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MUNICIPALITY OF THE COUNTY OF ANNAPOLIS
POLICY AND ADMINISTRATION MANUAL
Policy 128
Section
Procedure & Organization of Council
Subject
Travel and Expenses
Policy 128 Travel and Expenses
Page 1 of 4
PURPOSE
1.
To establish guidelines to reimburse councillors, appointees and county employees for
reasonable expenses incurred while conducting municipal business.
AUTHORITY
2.
Section 23 of the Municipal Government Act, as amended
DEFINITIONS
3.
Except as defined below, terms used in this policy shall have the same meaning as in the
Municipal Government Act, or as their context applies according to a dictionary of the English
language.
(a) "councillors" includes warden and deputy warden; and
(b) "appointees" means citizens appointed by municipal council to serve as a committee
member.
ELIGIBILITY FOR REIMBURSEMENT
4.
The municipality will reimburse or pay directly the cost of registration, accommodations,
meals (not covered by event registration), and transportation / kilometrage in accordance with
current policies, approved budgets and Standard Operating Procedures.
5.
Councillors are eligible for reimbursement of travel expenses for attending:
-
council and committee of the whole meetings;
-
meetings of any committee or other organization to which they have been appointed
by municipal council;
-
two conferences per year (April 1 - March 31), apart from FCM which is by policy;
-
meetings with other government agencies or representatives (including MLA or MP)
scheduled by council, warden, deputy warden or CAO;
-
meetings related to land-use planning including public information meetings, public
participation meetings, public hearings and advisory committee meetings;
-
training or orientation meetings;
-
meetings with the CAO;
-
social functions when designated to attend representing the county;
-
Remembrance Day and Canada Day ceremonies; and
-
any other travel specifically authorized by municipal council.
6.
Councillors shall not be reimbursed for expenses to meet with individual residents or attend
community events in their own electoral district as these expenses are deemed to be
incidental to the discharge of their duties.
MUNICIPALITY OF THE COUNTY OF ANNAPOLIS
POLICY AND ADMINISTRATION MANUAL
Policy 128
Section
Procedure & Organization of Council
Subject
Travel and Expenses
Policy 128 Travel and Expenses
Page 2 of 4
7.
Councillors shall not be reimbursed for costs related to election or re-election activities.
8.
Appointees are eligible for reimbursement of travel expenses for attending:
-
conferences;
-
training / orientation; and
-
meetings of a committee / organization to which they have been appointed.
9.
If approved by their service group manager or director, employees are eligible for
reimbursement of travel expenses for attending:
-
meetings;
-
conferences;
-
training;
-
social functions (when designated to attend on behalf of the county); and
-
any other travel specifically authorized.
10.
When a councillor, an appointee or an employee is chosen by municipal council or the CAO
as a representative to any organization, they are entitled to reimbursement of travel expenses
by either the organization or by the municipality but not both.
11.
The Municipality shall not reimburse any individual for any alcohol or cannabis purchases
except in accordance with the county's hospitality policy.
12.
The Municipality shall not reimburse any councillor, appointee or employee for:
-
loss of personal property;
-
medical or hospital treatment;
-
purchase of video rentals, luggage, clothing or personal effects; or
-
personal services such as shoe shines, valet services, dry-cleaning, laundry, or
haircuts.
13.
The municipality does not accept liability for claims arising from the use of privately-owned or
leased / rented vehicles for municipal travel. Owners / users must ensure the vehicle is
properly insured for business use and complies with all relevant statutory / legal requirements.
EXPENSE CLAIMS
14.
For expenses not billed directly to and paid by the municipality, councillors and employees
shall be reimbursed upon submission and approval of a travel claim on the prescribed form.
15.
Travel claims for councillors and CAO (except the warden) are subject to approval by the
warden or designate.
16.
Travel claims for the warden, appointees and employees are subject to approval by the CAO
or designate.
17.
Appointees shall be reimbursed a kilometric rate for attending meetings without submission
of a travel claim. Committee chairpersons are required to submit meeting attendance sheets
confirming their attendance.
MUNICIPALITY OF THE COUNTY OF ANNAPOLIS
POLICY AND ADMINISTRATION MANUAL
Policy 128
Section
Procedure & Organization of Council
Subject
Travel and Expenses
Policy 128 Travel and Expenses
Page 3 of 4
18.
For expenses not billed directly to and paid by the municipality, appointees shall be
reimbursed upon submission and approval of a travel claim on the prescribed form for any
expenses other than described above.
19.
All expenses must be submitted by the claimant.
20.
Reimbursement for meals shall follow the below per diems:
-
Breakfast
$20
-
Lunch $20
-
Dinner
$35
21.
Use of personal vehicles shall be reimbursed at the kilometric rate approved by the Province
and in effect at the time the travel occurred.
22.
If financially advantageous for the municipality, the CAO or designate may approve a short-
term rental of a vehicle for persons travelling on municipal business (daily rental, insurance,
gasoline, and kilometric charges invoiced by the rental agency).
23.
If a councillor, appointee or employee chooses to take their personal vehicle in lieu of airplane
travel, reimbursement will be the lesser of the lowest airfare rate which would have been
available or the kilometric rate.
24.
When a councillor, an appointee or an employee does not attend a booked conference or
event, the municipality may recover from them any non-refundable expenses incurred except
if attendance was not possible for the following reasons:
-
illness (personal or immediate family);
-
weather conditions;
-
travel emergencies;
-
municipal emergencies / urgencies;
-
other reasons as approved by municipal council.
TRAVEL ADVANCES
25.
Subject to approval by the CAO, the municipality may provide a travel advance if submitted
at least 14 days in advance.
26.
When a councillor, an appointee or an employee does not attend a booked conference or
event for which they received a travel advance, an amount equivalent to the advance shall
be reimbursed to the municipality.
27.
Within 30 days of returning from travel, paid invoices or receipts must be submitted to
substantiate expenses other than meals or kilometric allowances.
SUBMISSION OF CLAIMS
28.
Employees are expected to submit claims on a regular basis, not less than once every 2
months.
MUNICIPALITY OF THE COUNTY OF ANNAPOLIS
POLICY AND ADMINISTRATION MANUAL
Policy 128
Section
Procedure & Organization of Council
Subject
Travel and Expenses
Policy 128 Travel and Expenses
Page 4 of 4
29.
Councillors must submit travel claims for review and approval by the 15th of the month
following each quarter:
-
January to March claims - due by April 15th
-
April to June claims - due by July 15th
-
July to September claims - due by October 15th
-
October to December claims - due by January 15th
30.
Claims shall not be paid for expenditures occurring more than 6 months in the past.
GENERAL POLICY STATEMENTS
31.
Travel should be by the most direct route and using the most economical means of
transportation, taking into consideration the travel time involved.
32.
An employee's normal place of work shall be considered the starting and return point of any
trip, unless the employee leaves from or returns directly home.
33.
A councillor's / appointee's residence shall be considered the starting and return point of any
trip, unless they leave directly from another location.
34.
When two or more councillors / appointees / employees are attending the same seminar,
convention or meeting, carpooling shall be practised whenever possible.
35.
Arrangements to attend out-of-town conferences / events shall be the responsible of the
attendee. Assistance may be provided by employees in the Office of the Municipal Clerk.
36.
All expenditures and expense claims are subject to review and internal / external audit
verification.
REVIEW OF POLICY
37.
By the 31st of January immediately following a regular election, Municipal Council shall review
this policy as part of the orientation process and, by motion, the Council, shall either re-adopt
or replace the policy.
REEAL
38.
Policy 128 Travel and Expenses, approved on September 17, 2024, is hereby repealed.
Annotation for Official Policy Book
I certify that this policy was adopted by Municipal Council as indicated below:
Seven (7) Day Notice ...................................................................... Jan. 14, 2025
Council Approval ............................................................................ Jan. 21, 2025
Chris McNeill Jan. 21, 2025
Chief Administrative Officer Date
At Annapolis Royal, Nova Scotia