Sandra Chilton - Canadian Taxpayers Federation file 2(1).pdfUniversity of Calgary, T2N 1N4 Telephone: (403) 220-6138 Facsimile: (403) 284-5245 Confidentiality Warning: This message

Sandra Chilton

From: Lisa Ross Sent: Friday, February 25, 2011 6:12 PM To: 'Pharey, Patricia'; Sandra Chilton Cc: Anjela Li; Elizabeth Osier Subject: RE: BoG expenses

We can certainly find a solution to ensure there are no problems with expense claim reimbursement for Mr. Black and for other Board members. I'm afraid that a p.card would not be appropriate, though, as they are intended for low dollar value, low risk items and have restrictions on them that prohibit their use with airlines, hotels, etc..

By copy of this message to Anjela Li (Director, Supply Chain Management), I will ask her to contact Sandy and discuss options. Anjela is Tony's supervisor and she will be able to provide a broader perspective on the possible solutions.

Thank you for bringing this to our attention.

Lisa J. Ross Executive Director, Supply Chain Management University of Calgary

Phone: 403-220-6576 E-Mail: [email protected]

From: Pharey, Patricia rmaiito:Patricia.Pharey(afmc-law.com1 Sent: Friday, February 25, 2011 2:46 PM To: Elizabeth Osier; Sandra Chilton Cc: Lisa Ross; Tony Krajnc Subject: RE: BoG expenses

I don't think the travel suggestion (Uniglobe) would work because Doug travels extensively, he is often coming from or immediately going to another location. He's used the same travel agent for 15 years and that might complicate things.

Good suggestions, Sandy. I'm sure we can figure something out.

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 E [email protected] 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(5)ucalqary.ca1 Sent: Friday, February 25, 2011 2:31 PM To: Sandra Chilton

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mailto:[email protected]

http://www.fmc-law.com


mailto:eosler(5)ucalqary.ca1

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 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: 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 a travel profile set up for him with Uniglobe and have that billing done automatically to Liz's account '-i 3Stl Y<Jor are there other solutions anyone might have?

Thank you.

Sandy Chilton Office Administrator'and Budget Officer

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Sandra Chilton ;-3 From: Sandra Chilton Sent: Monday, February 28, 20111:26 PM To: Anjela Li Cc: Pharey, Patricia Subject: RE: BoG expenses

Hi Anjela;

Thank you for your voice mail outlining that you are looking into enrolling Mr. Black into the Corporate Card program and trying to find a way to get him into the system for reconciliation.

Before you go too far with this, his assistant Trish Pharey did indicate to me she had some concerns about Mr. Black having another credit card to remember to carry with him. Trish - right now this looks to be the most viable possible solution though I would like some input from you too.

Thanks!

Sandy







From: Pharey, Patricia [mailto:[email protected]] Sent: Friday, February 25, 2011 2:46 PM To: Elizabeth Osier; Sandra Chilton Cc: Lisa Ross; Tony Krajnc Subject: RE: BoG expenses


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Good suggestions, Sandy. I'm sure we can figure something out

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 [email protected] 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8


From: Elizabeth Osier [mailto:[email protected]] 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


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.


Hi Liz;


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

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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.


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 a travel profile set up for him with Uniglobe and have that billing done automatically to Liz's account 5 j*5t l ]&J0r are there other solutions anyone might have?

Thank you.

Sandy Chilton Office Administrator and Budget Officer

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Sandra Chilton 2-b From: Anjela Li Sent: Monday, February 28, 2011 5:48 PM To: Sandra Chilton Subject: FW: BoG expenses

Hi Sandy,

I left a voice message for you. but decided to send you an e:mail message as well:

Submitting a purchase order or an invoice is not an acceptable option since Mr. Black is not providing us with any actual services. As far as the requirement for his physical signature: it is not a must. He can certainly delegate this authority to Liz Osier (as suggested below) and expense claims will be reviewed and processed provided they are complete and comply with all the requirements. Obviously, the sooner they are submitted (and if completed) the sooner they will be reviewed and processed. However, shortly after PeopleSoft 9.1 goes live, it will be possible to submit non employee payment forms electronically and have them approved within the system. I believe, this will facilitate the review process as well as simplify and fasten the claim processing.

As far as enrollment into the corporate card program: since board members technically are not considered university employees, they are not going to be granted system access to submit and reconcile their expenses, and therefore do not qualify for the corporate card program. I understand, that this was not claimant's preference anyway.

Hopefully, this provides more clarity.

Please, feel free to contact me if you require more information.

Thank you and Best Regards,

ANJELA LI, BA, MBA

Director, Supply Chain Management University of Calgary

Tel: (403) 220 4966 @: [email protected]

From: Pharey, Patricia [mailto:[email protected]] Sent: Monday, February 28, 2011 3:19 PM To: Sandra Chilton; Anjela Li Cc: Lisa Ross; Elizabeth Osier Subject: RE: BoG expenses

Have we eliminated the possibility of Mr. Black submitting a purchase order or an invoice? I'll review everything with him tomorrow when I see him.

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 E [email protected] 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8

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From: Sandra Chilton [mailto:[email protected]] Sent: Monday, February 28, 2011 2:51 PM To: Anjela Li; Pharey, Patricia Cc: Lisa Ross; Elizabeth Osier Subject: RE: BoG expenses

Is there a way we can eliminate the need to have Mr. Black having to sign his expense report or could he delegate that authority to someone like Liz Osier for example? That could at least speed up the non-employee expense claim process so that if Irish can get his expenses to me I will process and have his delegate sign them for him asap and then ask Accts Payable to pay asap rather than the 3-4 weeks allotted for non-employee expense claims?

Tx

Sandy

From: Anjela Li Sent: Monday, February 28, 2011 2:46 PM To: 'Pharey, Patricia'; Sandra Chilton Cc: Lisa Ross Subject: RE: BoG expenses

In this case, the only viable option would be to apply for an actual Amex credit card unless you wish to continue with the current process that involves submitting non employee expense claims. We are currently verifying with HR if the board members are considered employees and if so, they might qualify for the university corporate card program.


ANJELA LI, BA, MBA



From: Pharey, Patricia [mailto:[email protected]] Sent: Monday, February 28, 2011 2:40 PM To: Anjela Li; Sandra Chilton Subject: RE: BoG expenses

Most of his travel includes hotel, taxi, meals, etc., so I don't think the Business Travel Account will work.

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 E [email protected]

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15th Floor, Bankers Court, 850-2nd Street SW, Calgary AB,T2P0R8 / O


From: Anjela Li [mailto:[email protected]] Sent: Monday, February 28, 2011 2:36 PM To: Pharey, Patricia; Sandra Chilton Subject: RE: BoG expenses

Unless the need involves paying for travel related expenses outside of air travel, there is an option that a Business Travel Account (ghost account) is used without Mr. Black requiring to carry a physical credit card.

Please, let us know.


ANJELA LI, BA, MBA



From: Pharey, Patricia [mailto:[email protected]] Sent: Monday, February 28, 2011 1:32 PM To: Sandra Chilton; Anjela Li Subject: RE: BoG expenses

Let me have a chat with Mr. Black and I'll get back to you.

Thanks, 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 E [email protected] 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8


From: Sandra Chilton [mailto:[email protected]] Sent: Monday, February 28, 2011 1:26 PM To: Anjela Li Cc: Pharey, Patricia Subject: RE: BoG expenses

Hi Anjela;

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Thank you for your voice mail outlining that you are looking into enrolling Mr. Black into the Corporate Card program and trying to find a way to get him into the system for reconciliation.

Before you go too far with this, his assistant Trish Pharey did indicate to me she had some concerns about Mr. Black having another credit card to remember to carry with him. Trish - right now this looks to be the most viable possible solution though I would like some input from you too.

Thanks!

Sandy







From: Pharey, Patricia [mailto:[email protected]] Sent: Friday, February 25, 2011 2:46 PM To: Elizabeth Osier; Sandra Chilton Cc: Lisa Ross; Tony Krajnc Subject: RE: BoG expenses


Good suggestions, Sandy. I'm sure we can figure something out.

Trish

Patricia Pharey, Assistant to Doug Black, Q.C. and John Goetz Fraser Milner Casgrain LLP | www.fmc-law.com T 403 268 6880 j F 403 268 3100 E [email protected] 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8

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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 [mailto:[email protected]] 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


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,


Hi Liz;


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.


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 a travel profile set up for him with Uniglobe and have that billing done automatically to Liz's account ±l<35£0(£.lorare there other solutions anyone might have?

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Thank you.

Sandy Chilton Office Administrator and Budget Officer

Sandra Chilton a~a 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 Peoplesoft 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 ..

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, &C. and John Goetz Fraser Milner Casgrain LLP | www.fmc-law.com T 403 268 6880 | F 403 268 3100 E patricia.pharevPfmc-law.com 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8

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http://patricia.pharevPfmc-law.com


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Sandra Chilton I'M

From: Anjela Li Sent: Tuesday, March 01, 2011 4:27 PM To: Sandra Chilton Cc: Sena Alipui 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 Alipui (herewith in copy).

Thanks,

Anjela


ANJELA LI, BA, MBA



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 Peoplesoft 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




Sandy

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From: Pharey, Patricia [mailto:Patricia.Pharev(Mmc-law.coml Sent: Tuesday, March 01, 2011 3:10 PM To: Sandra Chilton Subject: RE: BoG expenses



Online approval certainly sounds like it will speed things up.

Trish

Patricia Pharey, Assistant to Doug Black, Q.C. and John Goetz Fraser MilnerCasgrain LLP | www.fmc-iaw.com T 403 268 6880 | F 403 268 3100 E [email protected] 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.

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mailto:Patricia.Pharev(Mmc-law.coml

http://www.fmc-iaw.com


Sandra Chilton 2'ib From: Jerry McGhie Sent: Tuesday, April 26, 20111:32 PM To: Sandra Chilton Subject: RE: Ranchmen's Club

Hi Sandra, there are two contacts at the Ranchmen's Club you could speak to, one is Rose at 403-228-3885 ext. 253 or Jacquelyn at 403-228-3885 ext. 243. Hope this helps.

Regards Jerry

From: Sandra Chilton Sent: Tuesday, April 26, 201111:56 AM To: Jerry McGhie Subject: RE: Ranchmen's Club

Tx Jerry - if you can get me a contact person I can take care of the rest - tx!

Sandy

From: Jerry McGhie Sent: Tuesday, April 26, 2011 11:53 AM To: Sandra Chilton Subject: RE: Ranchmen's Club

Hi Sandy I will need to did a little deeper as there must be a contact person at the Ranchmen's Club that would direct the invoice back to the U of C, if it is your dept. that would ultimately pay the bill then you would need to have a purchase requisition along with a copy of the invoice set up in Peoplesoft. I will try and find out more about who the contact person is.

Regards Jerry

From: Sandra Chilton Sent: Tuesday, April 26, 2011 11:30 AM To: Jerry McGhie Subject: RE: Ranchmen's Club

Tx Jerry - so how do I go about getting it done that way?

Tx

From: Jerry McGhie Sent: Tuesday, April 26, 2011 11:27 AM To: Sandra Chilton Cc: Andrea Morgan Subject: RE: Ranchmen's Club

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3rfr Hi Sandra, looking in our Peoplesoft files 1 see a number of independent p/o's that were set up and paid directly to the Ranchmen's Club so I don't see why they wouldn't do the same here.

Regards Jerry

From: Sandra Chilton Sent: Tuesday, April 26, 2011 10:32 AM To: Jerry McGhie Cc: Andrea Morgan Subject: Ranchmen's Club

Jerry;

I don't know if you are the person to contact about this but if not, I'm hoping you know who I might contact.

The Board Chair of the U of Calgary is Mr. Doug Black of Fraser Milner. He will be hosting meetings and dinners primarily at the Ranchmens' Club here in Calgary. I see that the Ranchmens' is already on our Vendor list, however what I would like to know is if there is a way to have them just bill the U of C directly rather than have Mr. Black claim as an expense. As he is a non-employee getting his expenses reimbursed is a slow process.

Any assistance or direction you could provide would be appreciated!

Tx

Sandy

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Sandra Chilton 2-1$ From: Pharey, Patricia <[email protected]> Sent: Wednesday, April 27, 201111:00 AM To: Sandra Chilton Subject: RE: Expenses for Doug Black

Sandy, that would be a typo at this end! Sorry. It should be $2,200.78

Trish

Patricia Pharey, Assistant to Doug Black, Q.C. and John Goetz 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, Calgary AB, T2P 0R8


From: Sandra Chilton rmailto:smchilto(S)ucalqary.cal Sent: Wednesday, April 27, 2011 10:51 AM To: Pharey, Patricia Cc: Andrea Morgan Subject: RE: Expenses for Doug Black

Trish;

Can you clarify the expenses for the Ranchmen's please.

The form submitted shows $2,200.78 but the total shows $2,220.78. The invoice attached supports the $2,200.78 so we are not clear where the $20 came from

Tx

Sandy

From: Sandra Chilton Sent: Tuesday, April 26, 2011 10:38 AM To: 'Pharey, Patricia' Cc: Andrea Morgan Subject: RE: Expenses for Doug Black

Hi Trish;

I have them - I do have a question about them though that I've asked Liz to answer. Also I want the powers to be in Accts Payable to make one person responsible on their end for handling his expenses so that if they go missing or something I have a contact to deal with there.

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mailto:smchilto(S)ucalqary.cal

Also, Andrea Morgan here had a good idea that I'm following up on. I've asked Procurement to find out if we can get the Ranchmens' at least set up to just bill the U of C directly

Sandy

From: Pharey, Patricia [mailto:Patricia.Pha reygifmc-law.comi Sent: Tuesday, April 26, 2011 10:06 AM To: Sandra Chilton Subject: Expenses for Doug Black

Hi Sandy,

I just wanted to follow up on two expense submissions for Doug Black just to make sure things were moving along and there isn't something I need to do.

$141.80 submitted April 1 $2,220.78 submitted April 12

Thanks very much, 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 E patricia.pharey(5)fmc-law.com 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8


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Sandra Chilton Jt-iO From: Pharey, Patricia <[email protected]> Sent: Thursday, April 28, 2011 1:34 PM To: Sandra Chilton Subject: RE: expense claim

Hi Sandy,

I wasn't provided with an itemized receipt from the restaurant.

The charge from the Limo service is automatically charged to his credit card. I attached a copy of his April 20, 2011 Amex statement showing the charge was applied on March 1. That said, a Lost Receipt declaration will have to be done for both the restaurant and limo charges.

The $150.00 mentioned in the March 24 e-mail does not apply to this submission. I only hi-lighted in yellow the relevant information. Therefore, the charge for the Toronto trip is $1,593.13 + $78.75 + $930.72 = $2,602.60.

I hope this helps to clarify your concerns.

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.pharey(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. Thankyou.

From: Sandra Chilton rmailto:smchilto(a)ucalqary.cal Sent: Thursday, April 28, 2011 10:58 AM To: Pharey, Patricia Subject: expense claim

Trish;

I have the second claim for Mr. Black. In the future can you please make sure that we have itemized receipts from the restaurant from meals. I will have to submit a Lost Receipt declaration that Liz will have to declare in order to get this paid.

Also, there is no receipt for the $91.30 airport limo - just a statement of account and the reservation email confirmation which is not sufficient as AP will require an actual receipt. This one will also require a Lost Receipt declaration.

And, finally I can't figure out how the $2602.60 for the TO flight adds up? I understand that there is $930.72 credit being applied and I think another $150 credit but from the invoice of $3,885.81 even subtracting those two amounts I don't see the $2602.60. If you could provide a breakdown that should help get this expense claim through.

Thankyou.

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mailto:smchilto(a)ucalqary.cal

Sandy Chilton 2-2U

Sandra Chilton I'M-From: Sent: To: Cc: Subject: Attachments:

Sena Alipui Friday, May 06, 2011 4:03 PM Sandra Chilton Bonnie Cutcliffe; Elizabeth Osier; Lisa Ross; Grace Ducut FW: NEPF re D Black QC Scan 001.pdf

Good day Sandra, As discussed over the phone, going forward you can send all the claims related to the President of the board to my attention and cc Bonnie. The attached claim was created on April the 28th and we received it in AP on May 03, the AP rep in charge of processing the claim had few questions related to the claim and I approved it on May 05 or processing/payment. I'll ensure it's paid early next week.

Thank you.

—Original Message— From: Sandra Chilton Sent: Friday, May 06, 2011 3:46 PM To: Sena Alipui Cc: Bonnie Cutcliffe; Elizabeth Osier Subject: FW: NEPF re D Black QC

Hi Sena;

Here is my email from yesterday and the claim is attached. Thank you very much for looking after this and if there is anything I can do from my end to help this process along let me know. Any future claims from Mr. Black I will submit directly to your attention with a copy to Bonnie Cutcliff.

Regards,

Sandy Chilton

—Original Message— From: Sandra Chilton Sent: Thursday, May 05, 201112:45 PM To: '[email protected]' Cc: 'Pharey, Patricia' Subject: FW: NEPF re D Black QC Importance: High

Hi;

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Can you advise as to when these are going to be paid - thank you

Sandy Chilton

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Office Administrator

Original Message From: Sandra Chiltori Sent: Monday, May 02, 20111:52 PM To: '[email protected]' Subject: NEPF re D Black QC Importance: High

Hi;

A paper copy was recently submitted for this claim however, can we get this expedited please. Its for the Board Chair and it is critical he be reimbursed asap

Thank you!

Sandy Chilton

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Sandra Chilton J-;V From: Marie Kraft Sent: Tuesday, May 31, 2011 3:45 PM To: Sandra Chilton Cc: Elizabeth Osier; Peternela Scharf Subject: RE: DB expenses

Good afternoon Sandra,

Thank you for your work in ensuring compliance with the requirements for non-employee expense reimbursement.

Please continue to uphold the supporting documentation requirements as stated in the Non-Employee Payment Form Guidelines and the Travel and Expense Reimbursement Handbook.

Feel free to contact me if you have further concerns.

Marie Kraft, CMA, CIA, CFE Audit Manager, Office of the Internal Auditor

University of Calgary Room 1024, Education Tower 2500 University Drive N.W. Calgary, Alberta T2N 1N4 403-220-7525

From: Sandra Chilton Sent: Tuesday, May 31, 2011 2:53 PM To: Marie Kraft Cc: Elizabeth Osier Subject: FW: DB expenses

Hi Marie;

I just thought I would check with you on this. As a quick summary, the new Board Chair has been claiming expenses often without receipts to support the claim. I have been completing Lost Receipt Declarations in those instances but I now have an expense claim that has seven unsupported taxi and limo expenses. Mr. Black's assistant, Trish Pharey, has advised me there isn't much they can do about that. Before I go on any further with this claim do yo.u have any suggestions or recommendations? I want to ensure that we are following the process claim process. Also Mr. Black is not a U of C employee so we are using the Non-Employee Expense Claim

Any comments or suggestions you might have would be welcome

Thank you!

Sandy Chilton Office Administrator

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From: Pharey, Patricia [mailto:[email protected]] Sent: Tuesday, May 31, 2011 2:40 PM To: Sandra Chilton Cc: Elizabeth Osier; Jo-Ann Bance Subject: RE: DB expenses

Hi Sandy,

Mr. Black's driver in Calgary submits a handwritten itemized statement for each month. Unfortunately, the driver does not provide individual receipts for each trip. I provided receipts for his taxi and limo rides (while in Saskatoon and Toronto on University business) and other than the two which were paid by cash ($12 and $10), I attached a copy of his American Express Statement as back up to the other two receipts ($27 and $70).

Unfortunately, that's all I can submit for backup.

Trish

Patricia Pharey, Assistant to Doug Black, Q.C. and John Goetz Fraser MilnerCasgrain LLP | www.fmc-law.com T 403 268 6880 | F 403 268 3100 E patricia.pharey(S)fmc-law.com 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8


From: Sandra Chilton Fmailto:smchilto(S)ucalqary.cal Sent: Tuesday, May 31, 2011 2:08 PM To: Pharey, Patricia Cc: Elizabeth Osier; Jo-Ann Bance Subject: DB expenses

Hi Trish;

I just received Mr. Black's latest expense claim. Is there any way you can stress to him that we need receipts for taxis and limos? There are seven on this claim that there are no receipts for which means I have to complete 7 lost receipt declaration forms for signature by both Liz Osier and Jo-Ann Bance. Not having receipts creates a significant amount of paperwork on our end. Second, there is no backup at all for the May 3 Toronto limo for $70 and the May 4 Royal Taxi for $10 ie no handwritten list?

Anything you can do would certainly be appreciated!

Tx

Sandy

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mailto:smchilto(S)ucalqary.cal

Sandra Chilton l-v» From: Pharey, Patricia < [email protected]> Sent: Tuesday, May 31, 2011 4:06 PM To: Sandra Chilton Cc: Elizabeth Osier; Jo-Ann Bance Subject: RE: DB expenses

His name is i . i^C\)

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 E patricia.pharey(S)fmc-law.cotn 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8


From: Sandra Chilton fmailto:[email protected] Sent: Tuesday, May 31, 2011 4:01 PM To: Pharey, Patricia Cc: Elizabeth Osier; Jo-Ann Bance Subject: RE: DB expenses

Hi Trish;

In order to complete the Lost Receipt Declaration forms I need the vendor name, address and phone number of the Calgary driver.

Thanks

Sandy

From: Pharey, Patricia rmailto:Patricia.Pharey(g>fmc-law,coiT)l Sent: Tuesday, May 31, 2011 2:40 PM To: Sandra Chilton Cc: Elizabeth Osier; Jo-Ann Bance Subject: RE: DB expenses

Hi Sandy,

Mr. Black's driver in Calgary submits a handwritten itemized statement for each month. Unfortunately, the driver does not provide individual receipts for each trip. I provided receipts for his taxi and limo rides (while in Saskatoon and Toronto on University business) and other than the two which were paid by cash ($12 and $10), I attached a copy of his American Express Statement as back up to the other two receipts ($27 and $70).

Unfortunately, that's all I can submit for backup.

l




mailto:Patricia.Pharey(g%3efmc-law,coiT)l

Trish V& Patricia Pharey, Assistant to Doug Black, CtC. and John Goetz 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


From: Sandra Chilton rmailto:[email protected] Sent: Tuesday, May 31, 2011 2:08 PM To: Pharey, Patricia . Cc: Elizabeth Osier; Jo-Ann Bance Subject: DB expenses

Hi Trish;

I just received Mr. Black's latest expense claim. Is there any way you can stress to him that we need receipts for taxis and limos? There are seven on this claim that there are no receipts for which means I have to complete 7 lost receipt declaration forms for signature by both Liz Osier and Jo-Ann Bance. Not having receipts creates a significant amount of paperwork on our end. Second, there is no backup at all for the May 3 Toronto limo for $70 and the May 4 Royal Taxi for $10 ie no handwritten list?

Anything you can do would certainly be appreciated!

Tx

Sandy

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Sandra Chilton l i p

From: Sandra Chilton Sent: Friday, June 03, 2011 11:36 AM To: Elizabeth Osier Subject: RE: DB cell phone charges

I don't believe it does - its just refers taxis and public transportation

By copy of this email though I'll ask Jo-Ann. Do you know if the travel policy or procedures address the difference between using taxis, limos and private drivers?

Tx!

From: Elizabeth Osier Sent: Friday, June 03, 2011 11:01 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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Sandra Chilton 2-X1 From: Sent: To: Subject: Attachments:

Pharey, Patricia < [email protected]> Wednesday, September 21, 2011 3:42 PM Sandra Chilton FW: Doug Black expenses Scan 001.pdf

Here's your email with the attachment. Thanks for looking into it.

Trish

Patricia Pharey, Assistant to Doug Black, Q.C., John Goetz and Ryan E: Fraser Milner Casgrain LLP | www.fmc-law.com T 403 268 6880 | F 403 268 3100 E patricia.pharey(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 addresse information. Any unauthorized disclosure is strictly prohibited. If you \ us immediately so that we may correct our internal records. Please the . r~. any attachments and destroy any copies. Thank you.

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/ iy ueieie the original message and

—Original Message— From: Sandra Chilton [mailto:[email protected] Sent: Thursday, August 25, 2011 10:49 AM To: Sena Alipui 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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Sandra Chilton 2-50 From: Sandra Chilton Sent: Thursday, September 29, 201110:39 AM To: Elizabeth Osier Subject: expenses - CONFIDENTIAL

Hi Liz;

Further to your note as of today's date including charges from the Ranchmens Mr. Black's expenses total $23,178. I have also included in that amount two claims submitted by Trish for flowers for the meetings.

There are have been 3 charges from the Ranchmens which are fairly close in amounts:

April dinner $2,200.78 June BoG $3,883.68 September $2,670.99

If there is anything else you'd like to know let me know!

Sandy

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Sandra Chilton ■1-51

From: Pharey, Patricia <[email protected]> Sent: Wednesday, January 11, 2012 11:20 AM To: Sandra Chilton Subject: Doug Black Expenses

Hi Sandy, just to let you know I received payment for Mr. Black's December cell phone charges - $100.00.

Trish

Patricia Pharey, Assistant to Doug Black, Q.C., John Goetz and Ryan Exon 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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Sandra Chilton 2-bH

From: Elizabeth Osier Sent: Monday, January 30, 2012 1:06 PM To: Sandra Chilton Subject: Hi

Hi Sandy,

Re: Doug's expenses for the Miami flight - Dr. Cannon advised me that she and Bonnie DuPont had spoken to Doug and that we would be paying the full amount. No further details were provided to me.

Liz

Elizabeth J. Osier, B.A., M.A., L.L.B. University Secretary & Associate General Counsel University of Calgary Board of Governors & General Faculties Council

Administration, Room 127 2500 University Drive N.W. Calgary, Alberta T2N 1N4 Tel: (403) 220-6138 Fax: (403) 284-5245

This message, and any documents attached hereto, is intended only for the addressee 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 delete the original message. Thank you.

l /CAAH l"1 a / 7"S

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Sandra Chilton 2-55 From: Sandra Chilton Sent: Tuesday, January 31, 2012 3:17 PM To: Elizabeth Osier Subject: FW: BoG expenses

Liz:

I think I deleted the email when I send the T & E info to Trish but I know I did send it. It is mentioned in the email below if that is any help

Sandy

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 Peoplesoft 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




Sandy

From: Pharey, Patricia rmailto:Patricia.Pharey(S)fmc-law.coml Sent: Tuesday, March 01, 2011 3:10 PM To: Sandra Chilton Subject: RE: BoG expenses



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mailto:Patricia.Pharey(S)fmc-law.coml

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 E [email protected] 15th Floor, Bankers Court, 850 - 2nd Street SW, Calgary AB, T2P 0R8


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Documents

Sandra Chilton - Canadian Taxpayers Federation file 2(1).pdfUniversity of Calgary, T2N 1N4 Telephone: (403) 220-6138 Facsimile: (403) 284-5245 Confidentiality Warning: This message