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POLICY # 2025-02-06
Conference/Seminar/Training Attendance &
Expense Reimbursement Policy
Policy Statement
1. This policy safeguards the appropriate use of municipal funds through the
establishment of uniform standards and procedures respecting reimbursement of
expenses incurred by Council members, the Chief Administrative Officer ("CAO"),
and Municipality of the County of Pictou ("Municipality") employees in relation
to Municipality business.
Signing Authorities
2.
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
Member of Council
CAO or designate AND Warden or
Deputy Warden
CAO
Warden and Deputy Warden
Management Employees
CAO or designate AND Warden or
Deputy Warden
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Employees
Immediate Supervisor or designate AND
CAO or designate
3.
A Signing Authority may designate a second signing authority. The designation of
a secondary signing authority shall be in writing and shall state the name and
position of the designate.
4.
A Signing Authority is prohibited from authorizing expenses incurred on their own
behalf.
Individual Responsibilities
5. Everyone who incurs an expense in relation to Municipality business is responsible
for:
(1)
familiarizing themselves and complying with the provisions of this policy;
(2)
completing and submitting expense claims with necessary supporting
documentation;
(3)
exercising reasonable diligence and care in incurring expenses prudently
and responsibly; and
(4)
with respect to travel, cancelling reservations as required, safeguarding
travel advances and funds provided, and considering alternatives to travel
such as teleconferencing and videoconferencing.
Permitted Expenses
6.
Subject to and in accordance with this policy, the following expenses incurred by a
member of Council, the CAO or an employee are eligible for reimbursement:
(1)
Authorized
travel
within
Nova
Scotia,
including
transportation,
accommodation and meal costs;
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(2)
Pre-approved
out-of-province
travel,
including
transportation,
accommodation and meal costs;
(3)
Pre-approved training or continuing education costs.
7.
Members of the Nova Scotia Government and General Employees Union shall be
reimbursed in accordance with the terms of Collective Agreement between the
Union and the Municipality of the County of Pictou.
Authorized Travel
8.
Council members shall be reimbursed for the reasonable expenses incurred in
attending:
(1)
The annual meeting of the Nova Scotia Federation of Municipalities;
(a) All members of Council shall be permitted to attend the annual meeting
of the Nova Scotia Federation of Municipalities.
(2) meetings or conferences at which the Council member's attendance is
authorized or requested by Council;
(a)
The Warden shall be permitted to use his or her discretion with
respect to the number of seminars or conferences attended on behalf
of the Municipality.
(b)
Elected officials shall be permitted to attend a maximum of (4)
seminars and conferences of his or her choice.
(3)
Council and Committee of Council meetings;
(4)
a meeting of any Board, Commission, Committee or other organization to
which the Council member has been appointed by Council, except that no
reimbursement shall be provided by the Municipality if the Council member
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is entitled to reimbursement of expenses directly from the applicable
organization;
(5)
in the case of the Warden and Deputy-Warden, attendance at functions,
meetings or conferences involving less than [$100] in reimbursable
expenses in respect of which one or more municipal representatives has
been invited or requested or would otherwise reasonably be expected to
attend, unless Council has specifically directed the Warden or
DeputyWarden not to attend;
(6)
in the case of a Councillor, attendance on behalf of the Municipality at a
function identified in the previous subsection of this policy, involving less
than [$100] in reimbursable expenses.
(7)
a training or continuing education event in accordance with the provisions
of this policy concerning training and education.
(8)
The Warden or their designate shall be entitled to attend the Annual
Conference of the Federation of Canadian Municipalities each year
(9)
Notwithstanding clause 8(8), the Maximum number of elected delegates
permitted to attend the conference in any given year shall be set at 4.
(a)
Applications for attendance shall be submitted to the Financial
Services Committee in December for the purpose of determining
delegates.
(b)
If required a random draw shall be made to select the delegates
should the number wishing to attend the conference exceed four (4).
(c)
Any Council member not attending a conference previously during
the current Council term shall be given precedence over a member
who has already attended.
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(d)
When the Annual Conference of the Federation of Canadian
Municipalities is held in Nova Scotia, New Brunswick or Prince
Edward Island, all councilors shall be eligible to attend.
(10) Where an elected official fails to attend a conference and or seminar for which
the Municipality has paid registration fees and or hotel deposits or
guarantees for reasons other than those listed in Section 5 of the Council
Remuneration Policy and penalties are incurred for all or a portion of those
costs, the elected officials will be financially responsible for those penalties
and/or costs.
9.
The CAO, including an employee of the municipality delegated any of the
responsibilities or powers of the CAO pursuant to subsection 29(b) of the
Municipal Government Act, shall be reimbursed for the reasonable expenses
incurred in attending:
(1)
the annual meeting of the Association of Municipal Administrators, Nova
Scotia;
(2)
The annual meeting of the Nova Scotia Federation of Municipalities;
(3)
The Annual Conference of the Federation of Canadian Municipalities.
(4)
meetings or conferences at which the CAO's attendance is authorized or is
requested by Council;
(5)
attendance at a meeting of any Board, Commission, Committee or other
organization to which the CAO has been appointed by Council, except that
no reimbursement shall be provided by the Municipality if the CAO is entitled
to reimbursement of expenses directly from the applicable organization;
(6)
attendance at functions, meetings or conferences involving less than [$100]
in reimbursable expenses in respect of which one or more municipal
representatives has been invited or requested or would otherwise
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reasonably be expected to attend, unless Council has specifically directed
the CAO not to attend; and
(7)
a training or continuing education event in accordance with the provisions
of this policy concerning training and education.
10.
An employee of the Municipality shall be reimbursed for the reasonable expenses
incurred in attending:
(1)
the annual meeting of the Association of Municipal Administrators, Nova
Scotia;
(2)
meetings or conferences at which the employee's attendance is authorized
or is requested by the CAO;
(3)
attendance at a meeting of any Board, Commission, Committee or other
organization to which the employee has been appointed, except that no
reimbursement shall be provided by the Municipality if the employee is
entitled to reimbursement of expenses directly from the applicable
organization;
(4)
attendance at functions, meetings or conferences involving less than [$100]
in reimbursable expenses in respect of which one or more municipal
representatives has been invited or requested or would otherwise
reasonably be expected to attend, unless the CAO has specifically directed
the employee not to attend; and
(5)
at a training or continuing education event in accordance with the provisions
of this policy concerning training and education.
Out-of-Province Travel Authorization
11.
All requests for out-of-province travel shall be made in writing and shall contain the
following information:
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(a)
the purpose and duration of the trip;
(b)
the location(s) to be visited;
(c)
the dates and times of arrival and departure;
(d)
any pre-paid transportation, meals, or accommodation; and
(e)
any other anticipated expenses.
12.
All requests for out-of-province travel by Council members shall be reviewed by
the CAO and Warden, who shall consider the necessity for travel based on the
information provided.
13.
When two or more out-of-province travel requests are made by Council members
for the same purpose, the CAO in discussion with the Warden shall determine the
appropriate number of persons necessary to represent Municipality.
14.
All requests for out-of-province travel by the CAO shall be reviewed by the Warden,
who shall follow the same guidelines established for Council members.
15.
All requests for out-of-province travel by a Municipality employee shall be reviewed
by the CAO, who shall follow the same guidelines established for Council
members.
16.
If a request for out-of-province travel is approved, and the Claimant not Municipality
pays all or some of the expenses for the travel, the Claimant will be eligible for
reimbursement of those expenses after submitting an expense claim in accordance
with this policy.
Training and Continuing Education
17.
If the Municipality has established a training and education budget expense item,
a member of Council, the CAO, or a Municipality employee may apply to the
applicable Signing Authorities in advance for approval to incur expenses out of this
budget for training or education, provided that:
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(1)
the request is made in writing, and includes an estimate of all costs that will
be incurred, including the course or enrollment fee and all required
transportation, accommodation and meal costs;
(2)
the training or education course, meeting or conference, is related to
municipal government;
(3)
in the case of a Council member, the course, meeting or conference is
completed prior to the next municipal election date;
(4)
the budget for training and education for the year has not been exhausted
and would not be exceeded by authorizing the request;
(5)
the Claimant shall reimburse the Municipality for the cost of all or,
alternatively the pro-rated cost of a portion, of any enrollment fees in the
event of failure to attend all, or alternatively some, of the event without
reasonable justification; and
(6)
a brief written summary is provided by the Claimant describing the nature
and benefits of the training and education at the time of submitting an
expense claim for reimbursement.
18.
If both applicable Signing Authorities approve an application to incur expenses in
relation to training or education, and the Claimant (not the Municipality pays all or
some of the pre-approved expenses, the Claimant will be eligible for
reimbursement of those expenses after submitting an expense claim in accordance
with this policy.
Limits on Reimbursement of Expenses
19. Notwithstanding any other provision of this Policy, the following limits shall apply to
the reimbursement of expenses:
(1)
A Claimant shall only be reimbursed for costs that they have incurred;
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(2)
The expenses of a Council member for political activity associated with
election or re-election is not reimbursable by the Municipality;
(3)
Airplane travel should be booked by Municipal staff or shall only be
reimbursed at the lowest rate which would have been available Municipal
staff had booked the airfare;
(a) Should the claimant decide to use their own automobile to travel to a
conference/seminar rather than flying; the Municipality shall
reimburse the claimant for their actual mileage up to the average cost
of airfare the other members of Council attending the conference plus
equivalent mileage that would have been paid for the trip to the
airport.
(4)
Hotel accommodations shall not exceed the cost of a standard room, double
occupancy, except when hotel accommodation has been booked by
Municipal staff for out of province hotels. Hotel upgrades shall be at the
personal expense of the Claimant unless there are ergonomic necessities
attributable to physical requirements including, but not limited to, wheel chair
accessibility;
(5)
Reimbursement of only one personal long-distance phone call shall be
permitted for each night of overnight travel;
(a)
Maximum length of the call shall be 30 minutes;
(6)
Reimbursement for meals shall not exceed the per diem meal amounts set
out in this policy;
(7)
The cost of any alcoholic beverages shall not be reimbursed;
(8)
Fees, deposits, interest and surcharges incurred on a personal credit card
shall not be reimbursed;
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(9)
When personal and Municipality travel is combined, only documented
expenses directly related to the Municipality portion are reimbursable.
Extended travel time and related expenses are at the traveler's own
expense;
(10)
Reimbursement shall not be provided for loss of personal effects; for
medical and hospital treatment; for purchase of luggage, clothing and other
personal equipment; or for personal services such as shoe shines, valet
services, dry-cleaning, laundry, haircuts and other personal services;
(11)
There shall be no reimbursement of travel and related expenses for
individuals other than a Council member, the CAO, or an employee of the
Municipality;
(12)
There shall be no reimbursement for travel by a Council member within their
own district of the Municipality because such travel is deemed to be included
in the part of the Council member's salary or remuneration.
Travel Advances
20. Advances are intended to cover out of pocket expenses incurred during travel. The
following limits shall apply to the use of advances:
(1)
all advances must be approved by the CAO;
(2)
advances will only be issued where an overnight stay is required;
(3)
advances will not be made for less than $200;
(4)
the CAO must not approve an advance unless the CAO is satisfied that
there is a reasonable need for the advance;
(5)
upon completion of the travel for which an advance has been made, the
recipient must complete an expense claim in relation to the travel costs that
reconciles the amount of the advance with the actual reimbursable
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expenses incurred. The recipient must repay any part of the advance owing
to Municipality within 10 days of completing the travel.
Use of Municipality Credit Cards
21.
The following limits shall apply to the use of Municipality credit cards:
(1)
the use of travel advances is prohibited if the Claimant has a Municipality
credit card;
(2)
Municipality credit cards shall only be used for expenses that are permitted
under this policy, and without limited the generality of the foregoing, shall
not be used for cash advances or personal expenses;
(3)
reimbursement for interest incurred on a Municipality credit card is
prohibited.
Per Diem Meal Allowances
22.
For each day or part day when overnight accommodation forms part of an
authorized expense, the Claimant shall be paid a meal allowance for each meal for
which the Claimant is required to pay in the amount of [$15.00] for breakfast,
[$25.00] for lunch, and [$40.00] for supper]. This allowance includes gratuities
and taxes.
23.
Claimants whose religious beliefs or medical requirements prohibit them from
consuming certain foods should be aware that appropriate meals can normally be
obtained from caterers, provided that adequate notice of a special requirement is
given. Should special dietary requirements negate the ability to participate in a
meal that is provided free of cost, and as a result the Claimant must pay for a meal,
the claimant shall be paid a meal allowance for that meal.
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Kilometrage
24.
The kilometrage allowance reimbursed for Claimants using personal vehicles for
authorized travel shall be at the rate stipulated from time to time by the Province of
Nova Scotia as the maximum kilometrage rate for its employees.
25.
Where several Council members, the CAO, and/or employees of the Municipality
or any combination thereof, attend the same meeting, conference or function, each
shall make reasonable efforts to share a vehicle.
Vehicle Rentals
26.
The cost of rental of a vehicle shall be a reimbursable expense in instances where:
(1)
reasonable ground transportation services such as public transit, taxis or hotel
shuttles are unavailable; or
(2)
two or more Council members, the CAO, and/or employees of the
Municipality, or any combination thereof, are traveling together, and it is
more economical than the combined cost of other reasonable ground
transportation.
27.
Compact, economical vehicles must be used unless three or more persons are
travelling together, the bulk or weight of goods being transported necessitates a
larger vehicle, or a compact, economical vehicle is unavailable.
28.
For the protection of the Claimant and the Municipality, Claimants must ensure that
adequate insurance (collision, comprehensive and third-party liability insurance) is
in place for all drivers by either renting the vehicle using a personal credit card with
an insurance option, or by purchasing a policy from the rental agency. The
applicable deductible must be the lowest available given the coverage described
above.
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Expense Claims
29.
Expense claims must be submitted on the form provided from time to time by the
Municipality and shall be signed by the Claimant.
30.
The business reason for each expense must be submitted with all expense claims
and a detailed itemized receipt is required for all expense claims except:
(1)
claims for per diem meal allowances;
(2)
incidental expenses of less than $15.00 for reasonable tips, bridge tokens,
parking meters or coffee;
(3)
claims for personal vehicle kilometrage for authorized travel.
31.
If no receipt is available, a written attestation signed by the Claimant must be
submitted to explain why the receipt is unavailable, and a description itemizing and
confirming the expenses must be provided. Debit or credit card transaction records
are not acceptable as receipts.
32.
Expenses incurred by one individual on behalf of another must be attributed to the
individual for whom those expenses were incurred.
33.
No expense claim shall be paid unless the claim is first approved for payment by
two Signing Authorities who have authority to approve the claim. Before approving
an expense claim, a Signing Authority must ensure that:
(1)
the claim is consistent with this policy;
(2)
the expenses claimed were necessarily incurred in the performance of
municipal business;
(3)
appropriate receipts are provided to support the claim, and the claim
documentation is appropriately filed;
(4)
the expenses claimed have appropriate justification; and
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(5)
all requirements, as determined by the municipal audit committee, have
been fulfilled.
34.
In considering an 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 that the Signing Authority decides is
unreasonable or not in compliance with this policy.
35.
The use of petty cash to pay an expense claim is prohibited.
Timeframe
36.
A claim for reimbursement of an expense shall be submitted for approval within
thirty (30) days of the expense being incurred.
37.
Expenses must be submitted and charged to the year in which they occurred.
Expenses cannot be carried forward to future years.
38.
Claimants who charge for goods or services in a fiscal year must have received
the goods or services from the vendor in that fiscal year.
Fraud, Misuse or Misappropriation of Municipal Funds
39.
Fraudulent irregularity, misuse or misappropriation of Municipality funds may result
in disciplinary action up to and including termination of employment.
40.
Suspicious activity and potential misuse of funds must be reported to the CAO for
investigation.
Reporting Requirements
41. Pursuant to section 65A of the Municipal Government Act, the CAO shall ensure that
the Municipality does the following:
(1)
Within 90 days of the end of each fiscal quarter, prepares and posts an
expense report on the Municipality website for the Warden, CAO (including
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an employee of the Municipality delegated any of the responsibilities or
powers of the CAO pursuant to subsection 29(b) of the Municipal
Government Act) and each member of Council on their expenses regarding
the following:
(a)
Travel and travel related expenses, including transportation,
accommodation and incidentals;
(b)
Meals;
(c)
Training and education.
(2)
By September 30th of each year, prepares and files with the Minister of
Municipal Affairs an annual summary report that summarizes the expense
reports 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 Manual.
Review Requirements
42.
The Municipality's Audit Committee shall review the expense annual summary
report by October 31st of each year.
43.
By the January 31st immediately following a regular election held under the
Municipal Elections Act, Council shall review this policy and, following a motion by
Council, either re-adopt the policy or amend the policy and adopt the policy as
amended.
Repeal
44. All former policies and/or practices with respect to Conference/Seminar/Training
Attendance & Expense Reimbursement, including Policy #2017-02-21, are hereby
repealed.