Travel Policy for Arbitrations: Grievors and Association Witnesses

Adopted on October 17, 2018

Approval Authority: CUASA Council
Last revised: March 5, 2018

For the purposes of this policy, a “grievor” is defined as the individual bargaining unit member whose grievance is being heard at arbitration and therefore has the right to appear before an arbitrator. A grievor does not require a summons to be in attendance.

An “Association witness” is a member who has been summoned to appear by an arbitrator or requested by the Association’s Representative on Record to attend, for the purposes of the arbitration.

“Observers” shall not be entitled to the reimbursement of any costs under this policy. Observers are those members who are not required to attend as a witness or signing authority of the Association.

This policy is not intended to apply for Tenure and Promotion Appeals or any other stages of the grievance process.

1. Rates

The costs of meals will be reimbursed in accordance with CAUT rates.

2. Travel

a. Grievors and member witnesses are expected to use private vehicles, taxi or public transit when the primary residence is within 100 km of the National Capital Region. For Grievors and member witnesses whose primary residence is outside of the National Capital Region, rail travel may apply if it is the most economical means.

b. If a grievor or member witness is residing in a location other than the primary residence during a period of sabbatical, a leave of absence or research or scholarly duties such as fieldwork, the Association will reimburse the actual costs of the most economical means of travel available. Rail and Air travel may apply.

c. For a grievor whose employment has been terminated, the Association will reimburse the actual costs of the most economical means of travel available. Rail and Air travel may apply.

d. For a witness who does not reside in the National Capital Region and is not a member of the bargaining unit, the Association will reimburse the actual costs for only the most economical means of travel available.

e. Whenever possible, the Association shall book the travel for the grievor or witness to avoid financial hardship to the individual.

3. Hotel and Private Accommodations

In the event that the grievor is residing in a location other than the primary residence during a period of sabbatical or leave of absence, and since the Association’s membership is geographically based in Ottawa and its members normally work at the Carleton University, no hotels or stipends for private accommodations shall be paid for by the Association for the purposes of attending an arbitration, except for those cases as specified in section 2(b), 2(c) and 2(d) of this policy.

4. Dependent Care

Additional expenses incurred for the purposes of dependent care for attendance at an arbitration that exceeds the regular hours that the care is normally scheduled for, shall be reimbursed by the Association.

5. Parking

The cost of parking for the purposes of attending an arbitration, whether as a grievor or as an Association Witness, shall be reimbursed.

6. Expense Claims

All expense claims, including receipts, shall be submitted to the Office Manager for proper processing.

7. Additional Expenses

Any additional expenses requested shall be submitted to the Grievance Policy and Administration Committee for approval in advance.