuik <[email protected]> Date: October 25, 2011 8:41:49 AM MDT To: Elizabeth Osier <[email protected]> Subject: RE: Question re: Expense Policy
Gifts, Donations, and Sponsorship Policy 4.18 An individual, who has approval to attend a political fund-raising dinner or event for a work-related purpose from an Authorized Approver, may use University Funds only for the cost of the dinner or event.
So he can recover the cost of the dinner but any portion of the full ticket price that goes towards fund development for the Conservative Party, for example, cannot be claimed.
Jo-Ann Munn Gafuik, MA, MPA Access & Privacy Coordinator University Policy Officer University of Calgary Phone: (403) 220-3602 Cell: (403) 606-3684 Fax: (403) 210-9635
Original Message From: Elizabeth Osier Sent: Monday, October 24, 2011 7:42 PM To: Jo-Ann Munn Gafuik; Sandra Chilton Subject: Question re: Expense Policy
Dear Jo-Ann and Sandy,
Quick question about the Expense policy. Doug Black is wondering if he can submit his expenses relating to the Premier's dinner?
Liz
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From: Elizabeth Osier Sent: Tuesday, February 07, 2012 2:16 PM To: Pharey, Patricia Subject: RE: Expenses for Doug
Hi - We've got crossed wires here. I was never going to speak to Doug about an expense. Sandy and I had spoken about a request from the AG's office for all expenses as part of their audit and I wasn't sure that the last expense needed to be included in the package. I will go speak with Sandy as I obviously wasn't clear with Sandy. Please let Doug know that its' just a miscommunication at our end. Sorry!
Liz
From: Pharey, Patricia [mailto:[email protected]] Sent: Tuesday, February 07, 2012 2:09 PM To: Elizabeth Osier Subject: Expenses for Doug
Liz, earlier today I followed up with Sandy regarding a December 15 submission for Doug ($1,591.46) and she indicated you were going to speak with Doug about this. Can you give him a call on his cell when you have a minute?
Thanks, Trish
Patricia Pharey, Assistant to Doug Black, Q.C., John Goetz and Ryan Exon Fraser MilnerCasgrain LLP | www.fmc-law.com T 403 268 6880 | F 403 268 3100 E [email protected] 15th Floor, Bankers Court, 850 - 2nd Street SW, Caigary AB, T2P 0R8
This message and any attachments are intended only for the addressee(s) and may contain privileged or confidential information. Any unauthorized disclosure is strictly prohibited. If you have received this message in error, please notify us immediately so that we may correct our internal records. Please then permanently delete the original message and any attachments and destroy any copies. Thank you.
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From: Elizabeth Osier Sent: Tuesday, March 20, 2012 11:08 AM To: Pharey, Patricia Subject: FW: Installation of The Right Honourable Michaelle Jean - University of Ottawa
Chancellor
Hi Trish,
I'm sure Doug and you are both aware but just to be safe - the University can't cover any of Linda's expenses as the legislation only lets us cover the expenses of Board members and these expenses are audited annually by the Office of the Auditor General.
Thanks Liz
From: Elizabeth Osier Sent: Tuesday, March 20, 2012 11:07 AM To: 'Black, Doug' Cc: 'Pharey, Patricia' Subject: RE: Installation of The Right Honourable Michaelle Jean - University of Ottawa Chancellor
Hi Doug,
That is good news -- Ottawa will want to know whether you want to be part of the official platform party on the stage. If you are bringing Linda I assume the answer would be no as you would want to sit together?. As for Linda going, I can work that out with Ottawa, I'm sure it will be fine.
Liz
From: Black, Doug [mailto:[email protected] Sent: Tuesday, March 20, 2012 3:04 AM To: Elizabeth Osier Subject: Re: Installation of The Right Honourable Michaelle Jean - University of Ottawa Chancellor
Thanks. Yes I will put that in my calendar. I'd want Linda to join me. Possible? Doug
From: Elizabeth Osier fmailto:eosler(ja)ucalqary.ca1 Sent: Monday, March 19, 2012 03:02 PM To: Black, Doug Cc: Pharey, Patricia Subject: Installation of The Right Honourable Michaelle Jean - University of Ottawa Chancellor
Dear Doug,
I am wondering if you are interested in attending as below?
Liz
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Universite d'Ottawa | University of Ottawa
I (An English message follows')
I Date a retenir : Ceremonie d'installation
Le recteur et vice-chancelier de I'Universite d'Ottawa, Allan Rock, vous prie de bien vouloir noter des maintenant cette date a votre calendrier :
La ceremonie d'installation de ia 13e chanceliere de I'Universite d'Ottawa, la tres honorable Michaelle Jean, aura lieu le samedl 2 juirt 2012, a 9 h 30, a la salle Southam du Centre national des Arts (53, rue Elgin a Ottawa).
Vous recevrez une invitation officielle sous peu.
Save the Dates Instal lat ion Ceremony
The President and Vice-Chancellor of the University of Ottawa, Allan Rock, invites you to hold the following date in your calendar:
The Installation Ceremony of the 13th Chancellor of the University of Ottawa, the Right Honourable Michaelle Jean will take place on Saturday, June 2, 2012, at 9:30 a.m. in Southam HaSI of the National Arts Centre, 53 Elgin Street, Ottawa, Ontario.
You will receive an official invitation shortly.
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From: Elizabeth Osier Sent: Monday, May 14, 2012 2:54 PM To: Peternela Scharf Cc: Eric Kilincaslan Subject: RE: Executive Expense
Yes they do. Happy to help out Eric however needed.
Liz
From: Peternela Scharf Sent: Monday, May 14, 2012 2:53 PM To: Elizabeth Osier Cc: Eric Kilincaslan Subject: RE: Executive Expense
Thank you for your response Liz. Do the expenses go through on a non-employee expense form? Eric will be contacting you late May / early June to pull a few samples of Doug's expenses.
Best Regards
Peternela Scharf, MSc, MBA, CIA, CISA, CFE Director, Office of the Internal Auditor
University of Calgary Room 1024, Education Tower 2500 University Drive N.W. Calgary, Alberta T2N 1N4 (403)220 4188
This communication is intended for the use of the recipient to whom it is addressed and may contain confidential, person, and/or privileged information. Please contact me immediately if you are not the intended recipient of this communication and do not copy, distribute, or take action relying on it. Any communication received in error, or subsequent reply, should be deleted or destroyed.
From: Elizabeth Osier Sent: Monday, May 14, 2012 9:45 AM To: Peternela Scharf Cc: Eric Kilincaslan Subject: RE: Executive Expense
Dear Peternela,
The expenses come in to me and then they go forward to Elizabeth. However, please note that Jim doesn't usually submit expenses, just Doug.
Liz
From: Peternela Scharf Sent: Monday, May 14, 2012 8:56 AM To: Elizabeth Osier Cc: Eric Kilincaslan Subject: Executive Expense
i
Hi Liz I ' l l As you know the Audit Committee requested Internal Audit to review Executive Expenses. In discussion with Elizabeth Cannon she requested we also include Douglas Black and Jim Dinning in our review. Can you please provide information on how they submit expenses, who approves, and who we should contact in order to obtain expenses from Jan 2012 onwards? Thanks for your assistance.
Best Regards
Petemela Scharf, MSc, MBA, CIA, CISA, CFE Director, Office of the Internal Auditor
University of Calgary Room 1024, Education Tower 2500 University Drive N.W. Calgary, Alberta T2N 1N4 (403)220 4188
This communication is intended for the use of the recipient to whom it is addressed and may contain confidential, person, and/or privileged information. Please contact me immediately if you are not the intended recipient of this communication and do not copy, distribute, or take action relying on it. Any communication received in error, or subsequent reply, should be deleted or destroyed.
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From: Elizabeth Osier Sent: Friday, June 15, 2012 2:00 PM To: Jo-Ann Bance Subject: RE: T & E Policy on Hotel Charges
That would be great
From: Jo-Ann Bance Sent: Friday, June 15, 2012 1:59 PM To: Elizabeth Osier Subject: FW: T & E Policy on Hotel Charges
Liz, here is the policy about receipts. Should I just send this to Trish?
JB
JO-AiA/^B-a^ce, MHRM Executive Director, Office of the President | University of Calgary AlOO, 2500 University Drive NW, Calgary AB T2N 1N4 | phone: 403.220.32521 fax: 403.289.6800 email: iabancePucalgary.ca
From: Lynda Gwilliam Sent: Friday, June 15, 2012 1:57 PM To: Jo-Ann Bance Subject: T & E Policy on Hotel Charges
http://www.ucalgarv.ca/scm/svstem/files/TravelExpenseReimbursementHandbook.pdf N a m e List of Charges Payment
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MATRIX
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Non-room related charges should be separated from the hotel receipt and entered as separate expenses dependent
on expense type. Meals greater than per diem rates should be accompanied with itemized receipts4.
Jlyttda
Lynda Gwilliam | Assistant to the Vice President, Finance & Services | University of Calgary AlOO, 2500 University Drive NW, Calgary, AB T2N 1N4 | phone: 403.210-6600] fax: 403.289.6800 | lgwillia(5>ucalKarv.ca
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I'M From: Elizabeth Osier Sent: Monday, June 18, 2012 9:45 AM To: Jo-Ann Bance Subject: RE: Expense Report
Trish and I just chatted on another matter and I raised this request from us. She has contacted the hotel already so we should hear from her fairly soon. She was very understanding and nice about it.
(-:
From: Jo-Ann Bance Sent: Monday, June 18, 2012 9:11 AM To: Elizabeth Osier Subject: FW: Expense Report
Fyi only
JO-Ai/UA,"B.fl^ce, MHRM Executive Director, Office of the President | University of Calgary AlOO, 2500 University Drive NW, Calgary AB T2N 1N4 | phone: 403.220.32521 fax: 403.289.6800 email: iabance(5)ucalgarv.ca
From: Pharey, Patricia rmailto:[email protected] Sent: Monday, June 18, 2012 9:08 AM To: Jo-Ann Bance Subject: RE: Expense Report
Morning Jo-Ann,
I'll contact the hotel to see if I can get copies of the receipts. I am disappointed that we weren't contacted sooner as this was submitted three months ago.
Trish
Patricia Pharey, Legal Assistant Douglas Black Q.C.; John Goetz; and Priscilla Bunke Fraser Milner Casgrain LLP | www.fmc-law.com T 403 268 6880 | F 403 268 3100 E [email protected] 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8
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Visit our Calgary 100 Page for more information.
This message and any attachments are intended only for the addressee(s) and may contain privileged or confidential information. Any unauthorized disclosure is strictly prohibited. If you have received this message in error, please notify us immediately so that we may correct our internal records. Please then permanently delete the original message and any attachments and destroy any copies. Thank you.
From: Jo-Ann Bance [mailtonabancetaiucalqary.cal Sent: Friday, June 15, 2012 2:06 PM To: Pharey, Patricia Cc: Elizabeth Osier Subject: Expense Report
Hello Trish,
For background the process that we have adopted regarding the board chair's expenses the segregation of duties that we follow is that I approve the hard copy of Doug's expenses and then Liz approves electronically.
To that end I am reviewing the expense report dated March 21st and I am wondering if you have or can request from
the hotel the chits from the meals ordered in the room. According to policy all Non-room related charges should be
separated from the hotel receipt and entered as separate expenses dependent on expense type. Meals greater than
per diem rates should be accompanied with itemized receipts4.
Is it possible to have the hotel send the meal receipts to you and then forward them to me. I have also attached the link to the Travel and Expense Policy - not sure if you have the most recent version.
http://www.ucalgarv.ca/scrri/svstem/files/TravelExpenseReimbursementHandbook.pdf
If you have any questions please give me a call.
Thank you
JB
JO-AH/iA-B-d/vce, MHRM Executive Director, Office of the President | University of Calgary A100, 2500 University Drive NW, Calgary AB T2N 1N4 | phone: 403.220.32521 fax: 403.289.6800 email: jabance(5)ucalgarv.ca
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