Expenses, Fees and Payments
Expense Reimbursement
My objective is to deliver exceptional value through a flexible, client-focused approach. I am committed to transparent, upfront pricing, with no hidden fees or unexpected charges. Upon request, I will provide a detailed quotation outlining both my professional fees and a clear breakdown of anticipated expenses.
The rates outlined below serve as general guidelines for estimating costs. Should any of these rates be of concern, I encourage you to discuss them with me. I am committed to working collaboratively to find mutually beneficial solutions wherever possible. Once a final quotation is agreed upon, fees will not exceed the quoted amount unless there is a significant change in the scope of services requested. Conversely, if actual costs are materially lower than estimated, the final invoice will be adjusted accordingly.
These rates apply to my services as well as those of any assistants or staff engaged as part of the engagement.
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Administration Fee
Administration fees are not typically applied unless a request requires a significant level of coordination or effort. For example, arranging conference facilities or accommodations on your behalf may fall into this category. In such cases, a 20% administration fee may apply. Any applicable charges will be discussed and agreed upon in advance of issuing a quotation.
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Accommodation
Administration fees are not typically applied unless a request requires a significant level of coordination or effort. For example, arranging conference facilities or accommodations on your behalf may fall into this category. In such cases, a 20% administration fee may apply. Any applicable charges will be discussed and agreed upon in advance of issuing a quotation.
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Airfare
Airfare is based on the actual cost of a business class ticket with a non-discount carrier, using a reasonable itinerary.
A reasonable itinerary will balance total travel time and convenience. For example, a modestly longer itinerary with a short layover may be acceptable, whereas excessively long travel times, extended layovers, or highly inconvenient departure times (such as very early morning flights) may not be. I do not travel on budget airlines because of reliability.
While I reserve the discretion to select an alternative fare where appropriate, billing will reflect the equivalent business class rate.
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Ground Transportation
Use of my personal vehicle will be billed in accordance with the Government of Canada’s reasonable prescribed per-kilometre rates in effect at the time of the quotation or expense. My point of origin is Hinton, Alberta.
Taxi, rideshare (e.g., Uber), and other necessary transportation costs will be billed at actual cost. Personal travel is not billed.
For quoted work, reasonable estimates will be used; otherwise, actual receipts will apply. Parking expenses will be charged at actual or estimated cost.
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Meals
Meal expenses are calculated in accordance with the Government of Canada Directive on Travel – CRA Rates, Appendix B - Allowances within Canada and the Continental U.S.A.
Meal charges include travel time to and from your location, as travel often occurs during standard business hours. For example, early morning events may require meals on the preceding day.
Where meals are provided or included (e.g., by the venue or hotel), those meals will not be charged. Please note that a continental breakfast is not considered a meal.
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Incidental Expense Allowance (Per Diem)
An incidental expense allowance applies for each overnight stay, based on the Government of Canada Directive on Travel – CRA Rates, Appendix B - Allowances within Canada and the Continental U.S.A. This is calculated per night rather than by hours.
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Other Expenses
Any additional services or expenses requested, or required to fulfill the engagement, will be billed at actual cost or at a reasonable rate. If fulfilling such requests involves significant administrative effort, an administration fee may apply. This will always be discussed in advance..
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Notes
Rates and references are provided for convenience. In the event of discrepancies, updates, or changes, the current Government of Canada rates will apply. Rates are subject to GST.
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Payments
We can accept payment by cheque, e-transfer or Visa or Mastercard. Please note that we charge a 3% transaction recovery fee for credit card payments over $2000. This charge may be invoiced separately. We are also in the Government of Alberta system to accept payments directly through 1GX.
Cancellations
We will try to work with you if you need to change the details of your agreement with us, but we reserve the right to charge up to 50% of the agreed fee plus any already paid expense reimbursements listed on the quote.
Late Payment Policy
To support the sustainability of our services and maintain operational efficiency, late payment fees are applied where necessary. While invoice terms are structured to allow a reasonable payment period, timely payment is essential and appreciated.
Late payment terms will be clearly outlined and agreed upon in advance as part of any formal quote. Clients are encouraged to review the Terms section included with their quotation prior to the commencement of services.
For products or services not covered by a formal quote, or where late payment terms are not otherwise specified, the following will apply:
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Invoices of $1,000 or less:
A flat fee of $50 will be applied after the due date. An additional $100 fee will be applied to invoices that remain unpaid beyond 90 days.
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Invoices over $1,000:
A late payment fee of $100 will be applied after the due date. In addition, outstanding balances will incur interest at a rate of 3% per month (calculated daily) until paid in full.
Late fees may be added to the original invoice or issued as a separate invoice at our discretion.