Policy 102 - Perquisites

Approved Executive Committee of the Board of Governors 2079.3

PERQUISITES

PURPOSE

1. The purpose of this Policy is to establish the University’s rules on granting perquisites in compliance with the Broader Public Sector Perquisites Directive (the “Perks Directive”) issued pursuant to Part IV.1 (Perquisites) of the Broader Public Sector Act, 2010 (the “Act”).

SCOPE

2. This Policy applies to University employees, University Board members, and appointees.

3. This Policy does not apply to collective agreements, insured benefits, pension plans, employee assistance programs, health and safety requirements, employment accommodations made for human rights and/or accessibility considerations or to expenses covered under the University’s Policy 21 on Travel Expenses and Field Trips or its Policy 60 on Hospitality, Receptions, Business Luncheons and Expenditures Chargeable to University Accounts.

DEFINITION OF “PERQUISITE” or “PERKS”

4. The term “perquisite” or “perks” refers to a privilege that is provided to an individual or to a group of individuals that provides a personal benefit that is not generally available to others.

Non-allowable Perks

5. Perks that are not related to business requirements are not allowed. The following perks are not allowed in any circumstances and cannot be provided even as a special consideration:

a) club memberships for personal recreation or socializing purposes, such as fitness clubs, golf clubs or social clubs;

b) seasons tickets to cultural or sporting events;

c) clothing allowances not related to health and safety or special job requirements;

d) access to private health clinics – medical services outside those provided by the provincial healthcare system or by the employer’s group insured benefit plans;

e) professional advisory services for personal matters, such as tax or estate planning.

6. The perks listed in paragraph 5 cannot be provided by any means, including: an offer of employment letter, as a promise of a benefit, an employment contract, or a reimbursement of an expense.

Allowable Perks

7. A perk is allowable only in limited and exceptional circumstances where it is demonstrated to be a business-related requirement and for the effective performance of an individual’s job or duties.

APPROVAL OF ALLOWABLE PERKS

8. The approval of an allowable perk shall be made in conformity with the Act, the Perks Directive and this Policy.

9. The President or his/her designate shall determine whether a perk in respect of an employee is allowable and shall have the authority to approve it.

10. The Governance and Nominating Committee shall review and determine whether a perk in respect of the President, a Board member or the Chancellor is allowable and shall have the authority to approve it.

11. Approvals of an allowable perk must be made in writing and must set out the nature and circumstances of the perk and must contain sufficient information and/or supported by documentation to demonstrate that,

a) the requested perk does not fall into the category of non-allowable perks; and

b) it is a business-related requirement for the performance of the individual’s job or duties.

RECORD KEEPING

12. The Office of the President shall keep and maintain records and supporting documentation relating to the requests for allowable perks in the case of employees.

13. The Office of the Vice-President Governance shall keep and maintain records and supporting documentation relating to requests submitted to the Governance and Nominating Committee.

DISCLOSURE OF PERKS

14. The University will make publicly available summary information, excluding any personal information, on perks provided to University employees, Board members and appointees and such publicly available information shall be published annually by the Office of the Vice-President, Governance.

POLICY REVIEW

15. The Governance and Nominating Committee is responsible for the establishment and review of this Policy and amendments to it may be made with the approval of the Board of Governors.

Published August 9, 2011

(Office of the Vice-President, Governance)

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