PAYMENT OF TRAVEL COSTS
STATEMENT OF PURPOSE
It is the purpose of this policy to define the circumstances under which and the processes through which travel costs incurred by members of council, municipal employees, members of the Conmee Emergency Service and members of committees and boards will be reimbursed for travel related costs incurred while on township business.
APPLICATION OF THE POLICY
This policy applies to the following:
* members of Council,
* employees,
* members of the Conmee Emergency Service,
* members of the Conmee Public Library Board,
* members of Conmee Recreation Committee, and
* persons serving from time to time in any capacity on behalf of the Township of Conmee as so authorized by the Council.
TRAVEL ON TOWNSHIP BUSINESS DEFINED
For the purposes of this policy, travel on township business shall mean travel by road, rail, air or water from the Township of Conmee to a location outside the township and the return travel to the Township for the purpose of conducting business on behalf of the Township or of participating in meetings or training activities directly and exclusively related to the activities of the municipality including the activities of, municipal departments (including the Conmee Emergency Service), or of committees, boards or bodies established by or sanctioned by the Council.
Travel on township business shall not mean travel between one's place of residence and a location in the township for the purpose of carrying out work or of participating in the normal activities of any department , board or committee.
TRAVEL RELATED COSTS DEFINED
Travel related costs subject to reimbursement shall include the following.
Transportation Costs
For the purposes of this policy transportation costs shall include the full and all inclusive price of air fare, rail fair, bus fare, taxi or limousine fare, ferry or sea fare and a per kilometre allowance for the use of ones personal vehicle.
Accommodation Costs
Accommodation shall include the cost or accommodation while en route and while in attendance at a location at which the approved township business is being carried on and shall include the all inclusive cost of motel or hotel rooms or any other commercial lodging establishments but shall not include the cost of personal telephone or other communications or the rental or use of any services or facilities for entertainment purposes.
LIMITATIONS
Unless otherwise approved by the Council, expenditures for travel shall not exceed the amounts provided in the annual budget for the Council, for the department or for the respective committee or board.
Reimbursement of expenditures for meals shall be subject to a daily limit as established by by-law or resolution of Council as adopted from time to time.
Subject to considerations of practicality, health or security, the costs of transportation and accommodation shall be minimized and reimbursement shall be limited to the cost of the least expensive suitable accommodation or mode of travel available.
In the event that two or more persons are travelling to the same destination by way of private vehicle, subject to considerations of safety and practicality, the reimbursement for travel costs shall be limited to the payment of an allowance based on the least number of vehicles required to transport the claimants.
RESERVATIONS AND PAYMENTS
To the fullest extent possible, all travel reservations or bookings will be made by the Clerk or by the Clerks 'staff and all charges billed direct to the municipality and payments made directly by the municipality.
Reimbursement of out of pocket expenses will require the submitting of an expense claim in the appropriate form along with all receipts or supporting documents as required.
TRAVEL ADVANCES
Advance payment for approved overnight travel related expenses may be issued at the discretion of the Clerk subject to a limit of $125 for each night for which travel related accommodation will be required. The amount advanced shall be deducted from the total expenses claimed for final reimbursement and any amounts by which the advance payment exceeds the total expenses actually incurred shall be returned forthwith to the Clerk upon return to the township.
APPROVAL OF TRAVEL EXPENSES
All travel on township business by municipal employees or members of the Conmee Emergency Service shall, to the extent possible or practical, be subject to prior approval by the department manager.
All travel by members of council or members of committees or boards shall, to the extent possible or practical, be subject to the prior authorization of the Council. When it is not possible or practical to secure the prior authorization of the Council, the Reeve shall have the authority to provide such.
All expense claims shall be reviewed and approved by the appropriate department manager prior to payment. The manager shall ensure that all approved expenses are consistent with the provisions of this policy and within the provisions of the department s annual budget. In the event that the expense is incurred prior to the approval of the budget, the expenditure must be within the limits set out in the budget for the immediately preceding year.
Expense claims submitted by the Clerk shall, prior to payment, be reviewed and approved by the Reeve or by a designated member of the Council.
All expense claims submitted by members of the Council shall, prior to payment, be reviewed and approved by the Clerk.
TIMELY SUBMISSION OF EXPENSE CLAIMS
Claims for payment of allowances for use of personal vehicles may be submitted not less frequently than monthly and not later than the end of the fifth business day following the month in which the travel occurred.
Claims for reimbursement of all other travel related expenses, including those for which additional net payment is not requested, shall be submitted, along with any repayment of travel advances, to the Clerk not later than five working days following the date of return to the township from the subject activity.
Payment of claims not submitted in compliance with the above may be refused by the Clerk subject to review by the Council.