| Policy Number | Local 100 003-M-2025 |
| Policy Group | Membership |
| Policy Name | Funding to SUN Annual Meeting and Bargaining Conference |
| Date of Origin | February 26, 2025 |
| Date Amended | |
| Date Reviewed |
Purpose To ensure members receive compensation for approved work of the Union.
Scope Members
Policy Statement The Local recognizes its financial responsibility of remuneration to members on approved union business.
Procedure
Funding for SUN Annual Meeting and Bargaining Conference is determined through budget preparations and is based on strategic goals of the organization/ Local.
Claims for expenses shall be submitted within thirty (30) days of the date expenses were incurred.
If event is presented virtually, compensation will be limited to salary.
Banquet ticket fee will not be reimbursed by the Local.
Funding Requirements
Executive and members must apply for Provincial funding (if available) prior to requesting Local funding.
Application for Local funding will be done electronically, and link to application method determined by executive will be communicated to the Local membership.
Applications to be submitted to the Local Executive one month prior to the event to be considered for Local funding.
Executive members who do not receive provincial funding will be locally funded if requested. Members to be selected by random draw.
First to be considered for local funding would be members who attended at least 4 local meetings in the previous past year.
Second to be considered- Executive may review applicants for exceptions to the above criteria.
Travel
Roundtrip kilometrage shall be paid to members (drivers only) who must travel in excess of 50 kms (one-way), and at the SUN Provincial mileage rate.
Kilometrage shall be defined as the distance between (direct route) the member’s home town/city and the city/town hosting the event.
Accommodations
Accommodation funding will be based on shared hotel accommodations.
Reimbursement shall be based on standard accommodations, as determined in budget.
Members requesting single occupancy shall be responsible for onehalf (1/2) the cost of the room.
Funding for accommodation will consider gender and members accompanied by young children.
Salary
For a scheduled shift (paid union leave), the Local will reimburse your Employer for one shift per day of the event you are attending.
If attending on a day off, the Local will pay you directly for 8 hours per day of attendance.
Time in Lieu
For members not working the actual days of the event Time in lieu may be taken for the 8 hours of the event day.
Time in lieu shall be taken seven (7) days following the date of attending the event or can be taken in advance only on the day immediately preceding the event.
Expense claims for time in lieu shall be submitted within thirty (30) days of the event attended and shall indicate the date of the event and the date that such time in lieu was taken.
Meals
For out-of-town events members will be eligible for all meal per diems except for meals included in the event.
For events held in Regina meal per diems will be limited to lunch per diem, if lunch is not provided at the event.
Parking
If required, member shall be reimbursed for reasonable parking expenses, receipts required.
Reimbursements
SUN Provincial clearly defines what is covered by their funding for their events. Locals can choose to pay more, such as registration fees.
Receipts are necessary as proof that the member incurred such costs. If members are Provincially funded for events and submitting expenses to the local, the Local Treasurer and President may wish to review their expense claim forms to ensure member is not receiving double payments.
Members who are provincially funded, can submit registration fees to the Local for reimbursement.
Expectations
Members are expected to attend all portions of the meeting/ conference. If for any reason the member must be absent for a portion of the event, it is the member’s responsibility to notify the designated Local representative. Members are expected to provide notification as soon as possible.
Members attending funded events are expected to participate in the assigned work.
Members must sign in with the designated Local representative daily. This may include an AM sign in and a PM sign in and/or other action as directed by the Local.
PLEASE NOTE: IF YOU DO NOT SIGN IN YOU WILL NOT BE PAID FOR THE PERIOD MISSED. THIS IS THE MEMBER’S RESPONSIBILITY.