Transit Commission /
Commission du transport en commun
11 May 2011 / le 11 mai 2011
Submitted by/Soumis par : Committee Coordinator / Coordonnateur du comité
Contact Person/Personne ressource : Carole Legault, Coordinator, Accessibility Advisory Committee, City Clerk and Solicitor/Greffier et Chef du contentieux
(613) 580-2424 x28934, carolea.legault@ottawa.ca
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OBJET : |
PREUVE DE PAIEMENT À BORD DES VÉHICULES DE PARA TRANSPO (FOURGONNETTES ET TAXIS) |
The Accessibility Advisory Committee recommend that the Transit Commission recommend that Transit Services devise a method to provide proof of payment upon request to be provided at the time of payment on Para Transpo vans and taxis.
Que le Comité consultatif sur l'accessibilité recommande à la Commission du transport en commun de demander aux Services de transport en commun de concevoir une méthode permettant de fournir une preuve de paiement sur demande au moment du paiement à bord des fourgonnettes et des taxis assurant le service Para Transpo.
At its 16 February 2011 meeting, the Accessibility Advisory Committee approved the following motion:
"WHEREAS employers and various organizations including the City of Ottawa require proof of payment receipts for reimbursements of expenses, and
WHEREAS the conventional buses provide date stamped transfers as proof of payment to those paying by cash or ticket, and
WHEREAS, regular taxis provide a receipt upon request showing the date, and metered amount paid, and
WHEREAS Para (vans and taxis) use the same fare structure as the OC Transpo conventional buses including the same tickets, the same cash and the same passes for payment;
Whereas many Para Transpo users have been denied access to reimbursements for travelling expenses due to the lack of payment, and
WHEREAS those travelling by conventional buses and who produce a transfer can usually be reimbursed on the spot, and
WHEREAS, the agreement set up between Para and the Accessibility Advisory Committee in 2010 can appear degrading for Para users and in many cases leaves these transit users with long delays in obtaining their reimbursements, and
WHEREAS the new agreement set up between Para and the Accessibility Advisory Committee is not available to other users in the community who need proof of payment.
WHEREAS Para Transpo staff have informed members of the AAC that Para drivers do not have the time to provide receipts, and
WHEREAS Para Transpo drivers have the time to write up lack of payment slips to riders who do not pay their fare upon boarding.
BE IT RESOLVED that Para Transpo devise a method to provide proof of payment upon request to be provided at the time of payment. This could be similar to what taxis provide or it could be a signed Para Transpo business card with the date, time and amount of payment."
For a number of years, members of the Accessibility Advisory Committee who travel to meetings by Para Transpo have tried to receive reimbursements for their travel expenses.
Although the Participation Expense Policy states that reimbursements would be provided to those using OC Transpo and or Para Transpo, it also stated that one would have to provide proof of payment such as a transfer. Due to the fact that Para Transpo does not provide proof of payment, member’s requests for reimbursements were denied.
In the Spring of 2010, the City Clerks Office informed AAC members that an agreement had been worked out which would allow AAC members traveling on Para to qualify for reimbursements. A copy of the email with the agreement is attached to this document.
Members of the AAC thanked the City’s Clerks office for their efforts but felt that more needed to be done. Members felt that proof of payment needed to be provided for anyone who may need to provide proof of payment whether they be on another committee, Federal worker etc.
Members of the AAC also felt it was unfair that other members could obtain reimbursements at their meeting or in a timely fashion including mileage, parking and OC Transpo tickets, while those using Para could end up facing long delays due to the process which must now be followed. AAC members also felt that it would be impossible to reach out to potential new members if they lived in rural areas and had to rely on Para as a one way trip to their meeting could cost up to $18.50.
At the December 15th, 2010 AAC meeting, members asked Para staff if proof of payment could be provided upon request. Members were told that it would mean more work for the driver and therefore reducing service.
Comments from Transit Services
There are no legal/risk management impediments to implementing the recommendation in this report.
Per the above Transit Services comments, incremental costs would be minimal and could be funded within the existing Transit Services operating budget.
SUPPORTING DOCUMENTATION
Document 1 - Participation Expenses Policy - Reimbursement of Para Transpo
Transit Services staff will undertake the appropriate action following Committee and Council consideration of the report.
Document 1
Participation Expense Policy –
Process for Claiming Para Transpo Costs in City Clerk's Office
If an Advisory Committee member uses Para Transpo to attend meetings and wishes to be reimbursed for these “out of pocket” costs, the process will be as follows:
1. Committee member submits a request to their respective Committee Coordinator for a Para receipt (request must include first and last name, Para client number, pick up and drop off locations (i.e. work, home or other), date and time (approximate) of travel each way, method of payment (i.e. tickets, cash or a combination of pass and tickets/cash). This should be provided in writing, though in some circumstances, the Committee Coordinator may accept the information verbally and make note of it.
2. City Clerk’s staff will send a confirmation request to Para Customer Service via email.
3. Customer Service will provide City Clerk’s staff will a receipt (proof of payment for the purposes of the Participation Expense Policy) and mail a copy of this receipt to the client (Advisory Committee member’s confirmation of the amount to be reimbursed).
4. Coordinator will reimburse the Advisory Committee member, at their subsequent meeting, based on the amount of the receipt provided by Para Customer Service.
Note: The Participation Expense Policy does not reimburse Advisory Committee members for monthly bus passes, therefore the amounts reimbursed will be solely for any tickets and/or cash paid as “top up” when using Para Transpo for eligible trip(s).