Expense Reimbursement

There are 2 types of reimbursement procedures. 

1.  For general race program expenses.

2.  For trip related expenses.  

Note there may be a 2 week turn around after your claim has been submitted. The sooner claims are submitted the sooner the reimbursement will be completed.

General Race Program Expenses

1. Make a copy or download the following Google Sheet -  Nakkertok Expense Sheet.

• At the top right-hand corner please fill in your name and the date (month, day, year)

Payee: Who the expense was paid to.

Type: For general expenses there may be a drop down that is relevant otherwise select misc.

Program: Drop down, select racing

Total: Include total cost

HST (other tax): Please include any tax incurred, this should populate the net of tax column 

Explanation: A brief explanation of what it was for.  

1. Scan the receipts.  Ensure they are legible and big enough.

2. Please prepare a VOID cheque or access your Direct Deposit Form/Electronic Funds Transfer information from your online bank account. (Once you have done this for an initial expense, the Nakkertok accounting department should have your information on file and it won’t be necessary to do it again, unless asked for by our bookkeeper.)

3. Create an email with the 3 attachments.

4. For General Expenses: The email with attachments should be sent to racing.director@nakkertok.ca for approval. The Race Committee chairs will forward the expense to the bookkeeper for reimbursement.

Trip Expenses

Anyone incurring expenses as part of an official trip will be given instructions on how to submit them from the trip coordinator. Please do not use the expense sheet above for trip expenses.

Expense Rates

Use of personal vehicle on a Nakkertok organized trip (i.e. race, training camp): $100 flat rate per trip + fuel costs

Other use of personal vehicle on approved Nakkertok business: $0.55/km (includes fuel costs)

Daily Per Diem for food costs on approved Nakkertok business (but outside of a Nakketok organized trip):  $85/day