This is the exact embedded text of the captured official document.
Snapshot 283d7fca1be2 · verified 2026-06-05 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
TOWN OF BRIDGEWATER
POLICY #94
HOSPITALITY
1.
PURPOSE
It shall be the policy of the Town of Bridgewater to provide clear direction to both
staff and elected officials on matters of hospitality expenses, whether paid directly
by the Town of Bridgewater or a reimbursement. The Town recognizes that
hospitality related activities are, at times, necessary and legitimate expenses
supporting the effectiveness of government business and for reasons of diplomacy,
protocol, recognition, business development or promotional advocacy. The
offering of hospitality will be done in such a manner so as to reflect the prudent
stewardship of public funds.
2.
APPLICATION
2.1
This policy applies to Councillors and employees who incur approved hospitality
expenses while conducting Town of Bridgewater business.
2.2
This policy is not to be used when expensing costs associated with Town of
Bridgewater employee ONLY events. (ie: retirement functions, staff
appreciation events).
3.
DEFINITION
3.1
Hospitality is defined as expenses incurred while hosting/entertaining
individuals from the business and public sector including receptions,
ceremonies, conferences, business meetings, or other group events for
municipal recognition purposes.
3.2
Allowable expenses may include such items as meals, beverages,
room/venue rental or other approved items.
4.
OBJECTIVES
4.1
To provide direction and guidance to Council and the Chief Administrative
Officer (CAO) with respect to the appropriate expensing of necessary hospitality
expenses that support the Town of Bridgewater's objectives.
4.2
To ensure hospitality is offered in an accountable, economical and consistent
manner to facilitate government business and/or for reasons of diplomacy,
protocol, recognition, business development or promotional advocacy.
4.3
To ensure taxpayers' dollars are used prudently and responsibly with a focus
on accountability and transparency.
5.
DETAILS
5.1
Hospitality may be offered under the following circumstances:
i)
hosting foreign dignitaries;
ii)
engaging in official public matters with representatives from other
governments;
iii)
hosting business, industry/labour leaders, or other community leaders;
iv)
sponsoring conferences;
v)
hosting prestigious ceremonies/recognition events; or
vi)
other official functions, as approved by the CAO.
5.2
SIGNING AUTHORITY
i)
The following are the Signing Authorities for the positions referred to,
and shall be responsible for administering this policy with respect to
the individuals in those positions:
POSITION
SIGNING AUTHORITY
Council Member
CAO or designate
Chief Administrative Officer
Mayor or Deputy Mayor
Employees
Immediate Supervisor AND CAO
ii)
The CAO may designate a secondary Signing Authority. The
designation of a secondary Signing Authority shall be in writing and shall
state the name and position of the designate.
iii)
A Signing Authority is PROHIBITED from authorizing payment of
hospitality expenses incurred on his\her own behalf.
5.3
PRIOR AUTHORIZATION
All hospitality events require prior authorization (see Appendix "A"). Any
request for prior authorization for hospitality events requires the following
details:
a)
rationale/purpose for the event;
b)
estimated number of attendees and their respective affiliations; and
c)
estimated itemized costs including gratuities and supplementary
expenses.
5.3(i) Requests for hospitality events shall be reviewed by either the CAO or their
designate, or Mayor/Deputy Mayor, who shall consider the value and benefit of
the proposed event in relation to its cost in deciding whether to approve the
hospitality event.
5.3 (ii) A copy of the signed prior authorization form (see Appendix "A") must
accompany the claim for reimbursement. In instances where prior approval
was not possible, claims for reimbursement must provide the details outlined
above along with a document outlining the reasons prior approval was not
possible. The claim for reimbursement shall contain itemized receipts.
5.4
Alcohol: While the standard for hospitality is the provision of non-alcoholic
beverages, the provision of alcohol in the context for hospitality for reasons of
diplomacy, protocol, business development or promotional advocacy is
deemed an acceptable expense in limited circumstances. Any request for
approval to serve alcohol shall have the approval by the CAO.
Alcohol is not an allowable expense for councillors or an employee on travel
status.
6.0
GIFTS
For reasons of diplomacy, protocol, business development or promotional advocacy,
the giving of token gifts to individuals outside of government (value not to exceed
$150.00) is deemed appropriate. Giving of gifts requires prior approval.
7.0
CLAIMS FOR REIMBURSEMENT OF HOSPITALITY EXPENSES
7.1
Hospitality expense claims must include the following:
i)
A copy of the signed prior authorization for the hospitality event for which
the expenses were incurred;
ii)
a detailed itemized receipt for the expense.
7.2
If no receipt is available for a hospitality expense, a written attestation signed
by the Claimant must be submitted to explain why the receipt is unavailable,
and a description itemizing and confirming the expense must be provided.
Debit or credit card transaction records are not acceptable as receipts.
7.3
Hospitality expenses incurred by one individual on behalf of another must be
attributed to the individual for whom those expenses were incurred.
7.4
No hospitality expense claim shall be paid unless the claim is first approved for
payment by a Signing Authority. Before approving an expense claim, a Signing
Authority must ensure that:
i)
the claim is consistent with this policy;
ii)
the expenses claimed were necessarily incurred in the performance of
Town of Bridgewater business;
iii)
appropriate receipts are provided to support the claim, and that the claim
documentation is appropriately filed;
iv)
the expenses claimed have appropriate justification; and
v)
any requirements, as determined by the Town of Bridgewater Audit
Committee, have been fulfilled.
7.5
In considering a hospitality expense claim for payment, a Signing Authority may
request additional explanations, documentation or justification from the
claimant, and may refuse to approve any claim or expense did not have prior
authorization and that the Signing Authority decides is unreasonable or not in
compliance with this policy.
7.6
The use of petty cash to pay a hospitality expense claim is prohibited.
8.0
REPORTING REQUIREMENTS
Pursuant to Section 65A of the Municipal Government Act, the CAO shall ensure that
the Town of Bridgewater does the following:
8.1
Within ninety (90) days at the end of each fiscal quarter, prepares and posts a
hospitality expense report on the Town of Bridgewater website that describes
all of the hospitality expenses incurred by the Town of Bridgewater;
8.2
By September 30th of each year, prepares and files with the Minister of
Municipal Affairs, an annual summary report that summarizes the hospitality
expense reports for the preceding fiscal year, that is compliant with the
requirements of both the Department of Municipal Affairs and the Financial
Report and Accounting Manual.
9.0
REVIEW REQUIREMENTS
9.1
The Town of Bridgewater Audit Committee shall review the hospitality annual
summary report by September 30th each year.
9.2
By the January 31st immediately following a regular election held under the
Municipal Elections Act, Council shall review this policy, and, by resolution of
Council, shall either confirm or amend the policy.
Original Approved: October 9, 2018; Resolution #:18-187
Amendment Approved: July 8, 2019; Resolution #: 19-135
Appendix A - Policy 94
REQUEST FOR APPROVAL TO INCUR HOSPITALITY EXPENSES
All hospitality-related expenses require prior authorization. All hospitality expenses
incurred must be supported by itemized receipts. Refer to the Hospitality Policy #94
for further information.
REQUESTED BY
Date of Request:
Employee/Councillor Name:
Department:
Event Location:
Event Date:
Purpose of Event/Activity:
______________________________________
COSTS AND ACCOUNTS
Estimated Number of Attendees:
Meal & Beverage Costs:
Meeting Space Costs:
Gratuities:
Gift Costs:
Other Expenses (provide details):
_________________________________
__________________________
Signature of Applicant:
Date:
APPROVAL:
_________________________________
__________________________
Authorized Signature:
Date:
Note: Please include this document as part of the reimbursement process and
forward to Accounts Payable.