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HomeMy Public PortalAboutTravel Expense PolicyPage 1 of 4 C OUNCIL POLICY Effective Date: April 11, 2022 Page 1 of 4 SECTION: Finance TITLE: Travel Expense Policy POLICY STATEMENT To formalize the expense reimbursement process for an employee, a council member or appointed official and establish guidelines for reimbursement of travel and related expenses that match the Canadian Revenue Agency (CRA) Meal and Allowance guidelines. 1.0 PURPOSE The Chief Financial Officer (CFO) or the Chief Administrative Officer (CAO), on budget approval, for travel and related purposes, may reimburse expenditures as listed below and incurred by an employee, a council member or appointed official while representing the municipality, engaging in municipal business, attending meetings, courses, conventions, seminars and training in work related matters. 2.0 POLICY PRINCIPLES 2.1 All travel must be authorized by the appropriate supervisor; department head or the CAO for employees and by the Mayor or CAO for members of Council and appointed officials. CAO expenses must be authorized by the Mayor; 2.2 All International Travel expenses must be reported to Council; 2.3 All claims for reimbursement must be made on the City’s “Expense Report” form; 2.4 Expenses will be reimbursed using per diem rates for Meal Allowances and Incidental Expenses as recommended by CRA. 2.5 Unless specified under the terms of a Collective Agreement, or Terms and Conditions of Employment, employees who travel on scheduled days off or beyond normal working hours will not be paid overtime or receive equivalent time off. Page 2 of 4 2.6 Flexibility of work time hours may be considered with pre-approval from the supervisor. Any work schedule variations must occur within a reasonable amount of time after the event, i.e. up to 14 days after the event is reasonable; 2.7 Rates to be paid under this policy will be reviewed semi-annually in line with CRA Updates. Where a Collective Agreement Specifies a rate of reimbursement different from the specified in this policy, the CRA rates will apply. 2.8 A copy of registration or receipt for the event must be attached to the Expense form. 3.0 DEFINITIONS: There are no specific terms that need to be defined to understand this policy. 4.0 ALLOWABLE EXPENSES: Transportation Expenses: 4.1 When making travel plans, employees, council members or appointed officials are expected to utilize the most cost-effective method of travel considering time, convenience and safety. 4.2 Mileage up to the equivalent economy airfare will be paid for the use of private automobiles for travel. 4.3 Use of City vehicles, when available, is encouraged to minimize costs. 4.4 Travel allowance paid for use of a personal vehicle shall be at the rate determined by Canada Revenue Agency. 4.5 The most economical airfare shall be obtained, and flights should be booked as soon as travel needs are determined to obtain early booking discounts. Use of personal air miles or like reward plans to purchase airline tickets will not be compensated. 4.6 Associated costs for air travel such as parking, airport improvement fees, airport shuttle, taxi, etc. will be reimbursed with proof of payment and only if it exceeds the Incidental Expense Allowance for that day. Accommodation: 4.7 Reimbursement for overnight stay will be at the conference rate if staying at a hotel where the conference rates have been obtained by the organization hosting the event, or at the government rate when available, if lodging has been obtained elsewhere. 4.8 All reasonable costs associated with the hotel stay such as business telephone use and parking will be reimbursed. 4.9 Employees, council members or appointed officials making private arrangements for accommodation with friends or relatives may claim the amount that matches CRA guidelines. Page 3 of 4 Meals and Incidental Expenses: 4.10 A meal allowance may be claimed, the reimbursement shall not exceed the maximum allowable amount as set by the Canada Revenue Agency. These rates are subject to change and payroll will endeavor to update rates semi-annually. 4.11 Incidental Expense allowance as permitted by CRA to cover miscellaneous goods and services. This will be prorated to half the amount on both days of travel to and from the conference or course, but no Incidental Expense will be paid on one day courses where no overnight accommodation is necessary. 4.12 Gratuity is included in the Meal Allowance amount. E.g. CRA Rates as of October 1, 2021 (subject to further updates) Breakfast $21.35 Lunch $21.60 Dinner $53.00 Incidental Allowance $17.50 Mileage $0.61/km 5.0 Other Expenses: 5.1 Other unavoidable or extraordinary expenses incurred that are not mentioned in this policy may be considered for reimbursement on a one- time basis. Payment for these types of expenses will be considered individually and will not create a precedent for future activities. 5.2 Expenses Ineligible for Reimbursement: 5.2.1 Motor vehicle infractions 5.2.2 In-room movies or personal services 5.2.3 Alcoholic beverages 5.2.4 Parking tickets or fines 5.2.5 Vehicle damages 5.2.6 Cost for participation in optional recreation and social activities if not included in the conference registration fee 5.2.7 Costs for spouse/partner Page 4 of 4 6.0 Business Hosting Expenses: 6.1 A member of council or appointed official, acting on behalf and representing the City, shall be reimbursed, with the approval by an officer as outlined in the Procedures section, the costs of reasonable expenses, being meal and related expenses incurred by a member of council or appointed official.