Policies & Procedures

Accountability

Child & Community Resources (CCR) is a designated broader public sector organization as provided for under section 12 of the Broader Public Sector Accountability Act, 2010 and follows the Ontario broader public sector (BPS) supply chain code of ethics and the requirements for travel and expenses.

Ontario Broader Public Sector (BPS) Supply Chain Code of Ethics
 https://www.ontario.ca/page/broader-public-sector-accountability

Goal: To ensure an ethical, professional and accountable Broader Public Sector supply chain.

Personal Integrity and Professionalism
Individuals involved with Supply Chain Activities must act, and be seen to act, with integrity and professionalism. Honesty, care, and due diligence must be integral to all Supply Chain Activities within and between CCR’s suppliers and other stakeholders. Respect must be demonstrated for each other and for the environment. Confidential information must be safeguarded. Participants must not engage in any activity that may create, or appear to create, a conflict of interest, such as accepting gifts or favours, providing preferential treatment, or publicly endorsing suppliers or products.

Accountability and Transparency
Supply Chain Activities must be open and accountable. In particular, contracting and purchasing activities must be fair, transparent and conducted with a view to obtaining the best value for public money. All participants must ensure that public sector resources are used in a responsible, efficient, and effective manner.

Compliance and Continuous Improvement
Individuals involved with purchasing or other Supply Chain Activities must comply with this Code of Ethics and the laws of Canada and Ontario. Individuals should continuously work to improve supply chain policies and procedures to improve their supply chain knowledge and skills levels, and to share leading practices.

Travel and Expense Policy

Child & Community Resources (CCR) has posted this policy for transparency to the public to meet the requirements of the BPS Expense Directive.

CCR will reimburse employees who incur approved out-of-pocket expenses during the course of their work. Normally, the activity which will generate expenses should be approved in advance by the immediate Manager.

Approved expenses include but are not limited to:

Transportation

• Mileage at $0.58 per kilometre for use of private vehicle, plus parking. This amount will be reviewed annually.
• Economical transportation (for out-of-town travel exceeding 200 kilometres) with approved rental agency will be arranged.

When it is not possible to rent a vehicle or for safety reasons, CCR may reimburse for use of personal vehicle at the approved daily rental rate plus fuel cost in lieu of mileage.

Should employees choose to utilize their own vehicle for out of town travel, they will be reimbursed for the cost of gas only to approved destination and back, upon Manager’s approval. In circumstances where prearranged transportation plans have been made by CCR, any employee who chooses to travel with his / her personal vehicle will be responsible for his / her transportation cost.

Employees using personal vehicles for business use are required to have a third party liability insurance covering public liability and property damage in an amount no less than $1,000,000.00. CCR recommend as well a “business use” clause be added to their policy.

Proof of valid insurance coverage shall be furnished along with valid driver’s license on a yearly basis. It is understood that the employee will bear cost of the required coverage.

Meal Allowance

Meal allowance will be compensated at a maximum rate of sixty dollars ($60.00) per day. Where less than a full day’s expenses are incurred, the breakdown is as follows:

• Breakfast $ 12.00
• Lunch $ 18.00
• Dinner $ 30.00

Itemized receipts and credit cards receipts are required for reimbursement to be issued.

Managers have discretion to approve costs above sixty dollars ($60.00) per day provided the employee provides receipts to demonstrate reasonable cause.

Other expenses

• Approved accommodations.
• While on CCR business, if an employee stays with a relative or friend as an alternative to booking a hotel room, the employee may submit one time only a receipt for up to $50, in lieu as a host gift.
• Other approved expenses: e.g. resource material.

Agency claim forms must be used for reimbursement.

Perquisites Policy

Perquisites are only allowable in limited and exceptional circumstances and must be approved by the Executive Director and/or designate. It must be clearly demonstrated and documented how the expense is a business related requirement for the effective performance of an individual’s job for the expense to be allowable.

The organization does not give perquisites to any CCR staff or appointees

Accessibility for Ontarians with Disabilities Act (AODA)

Integrated Accessibility Standards Regulation Policy

Statement of Commitment

Child & Community Resources is committed to treating all individuals in a way that allows them to maintain their dignity and independance. We are committed to meeting the needs of the people with disabilities in a timely manner, and will do so by preventing and removing barriers to accessibility and meeting accessibility requirements under the Accessibility for Ontarians with Disabilities Act.

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Privacy Statement

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