RCCbc Expense Claim Form

Please complete the following form to be reimbursed for eligible expenses. Note that all payments are processed by EFT only. If you are not on the list of payees or if you need to update your information, please complete the New Vendor / Payee EFT form prior to submitting your claim.


IMPORTANT - you will need to submit this form for each type of expense you are claiming. Expense types are separated into the following categories:


  • Accommodation
  • Mileage
  • Per Diem Meals
  • Other Expense with Receipt


Transportation expenses fall under the 'Other Expense' category and can be added up and submitted as one claim (i.e. airfare + ferry + parking). Receipts are required for transportation claims.


Mileage and per diem meal claims do not require receipts. Please use discretion if claiming per diems in relation to actual expenses. If you are provided with a meal during an event, please do not claim this per diem.


2024/25 Fiscal Year End

The deadline for submitting expenses, invoices, and sessional claims has now passed. We are no longer accepting claims from the 2024/25 fiscal year.


If you need help or have any questions or concerns, please email finance@rccbc.ca.

Please select the name of the individual or business who is to be reimbursed. If your name is not in the dropdown list, you must fill out the New Payee/ Vendor Form first.

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If you selected "not listed" from the dropdown list above, please enter the full name of the payee (the individual or business) that is to receive reimbursement for this claim. Payments are processed by EFT only. If we do not have banking information on file for you, your name will not appear in the dropdown list.

Banking Information for EFT payments

Does RCCbc have your banking information on file? All payments are processed by EFT, so if you need to add or update your banking information, please complete this form.

Please enter your preferred contact email.

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Which community budget should these hours be billed to? Choose Central for non-community-specific activities.

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Please tell us about the expense(s) you are claiming. The more detail, the better.


Which event is the claim associated with? If it was a multi-day event or meeting, please include the date range (start and end dates) in the description.


For mileage, where did you start and where did you drive to? One way or round trip?


For meals, please include dates for each per diem claimed.

Date the expense was incurred (if applicable).

Reimbursement for accommodations includes associated hotel taxes and fees, and will be reimbursed up to:


  • $410/ night from Oct 1 - Apr 30
  • $550/ night from May 1 - Sep 30             


One night of accommodation will be reimbursed for attending a full day event.


Two nights of accommodation may be reimbursed for a one-day event if there are no travel options for returning home.


More than two nights of accommodation must be approved in advance by an RCCbc director.


Room service, restaurant or liquor charges, and/or pet fees are ineligible for reimbursement. Please exclude these charges from your accommodation claim total. If appropriate, you may submit a per diem meal claim instead.


Please select the number of overnights being claimed.

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Please enter number value only, NO $ signs.

An itemized receipt must be included below.

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Distances greater than 50kms round trip will be reimbursed at $0.63/km, up to the cost of economy airfare. Fuel expenses cannot be claimed in addition to mileage, and distance travelled on ferries is not considered eligible mileage.


Please enter the total number of kilometers driven.

The breakfast per diem rate is $20. Please enter the number of breakfast per diems you wish to claim. Please include the date(s) in the description.

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The lunch per diem rate is $30. Please enter the number of lunch per diems you wish to claim. Please include the date(s) in the description.

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The dinner per diem rate is $45. Please enter the number of dinner per diems you wish to claim. Please include the date(s) in the description.

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Copies of itemized receipts are required.

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