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5.1.3 Al international travel by Board members on NZBS business requires consultation with the
NZBS Chair (and in the case of the Chair, the Deputy Chair) and the express prior
authorisation of the Board
5.1.4 Discounted travel or economy class should be used for air journeys of up to at least four
hours of uninterrupted flight duration, except where the distance or hours travelled, work
schedule on arrival, or personal health, safety or security reasons, make business class
preferable; first class travel is not permit ed
5.1.5 Membership of airline clubs is a personal choice and expense of Board members.
5.2
Accommodation
5.2.1 Accommodation should be in comfortable hotels, of no more than a 4-star standard
5.2.2 Where NZBS has negotiated concessional rates or government rates are available at a hotel
or a hotel chain, then Board members should use that hotel or hotel chain; exceptions apply
where:
a) such accommodation is unavailable or inconvenient (e.g. due to location, safety, travel
times or cost effectiveness); or
b) a Board member is already staying at another hotel on other business immediately
before or after an NZBS meeting or event and it is either:
i.
more cost effective for NZBS for the Board member to extend those other
accommodation arrangements to incorporate accommodation for NZBS
business, or
ii.
it is more practical and beneficial (in terms of Board member convenience and
time effectiveness) for the Board member to remain in the one hotel and any
additional cost to NZBS is only minor
5.2.3 Meal costs wil be met by NZBS but Board members should ensure that such costs are
reasonable and appropriate in the circumstances taking into account alternatives available
5.2.4 Alcohol costs will not be met by NZBS
5.2.5 Hotel internet connection charges wil not be met by NZBS. NZBS provides Board members
with a 3G capable iPad for access to board papers and the internet for email connectivity.
5.2.6 Private phone calls from hotel rooms, mini-bar costs, internet connection charges for movies
or music downloads and the costs of movies and alcohol charged to hotel rooms, wil not be
met by NZBS and Board members incurring such costs are expected to personally settle
that part of the hotel’s account on checking-out (where the hotel is charging NZBS direct).
5.3
Air points and other travel-related loyalty schemes
The benefits under air points/miles and other travel-related loyalty schemes are for the personal
benefit of Board members provided Board members’ use of airlines and other providers of loyalty
schemes is in accordance with sections 5.1.1 and 5.1.2 of this policy.
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5.4
Taxis, rental cars and use of personal vehicles
5.4.1 The key principles are practicality and fairness to all parties – NZBS in terms of cost-
effectiveness and the Board members in terms of time impositions and inconvenience;
where any uncertainty or concern arises in application of these principles, the Chair wil
decide (or the Deputy Chair if the issue relates to the Chair).
5.4.2 The use of taxis should be moderate, conservative and cost-effective relative to other forms
of transport available at the time. Board members are provided with a Corporate Cabs
charge card for ease of charging.
5.4.3 NZBS has a preferred supplier relationship with AVIS and rental cars should bebooked with
this company where possible.
5.4.4 Where a Board member needs to travel to and from a meeting or event via car, then a rental
car arranged by the office of the CEO, rather than the Board member using their personal
vehicle, is the preferred first option except where:
a) short distances are involved and it is more cost-effective and less disruptive on the Board
member’s time for the Board member to use their personal vehicle; or longer distances are
involved but the use of a rental car would involve significant imposition on the Board
member’s time and is not practical for the Board member (e.g. due to the distance the Board
member needs to travel to a rental car depot).
5.4.5 Where rental cars are used, the most economical type and size of rental car should be used,
consistent with the requirements (including distance and number of people) of the trip and
safety considerations.
5.4.6 Board members’ use of their own personal vehicle wil be reimbursed on a per kilometre
basis, with the rate being the standard Inland Revenue Rate or one agreed by the NZBS
Board.
5.4.7 Any fines (parking or traf ic offences) incurred while either driving a rental vehicle, or a Board
member’s personal vehicle whilst on NZBS business, are to be paid by the Board member.
5.5
Entertainment and hospitality
5.5.1 Board members incurring entertainment and hospitality expenditure should recognise that
such expenditure is sensitive because of the wide range of purposes it can serve, the
opportunities for private benefit, and the wide range of opinions as to what is appropriate.
5.5.2 Expenditure on entertainment and hospitality by Board members must have prior
authorisation from the Chair in consultation with the CEO, or the Deputy Chair in the case
of the Chair. Expenditure should be for a justified business purpose such as:
a) building relationships;
b) representing NZBS at a business event;
c) reciprocity of hospitality where there is a clear business purpose and it is within normal
bounds; or
d) recognising significant NZBS achievements
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5.6
Communications costs
5.6.1 Board members may claim, on the basis of supporting documentation, for toll calls,
teleconference calls, facsimile calls and mobile phone calls directly related to their role as
NZBS Board members.
5.6.2 Board members may not claim for any portion of the rental or line charges (or any other fixed
charges) relating to their office or home telephone or facsimile, their of ice or home internet
connection, nor their mobile phones.
5.6.3 NZBS does not provide mobile phones to Board members.
5.7
Use of privately-owned assets
Board members may not claim for any costs of personal assets (e.g. computers and other
office machinery) utilised by them in fulfil ing their role as NZBS Board members.
5.8
Membership of business organisations
Board members may not claim for any costs of joining or membership of any business or
professional organisations (e.g. Institute of Directors).
5.9
Board member training and development
Expenditure incurred on any training and development course for individual Board members
should be pre-approved by the Board in consultation with the CEO.
5.10 Board member professional advice and support
Expenditure on any professional advice (e.g. legal) and support (e.g. administration or
secretarial services other than those provided by organisation personnel) for individual
Board members should only be incurred in exceptional circumstances and should be pre-
approved by the Chair in consultation with the CEO.
5.11 Other Board member expenses
Guidance on other expenses likely to be incurred by Board members outside of the expense
types covered in this policy should be sought from the Chair before they are incurred to
enable the Chair (or Board) in consultation with the CEO to make a decision on the
appropriateness of the expense being met by NZBS.
6.
PROCEDURE FOR CLAIMING BOARD MEMBERS’ EXPENSES
6.1
Original supporting documentation (invoices, credit card slips, accounts, ticket butts, etc)
should be attached to the Claim Form or Expenses Schedule; copies of invoices, credit card
slips, accounts, ticket butts, etc are not acceptable. Where Board members are GST-
registered, or are invoicing expense claims through a GST-registered entity, copies of
supporting documentation are acceptable provided originals are available on request
6.2
The date, amount, description and purpose of minor expenditure if receipts are not available
should be documented on the expense claim (e.g. parking vending machines).
6.3
The date, amount of mileage and purpose of the travel undertaken in Board members’
personal vehicles (e.g. travel from office to airport for travel to board meetings) should be
documented on the Claim Form or Expenses Schedule.
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6.4
Al expense claims for entertainment and hospitality should include details of the person(s)
attending the entertainment or hospitality event and the purpose of the event.
6.5
Board members’ expense claim invoices, with the supporting Claim Form or Expenses
Schedule, should be submitted on a monthly basis and paid within two weeks of submission.
7.
AUTHORISING BOARD MEMBERS’ EXPENSES
7.1
Individual Board members’ expense claim invoices, with the completed Claim Form or
Expenses Schedule and supporting documentation, should be reviewed and approved by
the Chair, and in the case of the Chair’s expense claims the Deputy Chair. If either the Chair
or Deputy Chair are unavailable another Board Member may grant the required
authorisation.
7.2
Authorisation may be provided electronically with formal signature of documentation to be
obtained as soon as practical thereafter.
8.
REVIEW OF BOARD MEMBERS’ TRAVEL AND ASSOCIATED EXPENSES POLICY
8.1
On an annual basis, the Board shall review this Policy.
8.2
Review of this Policy shal include reviewing:
a) the ongoing appropriateness of the provisions of the policy; and
b) any issues that have arisen with the application of the policy over the previous period.
8.3
Amendments to this Policy shall reflect any changes consequential upon any updates to the
DPMC Cabinet Circular Fees Framework for Members of Statutory and Other Bodies
Appointed by the Crown relating to expenses incurred by Board members.
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