Convention 2022 Expense Guide

Convention 2022 Expense Guide

OPSEU / SEFPO flag
OPSEU / SEFPO flag
Facebook
Twitter
Email

PDF version here

This year on-line registration is available through the ‘Member Portal’ for all delegates, alternates and observers listed on the Local Credential Form submitted by the Local President. This will allow you to request a hotel room, child care and/or a time-off letter without completing a form.

Accommodation

The Conference and Travel Unit will be booking hotel rooms for all members attending Convention. The deadline for booking a hotel room is March 4 2022.

Members attending convention must register using the Member Portal to advise of your length of stay, shared or single room and bed preference (one or two beds).

Delegates and alternates will be booked into one of the following Convention hotels, as per OPSEU/SEFPO policy (section 10.1-3). If they stay at another hotel, their room costs will not be paid.

  • Fairmont Royal York Hotel – 100 Front Street West
  • The Westin Harbour Castle Toronto – 1 Harbour Square
  • Sheraton Centre Toronto Hotel – 123 Queen Street West
  • Marriot Toronto City Centre – One Blue Jays Way

Delegates will be reimbursed for the cost of a shared room, as per OPSEU/SEFPO policy (section 10.1-3). Rates at both hotels, excluding taxes, are $144.50 for a shared room and

$289.00 for a single room.

Alternates are reimbursed for their hotel room costs by the Local.

You must contact the Conference and Travel Unit at conferencesandtravel@opseu.org if you need to cancel your hotel room. Members are responsible for payment of their hotel room upon check-out. Ensure that the receipt you send with your ‘Members Expense Claim Form’ indicates zero balance owing.

Delegates who need accommodation after adjournment of Convention (noon on Saturday) must submit their rationale and get approval from the office of the First Vice-President/Treasurer to have expenses paid as per OPSEU/SEFPO policy (section 4-3). This must be done before submitting their Hotel Room Booking Form to the Conferences and Travel Unit.

Check-out time at the these hotels is noon on Saturday. We have arranged with the hotel to leave luggage at the bell captain’s desk.

Finding a roommate

You are responsible for finding another member to share your hotel room. Be sure to indicate who you’ll be sharing with on your Hotel Room Booking Form or when using the Member Portal

If your roommate doesn’t show up at Convention, notify your local president or a member of your local executive immediately, otherwise you will be responsible for the full cost of the room.

Parking

Members staying at the Fairmont Royal York Hotel and Marriott Toronto City Centre must park their vehicle at the Metro Toronto Convention Centre. Shuttles will be available to take you and your luggage to the hotel. Please use the specialized link to order your parking pass on OPSEU/ SEFPO’s website and on the Metro Toronto Convention Centre’s website. Do not use the public link to obtain a regular parking pass. You will only be reimbursed for the negotiated OPSEU/SEFPO rate, if you submit a parking receipt. The deadline for the discount parking rate is April 4, 2022.

Members staying at the Westin Harbour Castle must park at the RBC Water Park Place located

at 88 Queens Quay West (200 metres from the Westin Harbour Castle) Only one parking option can be used for the duration of the Convention. OPSEU/SEFPO policy does not permit or reimburse valet parking.

OPSEU/SEFPO travel policy

As per OPSEU/SEFPO policy (section 10.1-12), the most economical means of transportation must be used.

All delegates are to make their own travel arrangements. You are directed to use unionized providers, where available, as per policy.

Please take advantage of the discounts for Via Rail, Park’N Fly and UP Express, which are available on OPSEU/SEFPO’s website.

Please note all Membership Expense Claim Forms require itemized receipts with your full name on the receipt

Non-claimable expenses

The following expenses are not to be claimed:

  • spouses’ expenses, room service, valet parking, other personal charges and any fees incurred above the set rates for this Convention

Internet and telephone calls may be claimed to a maximum of $15 per day. A receipt is required.

Expense claims should be received by head office no later than three months after the expense has been incurred, as per OPSEU/SEFPO policy (section 10.1-7).

All alternates’ and observers’ expenses are covered by the locals and therefore it is important to note that the hotels charge for using the phone for local calls.

Advances (delegates only)

Advances are provided by Head Office to delegates’ only. Alternates and observers must contact their Local Treasurer.

Please complete the Advance Request Form with a breakdown of estimated expenses and be sure to indicate the total advance amount requested. Submit this form to advances@opseu.org.

Specify whether the cheque is to be mailed to your home or regional office. It is recommended that you enroll in Direct Deposit by accessing the Member Portal.

Advances will be based on the shared rate only.

Hotel (at the shared rate), parking, and telephone expenses for Convention will not be directly billed back to OPSEU/SEFPO, nor will it be deducted from your local rebate cheque. Make sure you include these costs in your advance request.

Credentials

All local credentials must be submitted to convention@opseu.org by March 4, 2022.

  • All locals must submit the local credential, which must be attested to by two officers of the
  • Insert union ID number, first name, last name, and ranking of each delegate/alternate/observer.
  • Each member attending Convention is required to register by using the Member Portal. This lets us know if you want a time-off letter or if you require child care.
  • If you have special needs, which may include single room accommodation, complete the Human Rights Accommodation Request Form and return it to equity@opseu.org. If you already have an approved accommodation, you do not have to submit this
  • If you don’t have a credential and wish to attend Convention, you must bring your OPSEU/SEFPO union card, together with photo ID, for verification.

If there are any issues with respect to registration at Convention, you must see a member of the Credentials Committee, who will be available in the registration area.

Cancellation

If you are not attending Convention, please notify the Convention Office at OPSEU Head Office toll-free at 1-800-268-7376 ext. 3269 or by email at convention@opseu.org as soon as possible.

You must contact the Conferences and Travel Unit at conferencesandtravel@opseu.org to cancel your hotel reservations at least 72 hours before expected arrival. If you do not cancel, you will be responsible for paying for the room.

If you are sharing your room, only cancel your portion of the room and be sure to let your roommate know you have cancelled. Again, deposits are refundable only if a reservation is cancelled at least 72 hours before expected arrival.

Any advance cheques issued are non-transferable. They must be returned to Head Office.

Change in status

If there is a change in status from alternate to delegate, it will be done in order of alternate ranking, e.g., first alternate, second alternate, etc. If there is a change in delegate status, it must be authorized by the Credentials Committee at the time of registration.

Observers cannot become or replace delegates or alternates.

Convention hours

  • Wednesday: 9 a.m. to 5:00 p.m.
  • Thursday: 9 a.m. to 5:45 p.m.
  • Friday: 9 a.m. to 5:00 p.m.
  • Saturday: 9 a.m. to 12 noon

Child care

It is critical that you register for child care in advance by indicating the names and ages of your children by using the Member Portal.

OPSEU/SEFPO events are guided by the Child Care and Early Years Act to provide the required number of early child care educators.

If you do not register for child care in advance, we cannot provide child care for your children.

If you have registered your children for child care, you can drop them off at the child care centre on your way to the Convention Centre. Please see the OPSEU/SEFPO child care ambassador located in the lobby of the InterContinental Hotel. They will escort you to the child care centre.

Child care is available as follows;

  • Tuesday, April 5:  7 p.m. – 11 p.m.
  • Wednesday, April 6: 8 a.m. – 5:30 p.m. and 7 p.m. – 11 p.m.
  • Thursday, April 7: 8 a.m. – 5:30 p.m. and 7 p.m. – 11 p.m.
  • Friday, April 8: 8 a.m. – 5:30 p.m. and 7 p.m. – 11 p.m.
  • Saturday, April 9: 8 a.m. – noon

Dinner is not provided for children, as the child care centre is closed from 5:30 p.m. to 7:00 p.m. Lunch is the only meal provided by the child care centre.

All children 16 years and younger accompanying delegates/alternates/observers must be pre-registered and signed in daily at the child care centre.

Your children’s names and ages must be listed on your expense claim. If they are not signed-in and attending child care, single accommodation and meals will not be honoured.

Members who bring children to union events will be entitled to single accommodation and meal expenses. Claims for these expenses should also be included in the family care

column of the Membership Expense Claim Form.

Delegates who don’t bring their children to Convention will be reimbursed for child care claims at the rate of $10 per hour to a maximum of $160 in a 24-hour period.

The family care (child/elder/dependant) claim on the back of your expense claim form must be completed and signed by the care provider(s), as per OPSEU/SEFPO policy (section 10.2).

Time-off letters

To avoid delays in processing time-off requests, please complete the time-off request portion by using the Member Portal.

Ontario Public Service (OPS)

Specify your ministry, the name of your manager, and their email address. All OPS delegates will receive Convention leave reimbursable.

Ministry of Community Safety and Correctional Services shift workers

Please note that in your collective agreement, leave “shall be granted for not more than four (4) consecutive days for each employee delegate for the purpose of attending the Annual Convention.”

Colleges of applied arts and technology – Specify the name of the college.

BPS

The following information must be provided: full name, title, and email address of appropriate contact person to whom the letter will be addressed. The appropriate contact person will be the director of human resources or equivalent.

LBED

Please follow the ‘Request for Union Leave (RUL) process.