HomeMy WebLinkAboutTravel Expense Policy for Staff with Amendments to January 26, 2021
Travel Expense Policy for Staff
1.Legislative Authority
1)This policy derives its authority from Section 65(r) 23(3) and (4) of the Municipal
Government Act of the Province of Nova Scotia.
2.Statement of Policy
1)It is the policy of the municipality to reimburse employees for reasonable and necessary
expenditures incurred by individuals on official municipal business.
2)Actual kilometers travelled will be reimbursed at the kilometer rate set by Council or the
appropriate committee.
3)All other allowable expenses are on an actual cost basis; or per diem rate set by Council or
the appropriate Committee.
4)Claims for reimbursement of actual travel expenses, other than for kilometers or per diems,
must be accompanied by detailed invoices and/or receipts showing proof of payment with
all taxes detailed.
5)All expense claims are subject to review and internal audit verification.
6)The purpose of the travel, destination, kilometers (if applicable) and dates must be recorded
on the expense claim form.
3.Travel While on Municipal Business
Overnight Trips
1)Airfare
a)Air travel should be booked at the advanced purchase excursion rates on
commercial airlines using the most efficient and direct route.
b)Any differentials from the excursion rate or stop-over costs must be explained and
approved on the expense claim when submitted.
c)Where available, business/executive class air travel shall be authorized where
continuous air travel exceeds nine hours. Continuous air travel starts at the
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scheduled flight departure time and ends with the arrival at destination terminal or
with an overnight stop or layover equivalent to an overnight stop.
d)For all other travel, airfare upgrades shall be at the personal expense of the claimant
unless there are ergonomic necessities attributable to physical requirements of the
employee including, but not limited to, wheelchair accessibility. Reimbursement for
upgrade costs must be received at the time of billing.
e)Additional charges for baggage fees shall be limited to 1 item per claimant unless
authorized in advance.
f)The purchase and use of flight passes constitute a travel advance and must be
reported on an expense claim with 10 days of use.
2)Lodging
a)Hotel and motel expenses will be reimbursed on completion of travel upon
submittal of proper “Expense Claim” forms.
b)Hotel accommodations shall not exceed the cost of a standard room, double
occupancy.
c)Other than for conferences/conventions offering group rates, hotel
accommodations shall be booked at a hotel with a negotiated price agreement
whenever possible or offering reduced government rates.
d)Hotel upgrades shall be at the personal expense of the claimant unless there are
ergonomic necessities attributable to physical requirements of the employee
including, but not limited to, wheelchair accessibility.
e)Additional accommodation expenses for an accompanying guest will not be
reimbursed and are the personal responsibility of the claimant.
f)Private accommodation may be authorized in lieu of hotel accommodation for non-
local travel and shall receive a per diem of $40.00 per night.
3)Meals
a)Meals per diem reimbursements are to be itemized on proper “Expense Claim”
forms.
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b)Reimbursement for meals shall not exceed the per diem meal amounts set out in
this policy. Reimbursement in excess of daily maximum meal per diem will only be
made if the actual expenses are reasonable and approved by the CAO.
c)Approved meal reimbursements are to be itemized on proper “Expense Claim”
forms accompanied by detailed receipts.
d)Breakfast may be claimed only when the employee has been travelling on municipal
business for more than one hour before the recognized time for the start of the
day’s work. Dinner may only be claimed when the employee is not expected to
return to his/her residence before 6:30pm.
e)Meal costs will not be reimbursed where the cost is included in the airfare or in
registration fees at conventions, conferences, or training events. (Conference
itineraries should be attached to the expense claim form).
4)Kilometer Allowance
a)Employees who utilize their personal vehicles on travel assignments will be allowed
the approved rate per kilometer. Each employee who drives a private vehicle on
municipal business must have liability insurance on said vehicle.
b)Mileage will be reimbursed from the regular place of work, or from the employee’s
residence, whichever is less.
c)No reimbursement for mileage shall exceed the dollar amount of round-trip air fare
at the economy rate on a licensed common carrier, plus auto rental or taxi fare at
point of destination.
d)When two or more employees are attending the same seminar, convention, or
meeting, reasonable efforts to share a vehicle shall be made whenever possible.
e)If an employee, for his or her own convenience, travels by an indirect route or
interrupts travel by the most economical route, the employee shall bear any extra
expense involved. Reimbursement for such travel shall be for only that part of the
expense as would have been necessary in order to travel.
5)Vehicle Rentals
a)Employees are encouraged to rent a vehicle from an agency with a negotiated price
agreement wherever possible in instances where:
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i)The aggregate costs of renting a vehicle are more cost effective to the
Municipality than paying a per diem.
ii)Reasonable ground transportation services such as public transit, taxis or
hotel shuttles are unavailable; or
iii)Two or more employees are travelling for the same purpose, and it is more
economical than the combined cost of other reasonable transportation.
b)Compact, economical vehicles must be used unless three (3) or more persons
travelling together, the bulk weight of goods being transported necessitates a larger
vehicle, or a compact, economical vehicle is unavailable.
6)Parking Fees
a)Parking fees will be reimbursed for actual cost when receipts are provided.
7)Travel Advances
a)Advances will only be issued where an overnight stay is required.
b)Travel advances will be issued by the Finance Department based on reasonable
estimated costs.
c)Advances will not be paid for less than $200.
d)Travel advances must be reconciled against actual costs incurred by submitting an
expense claim accompanied by any repayment of advance owing within 10 days of
completing the travel. Any travel advances not reconciled in this time frame shall
be reclaimed through payroll deduction.
8)Non-Allowable Items
a)Claims for loss of personal effects, for medical and hospital treatment, for purchase
of hand luggage, clothing, and other personal equipment, or for other personal
expenses such as laundry, valet parking will not be reimbursed.
b)If the duration of travel exceeds 1 week or for extenuating circumstances, then
laundry services may be reimbursed for reasonable amounts with receipts.
c)Fines for parking or traffic violations are the direct responsibility of the employee
and will not be reimbursed.
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d)Additional expenses incurred as a result of non-employee member accompaniment
are the direct responsibility of the employee.
e)Purchases of alcohol will not be reimbursed.
Local Travel and Expenses
9)Local Kilometers
a)No travel expense will be paid for commuting from an employee’s personal
residence to place of work during regular business hours.
10)Local Meals
a)Reimbursement for meals will be allowed when the employee is attending a
seminar or conference, a business meeting, and/or where the employee’s
attendance will directly benefit the municipality.
4.Other
1)Expenses incurred by one individual on behalf of another must be attributed to the
individual(s) for whom those expenses were incurred.
2)Expenses incurred by non-municipal officials will not be reimbursed. Consideration may be
granted in exceptional circumstances but must be approved in advance by CAO.
3)Debit/Credit card transaction records are not acceptable as receipts and will not be
reimbursed. Only detailed/itemized receipts are accepted.
4)Eligible travel expenses may be purchased on corporate credit card, so long as the purchases
are consistent with this policy and may not be used for cash advances or personal expenses.
5.Reporting Requirements
1)Pursuant to Section 65D of the Municipal Government Act, the CAO shall ensure that:
a)Within 90 days of the end of each fiscal quarter, the expense report for reportable
employees is prepared and posted on the Municipal website.
b)Reportable employees include the Chief Administrative Officer, Directors, staff in council
employment, and any other employees as deemed reportable by Council.
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c)Reportable expenses must report all travel and travel related expenses, including
transportation accommodation and incidentals, meals, and training and education.
d)The annual summary report on expenses for the preceding fiscal year that is compliant
with the requirements of the Department of Municipal Affairs and the requirements set
out in the Financial Reporting and Accounting Framework is prepared and submitted to
the Minister of Municipal Affairs by September 30th of each year.
6.Review Requirements
1)By the January 31st immediately following a regular election held under the Municipal
Elections Act, Council shall review this policy and, following a motion of Council, either re-
adopt or amend the policy.
7.Procedures
1)Reservations
a)All reservations for air travel, accommodation and rental vehicles will be coordinated by
a designated staff person in each department.
b)Accommodation and rental vehicles shall be reserved using negotiated price
agreements whenever possible in order to provide the municipality a preferred level of
service at competitive rates.
2)Travel Advances
a)The travel advance is to be initiated on approved form by the individual travelling.
b)The travel advance must be approved by the appropriate authorization levels.
c)The Finance Department must receive the travel advance form no earlier than five
working days prior to the required date.
d)Travel advances for the Chief Administrative Officer will be authorized by the Chief
Financial Officer.
3)Expense Claims
(a)Local Travel
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i)Travel claims are to be submitted to the Finance Department on approved claim
form the 1st working day of each month for the prior month.
ii)Claims are to be processed and payment made on or before mid-month.
(b)Travel Reimbursement
i)All expense claims or advance repayments are to be submitted to the Finance
Department on the 1st and 15th of each month. (First working day following – if
weekend or holiday.)
ii)Claims will only be reimbursed when the following conditions are met:
Claim is consistent with policy
Expenses claimed were necessarily incurred in the performance of
municipal business
Appropriate receipts are provided when required and support the claim
and claim documentation is appropriately filed.
iii)In considering an expense claim for payment, additional explanations or
justifications from the claimant may be requested and claims may be refused in
part or totality if a claim or expense is deemed unreasonable or not in
compliance with this policy.
iv)Payment shall be processed the week following submission date if supported by
proper documentation.
8.Fraud, Misuse or Misappropriation of Municipal Funds
1)Fraudulent irregularity, misuse or misappropriation of funds may result in disciplinary action
up to and including termination of employment.
2)Suspicious activity and potential misuse of funds must be reported to the CAO.
9.Authorization Levels
Staff
Travel within Cape Breton: Immediate Supervisor/Manager
Travel within Canada: Appropriate Director
Travel outside Canada: Chief Administrative Officer
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10.Meal Per Diem and Kilometer Allowance
1)Meal and incidental per diems and per-kilometer allowances shall be that of the Nova Scotia
Federation of Municipalities (NSFM) established rates, adjusted annually, effective the first
day of the fiscal year – April 1. Incidental per diem shall only be paid on travel dates
requiring overnight accommodation in hotels.
2)Private accommodation per diem shall be set at $40.00 per night.
3)Rates in USA are the same as in Canada but paid in US funds.
APPROVED BY COUNCIL: APRIL 16, 1996
AMENDED: JUNE 27, 2001
NOVEMBER 20, 2018
JANUARY 26, 2021