Opening Doors Counselling Initiatives

Program and Financial Guidelines

July 25, 2008

Table of Contents

1. Background 1

1.1 Introduction 1 1.2 Counselling Defined 1

2. General Planning 2

2.1 Planning Regions 2 2.2 Conference Themes 2 2.3 Policy on speakers and local content 3 2.4 Participation goals 3

3. Conference Planning Committee 3

3.1 Planning Committee Terms of Reference 4 a. Principles 4 b. Purpose 4 c. Travel Expenses 4 d. Membership 5 e. Number of Meetings 5 f. Decision Making 5 g. Conflict Resolution 5 3.2 Joint Conference Planning/Regional Partnerships 6 3.3 Conference Opt-Out Clause 6

4. Creating Safe Environments 7

4.1 Goals 7 4.2 French Language Content 8 4.3 Diversity 8

5. Financial Guidelines 8

5.1 Planning Committee Responsibilities 8 5.2 Planning Committee Expenses 9 a. Allowable Expenses 9 b. Expenses Not Covered 9 5.3 Conference Expenses 9 a. Allowable Expenses 9 b. Expenses Not Covered 10 5.4 Sponsorship Guidelines 10

6. Reporting Requirements 10

6.1 Conference Budget 10 6.2 Minutes of Planning Committee Meetings 10 6.3 Conference Programs and Advertisement 11 6.4 Conference Evaluations 11 6.5 Final Expense Report 11

7. Appendix I – Recommended Budget Lines 12

8. Appendix 2 – Conference Evaluation Template 13

9. Appendix 3 – Provincial Resources and Contacts 15

10. Appendix 4 – Final ODCI Report Submission (due to AIDS Bureau) 18

11. Appendix 5 – Ministry Travel Reimbursement Guidelines 19

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1. Background

1.1 Introduction

Working with the provincial Ministries of Health in 1989, Health Canada sponsored a series of events in different parts of the country to examine HIV/AIDS counselling issues. The original intention was to organize conferences in various regions of the country where counsellors and caregivers could discuss counselling issues, identify barriers, develop solutions and help push forward the field of HIV counselling.

Ontario used this opportunity to develop a unique approach. With over 40% of Canada’s AIDS cases diagnosed in Ontario, people in the province had over eight years of experience in counselling people with HIV/AIDS, their partners, family members and friends. Besides the developing network of professionals, a substantial amount of counselling was being provided, on a volunteer basis, by people with or affected by HIV. As well, a great deal of care and support was, and still is, provided by families, partners and friends.

To take advantage of this expertise, the AIDS Bureau, Ministry of Health and Long-Term Care, established a steering committee of individuals across the province involved in providing and receiving counselling services. The committee decided that a one-time event – a conference – was not enough. Instead they set in motion a process. It began with a major conference designed to strengthen counselling skills, resources and support in Ontario. As part of this process, community consultations were held in each of the 6 provincial planning regions. Three sessions were held at each consultation: one for those providing counselling services; one for people with HIV; and one for families and friends. The first provincial Opening Doors Counselling Initiative was held in 1990.

Following this event, the AIDS Bureau began the process of sponsoring annual regional initiatives. A total of eight regions currently receive annual funding from the AIDS Bureau to hold a local Opening Doors event(s). These regions are: North East (Sudbury/Sault Ste. Marie/North Bay); North West (Thunder Bay/Kenora); East (Kingston/Ottawa); Central East (Peterborough/Durham); Toronto; Central West (Hamilton/Kitchener/Guelph); West (London/Windsor) and Central (York/Peel/Simcoe).

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1.2 Counselling Defined

Counselling is a developmental process, in which one individual provides to another individual or group, guidance, encouragement, challenge and inspiration in creatively managing and resolving practical, personal and relationship issues, in achieving goals, and in self-realization. Essentially, counselling entails meeting the informational, emotional, spiritual and psychological needs of all those working in, or involved with, HIV, and bettering their overall quality of life.

The knowledge base of people living with HIV and of those who support them is experiential, indigenous, and rooted in the wisdom that comes from struggling with issues in concrete and shared ways. To this end, counselling is an endeavour that involves multiple stakeholders from both professional and non-professional levels, inclusive of people affected or infected by HIV.

Two important considerations of the counselling that must factor into the Opening Doors initiative are the determinants of health and anti-oppression principles. OD counselling aims to reduce the burden of disease, which can be understood through the lens of the determinants of health: income and social status, social support networks, education and literacy, employment/working conditions, culture, social environments, physical environments, personal health practices and coping skills, healthy child development and health services. The second consideration revolves around the principle of equity, and OD counselling should strengthen the inclusion of all communities in the development of policy and delivery of services, as well as develop the skills of staff so that they are well-informed and capable of addressing issues of racism and oppression as they arise.

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2. General Planning

The following is a set of guidelines to assist the regions with the planning of their respective Opening Doors Counselling Initiative(s).

2.1 Planning Regions As a result of the 2006 evaluation of the Opening Doors Counselling Initiative, the AIDS Bureau has responded to concerns about large and inconsistent planning regions by increasing the number of total regions from 7 to 8. The regions have been reconfigured, with due consideration given to the twelve community planning regions.

2.2 Conference Themes The main goal of the Opening Doors Counselling Initiative is to enhance the quality of counselling and to meet the needs of the local community. Each year the AIDS Bureau, Ministry of Health and Long-Term Care provides two new suggestions to assist with the event planning. These suggestions are based on consultation with community members on the emerging issues in the field of HIV/AIDS, and are delivered to the regions around the time of May 31st, enabling all regions to incorporate them into their conference planning schedules. Each region is further allowed to develop other themes based on respective local characteristics and needs, which are to be approved by the AIDS Bureau. This may be carried out through a needs assessment or other local and agency planning initiatives that identify community needs.

Over the years since the ODCI was launched, a variety of themes have been utilized to promote counselling skills. Some examples are: aboriginal issues, grief and loss, networking, addiction, mental health and harm reduction.

It is imperative that the themes of the conference derive from local characteristics, in such a way that the delivery of the material is highly relevant to most individuals living in the respective regions. As noted above, a needs assessment is one way to ascertain the needs of a specific region. Regardless of the path taken, the selection of the themes and content needs to be deliberative and discussed.

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2.3 Policy on Speakers and Local Content When arranging for speakers/presenters for local events, planning committees are encouraged to use the expertise of those providing services within the region or the province, as these individuals are most well-informed as to the needs of community being serviced. Local speakers/presenters can provide an Ontario context in which the information presented becomes more accessible and relevant to the participants. Planning committees are encouraged to call the AIDS Bureau for some suggestions if necessary. Additionally, regions can utilize the resources from speakers associated with the province-wide organizations, as outlined in Appendix 3 of this report.

2.4 Participation Goals In order to ensure that the needs of local people living with HIV/AIDS, and the needs of caregivers/counsellors, are central to the mission of ODCI, the ministry has developed the following guidelines for participant attendance targets at the event:

40% - Professional Service Providers 30% - People Living with HIV/AIDS (PHAs) 30% - People Affected by HIV/AIDS and Non-Professional Service Providers

All regions must attempt to adhere to these participation guidelines such that counselling may be enhanced. Please note that it is a requirement that these figures be reported to the AIDS Bureau in the final report of the conference (refer to Section 7 for detailed reporting requirements).

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3. Conference Planning Committee

Each region is responsible for assembling a planning committee comprised of key stakeholders in the HIV/AIDS counselling field to plan its event.

The committee will:

• work within these guidelines provided by the AIDS Bureau to plan a local initiative • select a chair, minute taker and finance recorder at the beginning of each year • agency and community members are not to be paid for sitting on the planning committee • appoint a representative to attend at least one meeting a year with AIDS Bureau staff to

provide a summary of the most recent conference or an update on the plan for the next conference.

• develop Terms of Reference (please refer to Section 3.1)

3.1 Planning Committee Terms of Reference The following template is to serve as an example of the Terms of Reference (TOR) that each region can use to develop its own ODCI Planning Committee TOR. The sections on principles, purpose and travel expenses are non-negotiable. The sections on membership, number of meetings and decision-making, however, may be negotiated with committee members. Members must agree to and accept the terms of reference to accept membership on the committee. Members who later find that they are unable to continue their commitment may step down from the committee.

a. Principles: The planning process for the original Opening Doors Counselling Initiative in 1990 was based on the following principles: These principles also guide the work of regional planning committee.

• The people living with HIV and those working with and caring for them – professionals, families, partners and friends – are the “experts”.

• To be effective, professionals must “feel” what it is like to live with HIV and not distance themselves form the pain, sorrow, anger, frustration, stigma, hope and strengths associated with the disease.

• People with HIV, their families, partners and friends are excellent resources for one another and for professionals. They should be an integral part of the counselling experience and can help support the professional counsellors.

• Self help and peer support are a great source of strength and hold great promise for everyone affected by HIV.

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• Counsellors have a great opportunity to break down the artificial barrier between professional and non-professional caregivers, to share “power”, knowledge and experience for the benefit of everyone involved.

• Counsellors have an important role to play as facilitators, bringing people with common experiences together and helping them build on and share their strengths.

b. Purpose To plan, design and implement the Opening Doors Counselling Initiative for the region.

c. Travel Expenses Local travel will not be reimbursed. Long distance travel expenses to attend meetings will be reimbursed at the Ministry rate (check with staff at the AIDS Bureau for the current rate). Meals will be reimbursed at the Ministry rate, i.e.:

• breakfast - $8.75 • lunch - $11.25 • dinner - $20.00 Please refer to Appendix V for the Ministry Travel Reimbursement Guidelines.

d. Membership: Membership consists of representatives from the HIV/AIDS counselling community, both service providers and recipients of service, and representatives from other key services in the local community e.g. public health, addictions, mental health, palliative care, housing, etc.

The Planning Committee is made up of members appointed from the following agencies (within the region):

Name of Representative Name of Agency

…………..etc… ……………etc…

…………..etc… ……………etc…

…………..etc… ……………etc…

Members will:

• agree to the terms of reference • agree to work within the AIDS Bureau guidelines • make a commitment to attend planning meetings

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• be accountable to each other • complete assigned tasks within an agreed time frame

e. Number of Meetings: There will be a minimum of (x) meetings held to plan each conference.

f. Decision-Making: Members are equal partners and have equal say in the planning process. Members will strive for consensus in making decisions. However, in the event that consensus cannot be reached members will agree that the majority vote will be accepted.

g. Conflict Resolution: The planning committee should endeavour to create a positive working environment for all members. Should conflict arise, the members may contact the AIDS Bureau to discuss the conflict or to access the resources of the Ontario Organizational Development Program, which can assist with ongoing dialogue within the planning committee.

3.2 Joint Conference Planning/Regional Partnerships Regions may choose, if they so wish, to combine their resources and planning efforts and jointly host Opening Doors Counselling Initiatives (note: travel, participation rates and regional differences are all considerations which must factor into the planning of a joint OD conference), or to partner with appropriate organizations in order to host regional conferences (i.e. intra-regional collaboration with the Community Planning Group).

It is requested that Regional Conference Planning Committee’s, who are planning or proposing a joint/collaborative ODCI conference- have obtained, in the preliminary planning stages of such collaboration, sufficient stakeholder feedback and support for this plan prior to its initiation, and that the AIDS Bureau be provided with an opportunity to review and comment on any proposal prior to its execution.

3.3 Conference Opt-Out Clause Unique contributors and/or regional considerations (i.e. international or other conferences being planned, limited regional resource issues, input from stakeholders, etc.) may suggest that on occasion, it would be recommended that a regional ODCI conference not be held (in a specific region) for that particular year. It is requested that a proposal to avail of this opt-out scenario be submitted to the AIDS Bureau for consideration and input prior to making a final decision. In such cases, funding for that year cannot be banked or transferred to the next year’s budget- and funding of future conference will not be jeopardized as a result of using the Opt-out scenario. However, great care should be directed towards maintaining a well-staffed and well-organized planning committee so that the provision of this important initiative is not jeopardized in the future.

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4. Creating Safe Environments for Opening Doors Counselling Initiatives

The Opening Doors Counselling Initiatives are attended by people from many different populations and cultures. These events must be welcoming and comfortable for all that attend and above all they must provide a safe and secure environment.

4.1 Goals The following goals and suggestions were developed by a committee of community representatives to ensure that everyone wanting to attend could do so in safety and confidence, and evolved from a basic principle of counselling that is to support and respect the individual within negotiated boundaries. The goals are:

• to ensure the safety and confidentiality of all. • to have, in place, a plan to manage any behaviour which may affect the comfort and

wellbeing of other participants. • to have a support mechanism in place should the need arise.

Below is a list of suggestions to meet these goals.

• Have volunteer counsellors available for individual support throughout the event. Participants may welcome this opportunity to discuss personal issues in privacy.

• Recognize that events held away from home can create an "artificial" environment of support and caring which can lead to feelings of "let-down" and isolation when participants return to their own communities. Participants may appreciate the opportunity to exchange phone numbers, get to know the location of their nearest resource and the name of a contact person.

• Consider the support needs of those participants struggling with the challenge of substance use, the effect of peer pressure, the impact this may have on behaviour and the subsequent consequences for the group. In addition, it is advised that the group be made aware of the effect of substance use on others. Participants need to know the plan for managing disruptive behaviour when it affects the enjoyment of others. Planning committees must be prepared to remove disruptive individuals from a presentation, workshop or the event itself if necessary.

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• Needle exchange arrangements, if necessary, will be the responsibility of the needle exchange agency in the region.

4.2 French Language Content: Where appropriate, committees should provide conference materials in French. As well, committees may want to consider including a workshop in French and to have French speaking presenters/panelists who can respond to questions and comments from the participants in French when required.

4.3 Diversity The planning committee should ensure that they take into consideration the diversity of their respective regions, and try to engage individuals from all different communities in the planning and participation of this initiative. Each region should consider and address the needs of all communities within their boundaries, such as First Nation (Aboriginal, Metis and Inuit), ethno-racial, ASL, and French language speakers where necessary.

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5. Financial Guidelines

Each year the AIDS Bureau provides funding for the Opening Doors Counselling Initiative through a local AIDS service organization. This agency works with the planning committee to manage and account for the use of the funds. These guidelines will refer to the agency holding the funds as the “banking agency”.

The financial guidelines that apply to the core funding of the banking agency also apply to Opening Doors allocations. Banking agencies are required to submit an account of Opening Doors expenses on their Settlement Forms. Any surplus funds will be recovered. Any fund-raised dollars should be used for expenses that exceed the AIDS Bureau funding allocation. The banking agency must provide the planning committee with financial updates at each meeting.

5.1 Planning Committee Responsibilities • Each regional planning committee will appoint a member to keep track of financial

transactions. • The planning committee will develop a budget using the attached budget lines (see Appendix

I). The banking agency will work within the budget. • A representative from the banking agency will be appointed to the planning committee and

will provide financial updates to the committee as required • By the last working day of September, the committee will submit their proposed budget

including the 8% administration fee, and banking agency contact to the AIDS Bureau.

5.2 Planning Committee Expenses a. Allowable Expenses • Banking agencies may collect a 8% administration fee from the funding provided by the

AIDS Bureau • A paid conference organizer as required by the planning committee. However, it is not

allowed to "top up" salaries of present staff in AIDS Committees, Health Units or other involved agencies.

• Planning committee members who must travel from out of town to attend meetings may be reimbursed for their travel expenses.

• Teleconferences that take the place of face to face meetings

b. Expenses Not Covered • Local travel to attend meetings • Honorariums to sit on the committee

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5.3 Conference Expenses a. Allowable Expenses

• Travel and accommodation for non-local conference participants • Meeting space, food and beverage • Audio/Visual (AV) equipment • Childcare subsidy • American Sign Language (ASL) interpreters • French translation of promotional materials • Honorariums for conference speakers/presenters will be set at an amount negotiated by

members of the planning committee in consultation with the AIDS Bureau if necessary. Persons qualifying for this payment are PHAs, and/or professionals who will lose paid work in order to present at the conference

• Miscellaneous expenses directly relating to the conference

Please note that planning committees are allowed to charge a conference registration fee of no more than $75.00 per person. This fee may be waived or subsidized in certain circumstances at the discretion of the planning committee.

b. Expenses Not Covered

• Massage and/or other therapies • Travel for local participants • Counsellors available for individual support throughout the conference

5.4 Sponsorship Guidelines Although the Ministry of Health and Long-Term Care should be acknowledged on all publications and materials, the use of the Ministry’s logo is not permitted. The regions may solicit other partnerships to support this initiative, and must disclose such partnerships to the AIDS Bureau.

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6. Reporting Requirements

At the beginning of each year the planning committee must submit to the AIDS Bureau the following information:

• a list of committee members • name of the local contact person • name of the contact at the banking agency • Terms of Reference

Ongoing throughout the year, and at the completion of the ODCI event, the following reports are required to be submitted to the AIDS Bureau.

6.1 Conference Budget The planning committee needs to submit their proposed budget plan for the conference to the AIDS Bureau for approval (please refer to section 7)

6.2 Minutes of Planning Committee Meetings The minutes of all planning committee meetings must be forwarded to the AIDS Bureau to be kept on record

6.3 Conference Programs and Advertisement The planning committee must submit draft copies of conference materials and publications (e.g., promotional flyers and brochures describing the event, the conference agenda, etc.)

6.4 Conference Evaluations A summary of the completed conference evaluations, providing a general overview of the participants’ feedback, must be included in the final report to the AIDS Bureau.

6.5 Final Expense Report A final report on the conference that includes a summary of the event, a summary of the evaluations, and a breakdown of the expenditures must be submitted no later than two months after the event has taken place. (See Appendix IV enclosed)

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7. Appendix I – Recommended Budget Lines

Revenues: Projected Actual

Surplus/

Deficit

AIDS Bureau Grant

Fundraised Amounts

- Sponsorships

- Registrations

- Fund-raised surplus

Total:

Expenses:

Coordinator

Administration

Hotel accommodation

Meeting facilities

Food & beverages

AV equipment

Travel

Honorariums

Teleconferences

Miscellaneous

Total:

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8. Appendix II – Conference Evaluation Template

Please note: The following questions must be included in your conference evaluation form. Additional questions, specific to the region or conference content, may also be included.

---------------------------------------------------------- 1. Demographic information is very important for our evaluations. Do you attend the Opening Doors Conferences as a member of any of these groups: (Note you may indicate more than one category)

Person with HIV/AIDS

AIDS-Affected Family member or Friend

AIDS Service Organization

Health care providers (e.g. Public health, mental health, addictions)

Non-health Service Organization (e.g. housing)

Other (Please describe)

Please indicate your agreement with the following statements:

2. I found this year’s themes for the Opening Doors Conferences to be very relevant.

Very Much Somewhat Not Very Much Not At All

3. I found the Opening Doors Conferences welcoming in language and attitude to everyone, regardless of background, gender, race or working status (paid/non-paid).

Very Much Somewhat Not Very Much Not At All

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4. I believe that this year’s Opening Doors Conferences will contribute towards making improvements in HIV/AIDS counselling support and services in our region

Strongly Agree Somewhat Agree Somewhat Disagree

Strongly Disagree Don’t Know

5. This year’s Opening Doors Conferences will make obvious improvements to our region’s related community services (for example: public health, housing, mental health, addictions) with respect to how they serve Persons with HIV/AIDS.

Strongly Agree Somewhat Agree Somewhat Disagree

Strongly Disagree Don’t Know

6. The Opening Doors Conferences made obvious improvements to our region’s informal supports (for example: self-help, volunteer groups) with respect to how they support Persons with HIV/AIDS.

Strongly Agree Somewhat Agree Somewhat Disagree

Strongly Disagree Don’t Know

7. Do you have other suggestions for events in your community?

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8. What did you like the most about this year’s Opening Doors Conferences?

9. What did you like the least about this year’s Opening Doors Conferences?

10. Do you feel that your understanding of the practice of counselling has been at all enhanced by attending this conference? ___ Yes ___ No. What do you think counselling involves, and were these your thoughts prior to attending the conference?

______________________________________________________________________________

11. Please add any comments, concerns or suggestions about the Opening Doors Conferences not covered in the previous questions.

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9. Appendix III – Provincial Resources/Contacts

African & Caribbean Council on HIV/AIDS in Ontario (ACCHO) c/o Black Coalition for AIDS Prevention 110 Spadina Avenue, Suite 207 Toronto ON M5V 2K4 Website: www.accho.ca Administration Coordinator: Diana Wiwa – administration@accho.ca Mission: To reduce the incidence of HIV among African and Caribbean people in Ontario and to improve the quality of life for those infected and affected by HIV/AIDS AIDS Bereavement Project of Ontario 571 Jarvis Street, 2nd Floor Toronto ON M4Y 2J1 Website: www.abpo.org Project Manager: Yvette Perreault - yperreault@abpo.org Mission: The AIDS Bereavement Project of Ontario (ABPO) collaborates with organizations to build worker, agency and community resiliency in the face of AIDS-related loss/transition. Canadian AIDS Treatment Information Exchange 555 Richmond Street West, Suite 505 Box 1104 Toronto ON M5V 3B1 Website: www.catie.ca Executive Director: Laurie Edmiston – ledmiston@catie.ca Mission: CATIE is a national, not-for-profit charity committed to improving the health and quality of life of all people living with HIV/AIDS in Canada. They serve people living with HIV/AIDS and the people and organizations that support them by providing accessible, accurate, unbiased and timely treatment information. Ontario HIV & Substance Use Training Program 571 Jarvis Street, 2nd Floor Toronto ON M4Y 2J1 Website: http://www.fifehouse.org/index.cfm?id=924 Provincial Director: Charles Shamess – cshamess@fifehouse.org Mission: To improve and enhance the care, treatment and support accessed within substance use/addiction services, by persons living with or at risk of HIV/AIDS infection in Ontario Ontario Aboriginal HIV/AIDS Strategy 7 Hayden Street, Suite 201 Toronto ON M4Y 2P2 Website: www.oahas.org Executive Director: LaVerne Monette – lavernem@oahas.org

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Mission: To provide culturally respectful and sensitive programs and strategies to respond to the growing HIV/AIDS epidemic among Aboriginal people in Ontario through promotion, prevention, long term care, treatment and support initiatives consistent with harm reduction. HIV & AIDS Legal Clinic (Ontario) 65 Wellesley Street East, Suite 400 Toronto ON M4Y 1G7 Website: www.halco.org Executive Director: Ryan Peck – peckr@lao.on.ca Mission: HALCO is a not-for-profit, community-based legal clinic serving low income People with HIV and AIDS (PHAs) in Ontario PASAN: Prisoners with HIV/AIDS Support Action Network 314 Jarvis St. #100 Toronto ON M5B 2C5 Website: www.pasan.org Executive Director: Anne-Marie DiCenso – annemarie@pasan.org Mission: PASAN is a community-based prisoners’ rights organization that strives to provide advocacy, education, and support to prisoners and ex-prisoners in Ontario on HIV/AIDS, Hepatitis C and other harm reduction issues Voices of Positive Women 66 Isabella Street, Suite 104 Toronto ON M4Y 1N3 Website: www.vopw.org Executive Director: Kara Gillies – kgillies@vopw.org Mission: Voices of Positive Women aims to empower women living with HIV/AIDS through confidential support, outreach, information and education, represent the issues of women living with HIV/AIDS in order to improve HIV+ women's health and quality of life and educate the public by promoting accurate affirming images of women living with HIV/AIDS.

Conflict Resolution Contacts:

Ontario Organizational Development Program 383 Edinburgh Road South, Suite 217 Guelph, ON N1G 2K7 Website: http://www.oodp.ca/ Program Administrator: Judith Tresidder – judith.tresidder@oodp.ca Mission: To strengthen the capacity of HIV/AIDS organizations and programs in Ontario to determine their direction with awareness. To foster a culture within HIV/AIDS organizations and programs in Ontario to take responsibility for their own organizational development AIDS Bureau, Ontario Ministry of Health and Long-Term Care 393 University Avenue, Suite 2100 Toronto ON M5G 1E6 Program Supervisor: Joanne Lush – Joanne.Lush@ontario.ca

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10. Appendix IV – Final ODCI Report Submission (due to AIDS Bureau)

All Opening Doors regions must submit to the AIDS Bureau, within two months of their conference completion, a final report detailing the work of the region and the conference. This final ODCI Report should include the following material. Please use this checklist to ensure that all materials are included in your report prior to submitting:

1. The title and date(s) of the conference

2. Names and contact information of the planning committee members

3. Names and contact information of the banking agency

representatives

4. Name and contact information of the paid coordinator (if any)

5. Conference themes and justification for theme choice

6. The conference brochure/flyer/poster(s)

7. Demographic data of conference participants (include numbers and

designations – e.g.: 25 PHAs)

8. Final statement of revenue and expenditures (budget) for the

conference

9. Copy of all planning committee meeting minutes

10. Copy of the conference evaluation form used

11. Summary of the conference evaluations

12. Information on accommodations provided for French-speaking

participants (if applicable)

13. Information on accommodations provided for diverse communities

with various needs (if applicable)

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11. Appendix V – Ministry Travel Reimbursement Guidelines

Listed below are instructions to assist you in completing your Travel Expense Claim Form. Please note that we would appreciate receiving your claim within two weeks.

1. Original receipts must accompany all claims for taxis, accommodations and meals.

2. For those persons travelling by car, please make a note of the total kilometres. Your home address is required for calculating kilometres.

3. For those persons travelling by air, train or bus, we require the original ticket stub.

4. Please print your name and title in the “Claimant’s Name” line at the top of the page and sign at “Signature of Claimant”. Claims cannot be processed unless they are signed by the claimant. Please indicate to whom the cheque should be payable (i.e. either payable to you or your organization) and provide the full mailing address for where the cheque is to be mailed.

5. New: Meal reimbursement rates (effective September 1, 2006) Meals will be reimbursed for their actual cost (including taxes and tips) with the

following new rates:

Breakfast: $ 8.75 (old rate was $6.75)

Lunch: $11.25 (old rate was $9.25)

Dinner: $20.00 (old rate was $18.00)

For a full day of meal claims (i.e. breakfast, lunch and dinner), you can allocate $40 among the three meals, with a suggested cap of $20 for any single meal. For less than a full day of meal claims, claimants will use the increased per meal rates as their guide.

Meal receipts:

Claimants must submit original, itemized receipts with all claims for reimbursement of meal expenses. Reimbursement must not exceed the amount actually spent (including taxes and tip) as validated by a receipt accompanying the claim. Alcoholic beverages will not be reimbursed.

6. If you are claiming accommodation, the bill for your hotel (room and taxes) must accompany the expense claim form. Enter the total cost of the room and tax in the column entitled “Accom.”.