Board Member Honorarium and Expenses

Category: Governance
Number: GOV-001-005
Audience: Board of Governors, Executive Director (University Governance)
Issued: July 16, 2013
Revised: December 13, 2016
Owner(s): Executive Director (University Governance)
Approved by: Board of Governors
Contact: Executive Director (University Governance) - 306-585-5545

Introduction

Pursuant to Section 62 (l) of The University of Regina Act, the Board may:  "pay to each member of the board, except the president of the university or an employee of the Government of Saskatchewan, a sum to be determined by the board for each day that the member attends a meeting of the board or any committee of the board."

This policy provides the honorarium to be received by Board members (except the president) for attending meetings of the board and any of its committee meetings.  

Policy

The per diem rate for board members (except the President, the faculty representative and employees of the Government of Saskatchewan) will be paid as follows:

Chair of the Board

$235 for each day that the Chair of the Board attends a meeting of the board or any committee meeting of the board.  In addition, the Chair of the Board will receive an honorarium of $6,000 per year.

Vice-Chair of the Board

$155 for each day that a board member attends a meeting of the board or any committee meeting of the board.  In addition, the Vice-Chair of the Board will receive an honorarium of $3,000 per year.

Board member

$155 for each day that a board member attends a meeting of the board or any committee meeting of the board.


Board members attending board approved training and/or professional development sessions will receive an honorarium.  When the total meeting time is 4 hours or less, ½ of the per diem rate will apply (i.e. teleconference meetings). 

The faculty member elected by Council will receive a teaching workload reduction equivalent to one three-credit-hour course per year. Alternatively, the member can instead choose to receive the same per diem/honouraria as other board members (except the President).

The President receives no honorarium.

Expenses (not honoraria) for all board members will be paid in accordance with the University’s approved travel and expense policies for the following:

  1. Travel and associated expenses for board members to attend board and board committee meetings.
  2. Travel and associated expenses for board members to attend meetings or training which they are attending as a representative of the Board of Governors (such as Senate, meetings with government officials, director training, etc.).
  3. Travel and associated expenses for board members and for outgoing board members and their guest to attend a farewell event to honour those outgoing board members.
  4. Travel and associated expenses for board members and, where deemed appropriate by the Chair and/or the Executive Director, University Governance, a guest of the board member, to university events and functions where the presence of a board member is considered to be in the interests of the institution.
  5. Travel and associated expenses for board members to attend conferences related to the role of board members (i.e. Council of University Board Associates and the Association of Governing Boards), with the prior approval of the Chair.

Roles and Responsibilities

Executive Director, University Governance

  • Maintain accurate records of meeting attendance for each board member.
  • At the end of each April, August and December, document and confirm meeting attendance with each board member for the period since the end of the last reporting period.
  • Submit to Human Resources attendance records to process payment of the honorariums for each board member.
  • Approve and process expense accounts submitted by board members.

Board member

  • Verify and confirm meeting and event attendance with the Executive Director, University Governance, once per quarter.
  • Obtain approval from the Chair and/or Executive Director, University Governance before attending an event or conference as a representative of the board.
  • State how board honoraria are to be treated (i.e. donated, deferred, etc.)
  • Submit timely expense accounts to the Executive Director, University Governance. 

Consequences for Noncompliance

If there is a dispute between the Executive Director, University Governance and the board member regarding the accuracy of records and/or an expense claim, the matter will be resolved by the Chair of the Board.  If the dispute arises with the Chair of the Board, the Executive Director, University Governance will review the matter with the President and the Vice-Chair of the Board.

A board member who claims non-approved expenses (such as for a conference without prior approval from the Chair) will not be reimbursed. A board member who submits a false claim and receives reimbursement must repay the amount received to the University or may be subject to collection agency pursuit and/or legal action. Submitting a false claim may also invoke section 4.4 of the Board Bylaws to remove a member from the Board of Governors.

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