HomeMy WebLinkAboutTravel Expense Policy for Elected Officials with amendments to January 26, 2021 Travel Expense Policy for Elected Officials
1. Legislative Authority
1) This policy derives its authority from Section 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 elected officials for reasonable and
necessary expenditures incurred 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) Travel is subject to budget restrictions.
7) Any travel outside of Canada must be approved in advance by the Chief Administrative
Officer("CAO").
8) The purpose of the travel, destination, kilometers (if applicable) and dates must be recorded
on the expense claim form.
9) The distribution of travel funds for non-local conferences and meetings will be allotted in
the following manner:
(a) Each member of Council will be assigned an annual budget based on past experience
and available budget. Each member of Council must be personally accountable for the
usage of this funding and must make travel decisions based on their individual total
budget available.
(b) FCM/NSFM convention fund entitlement is authorized by Council. Delegates attending
the annual FCM convention shall not exceed one half of council membership, noting
that priority will be given to Council members who have not attended the conference in
the previous year.
Travel Expense Policy for Elected Officials 2
Cape Breton Regional Municipality
(c) Emergency Travel—Non budgeted travel will only be authorized by the Mayor when it is
deemed necessary to have Council representation present at some unforeseen event,
despite the lack of individual councillor(s) budget.
3. Travel While on Municipal Business
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 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 within 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.
Travel Expense Policy for Elected Officials 3
Cape Breton Regional Municipality
(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) Meal per diem reimbursements are to be itemized on proper"Expense Claim"forms.
(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 council member 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 council member 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) Members of Council who utilize their personal vehicles on travel assignments will be
reimbursed the approved rate per kilometer.
(b) Mileage will be reimbursed from the regular place of work, or from the Council
member's residence, whichever is less.
(c) Members of Council are eligible for reimbursement of actual kilometers travelled for
official municipal business pertaining to the following:
• Council/Committee meetings
• Board/Agency meetings where a councillor was appointed by Council to the
Board
• Public meetings/hearings
• Council Workshop/Training seminars/Conventions
• Meetings with representatives of other levels of government
• Municipal hosted events
Travel Expense Policy for Elected Officials 4
Cape Breton Regional Municipality
• Public events where a councilor has been officially invited as part of their role as
a member of Council.
(d) Members of Council shall not be reimbursed for travel expenses related to:
• Political activities associated with election or re-election
• Meetings with constituents, individual electors, or complainants
• Meetings/conferences related to organizations or Boards of which the Councilor
is not appointed by Council
• Other costs incurred for unofficial municipal travel.
(e) Notwithstanding 3(iv)(3) and 3(iv)(4), consideration may be granted for other
community events/ meetings as approved by the CAO or designate.
(f) Non local travel - No reimbursement for mileage shall exceed the dollar amount of
round-trip airfare at the economy rate on a licensed common carrier, plus auto rental or
taxi fare at point of destination.
(g) When two or more Council members are attending the same seminar, convention, or
meeting, reasonable efforts to share a vehicle shall be made whenever possible.
(h) If an elected official, for his or her own convenience, travels by an indirect route or
interrupts travel by the most economical route, the elected official 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) Council members are encouraged to rent a vehicle from an agency with a negotiated
price agreement wherever possible in instances where:
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
Travel Expense Policy for Elected Officials 5
Cape Breton Regional Municipality
(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 advance 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.
(d) Additional expenses incurred as a result of non-council member accompaniment are the
direct responsibility of the council member.
(e) Purchases of alcohol will not be reimbursed.
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.
Travel Expense Policy for Elected Officials 6
Cape Breton Regional Municipality
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 elected officials
is prepared and posted on the Municipal website.
(b) Reportable expenses include travel and travel related expenses, including transportation
accommodation and incidentals, meals, and training and education.
(c) 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
the Council Assistant.
(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 will be submitted to the Finance Department by the Council
Assistant.
(b) The travel advance must be approved by the Chief Financial Officer.
(c) The Council Assistant should receive the travel advance form from the Councillor no
earlier than five working days prior to the required date.
3) Expense Claims
(a) Local Travel
Travel Expense Policy for Elected Officials 7
Cape Breton Regional Municipality
i. Travel claims are to be submitted to the Council Assistant 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 Council
Assistant on the 1st and 15th of each month. (First working day following—if
weekend or holiday.)
ii. All travel expenditures relating to the Mayor will be authorized by the CAO or
designate.
iii. All travel expenditures relating to Council will be authorized by the CAO, CFO or
designate.
iv. 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.
V. In considering an expense claim for payment, the CAO, CFO or designate may
request additional explanations or justifications from the claimant and may
refuse to approve any claim or expense they deem as unreasonable or not in
compliance with this policy.
vi. Payments 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.
2) Suspicious activity and potential misuse of funds shall be reported to Council for
determination of further action.
Travel Expense Policy for Elected Officials 8
Cape Breton Regional Municipality
9. Authorization Levels
Claimant Authorized Signatory
Mayor: CAO or designate
Council: CAO, CFO or designate
Travel outside Canada: CAO
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: JUNE 12, 1996
AMENDED: JUNE 27, 2001
MARCH 11,2005
JUNE 8, 2006
NOVEMBER 20, 2018
FEBRUARY 18,2020
JANUARY 26,2021