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POLICY
_____________________________________________________________________________________
Policy Statement
1. The Town of Shelburne recognizes that hospitality-related activities are, at times, necessary and
legitimate expenses supporting the effective conduct of government business and for reasons of
diplomacy, protocol, business development or promotional advocacy.
2. The offering of hospitality will be done in such a manner to reflect the prudent stewardship of
public funds. This policy safeguards the appropriate use of public funds through the
establishment of uniform standards and procedures respecting Council member, Chief
Administrative Officer ("CAO") and Town of Shelburne employee hospitality claims.
Purpose
The purpose of this policy is:
(a)
To provide direction and guidance with respect to the appropriate expensing of necessary
hospitality expenses that support the Town of Shelburne's objectives.
(b)
To ensure hospitality is offered in an accountable, economical, and consistent manner in the
facilitation of government business and/or for reasons of diplomacy, protocol, business
development or promotional advocacy.
(c)
To ensure taxpayers' dollars are used prudently and responsibly with a focus on
accountability and transparency.
Hospitality and Hospitality Events
3. A hospitality event is a reception, ceremony, conference, or other event that involves hosting
individuals from outside the Town of Shelburne. Hospitality may be offered under the following
circumstances in accordance with this policy:
(a) Hosting foreign dignitaries;
(b) Engaging in official public matters with representatives from other governments, business,
industry or labour leaders, or other community leaders;
(c) Sponsoring or hosting conferences;
(d) Hosting ceremonies / recognition events; and
(e) Other official functions, as approved by the CAO, their designate or Town of Shelburne Council.
TOWN OF SHELBURNE
Hospitality Policy
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Approved expenditures may include:
(a) Meals
(b) Gifts
(c) Meeting Space
(d) Other expenses as approved by the Chief Administrative Officer, their designate or Council
Signing Authority
4.
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
Town Clerk/Treasurer or designate
Town Clerk/Treasurer Mayor or designate
Employees
Immediate Supervisor and Town Clerk/Treasurer
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.
A Signing Authority is prohibited from authorizing payment of hospitality expenses incurred on their
own behalf.
Prior Authorization
5.
Subject to this policy, all hospitality events require prior authorization.
6.
A request for prior authorization for hospitality events requires the following information:
(a) rationale/purpose of the event;
(b) estimated numbers of attendees and their respective affiliations;
(c) if alcohol is to be provided at the event, the reasons that the provision of alcohol is
appropriate and warranted in the circumstances;
(d) estimated itemized costs including gratuities and supplementary expenses.
7.
Requests for hospitality events shall be reviewed by either the CAO or their designate, or
Council, who shall consider the value and benefit of the proposed event in relation to its cost in
deciding whether to approve the hospitality event.
8.
In instances where a hospitality event has been held without prior approval, claims for
reimbursement must provide the details outlined above and include a document outlining the
reasons prior approval was not possible.
Serving of Alcohol
9.
While the standard for hospitality is the provision of non-alcoholic beverages, the provision of
alcohol in the context of hospitality for reasons of diplomacy, protocol, business development or
promotional advocacy is deemed an acceptable expense in limited circumstances. Any request
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for approval to serve alcohol at a hospitality event must have prior approval by either the CAO
or their designate, or Council.
10.
The Town of Shelburne, its employees and members of Council are expected to act responsibly
in the use of public funds and in the care and well-being of themselves, other employees and
their respective guests with respect to the serving of alcohol.
11.
The Town of Shelburne will demonstrate good judgment in the reasonableness of the quantity
and expense of alcoholic beverages offered to guests.
12.
If alcohol is provided at a hospitality event, food must be served.
Gifts
13.
For reasons of diplomacy, protocol, business development or promotional advocacy, the giving
of token gifts to individuals outside of government (value not to exceed [$40.00]) is sometimes
appropriate. Any giving of gifts requires prior approval by either the CAO or their designate, or
Council.
Claims for Reimbursement of Hospitality Expenses
14.
Hospitality expense claims must include the following:
(1)
A copy of the signed prior authorization (see Appendix A) for the hospitality event for
which the expense was incurred;
(2)
The names and positions of the guests at the hospitality event;
(3)
The business objective for the expense;
(4)
A detailed itemized receipt for the expense.
15.
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.
16.
Hospitality expenses incurred by one individual on behalf of another must be attributed to the
individual for whom those expenses were incurred.
17.
No hospitality 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 that the claim
documentation is appropriately filed;
(4)
the expenses claimed have appropriate justification; and
(5)
all requirements, as determined by the [municipal audit committee], have been fulfilled.
18.
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
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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.
19.
The use of petty cash to pay a hospitality expense claim is prohibited.
Reporting Requirements
20.
Pursuant to s. 65A of the Municipal Government Act, the CAO shall ensure that the Town of
Shelburne does the following:
(1)
Within ninety (90) days of the end of each fiscal quarter, prepares and posts a hospitality
expense report on the Town of Shelburne website that describes all of the hospitality
expenses incurred by the Town of Shelburne including purchases of alcohol, during the
quarter;
(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 the Department of Municipal Affairs
and the requirements set out in the Financial Reporting and Accounting Manual.
Review Requirements
28.
The Town of Shelburne Audit Committee shall review the hospitality annual summary report by
September 30th of each year.
29.
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.
Date of Notice of Council Member Intent to Adopt:
April 19th, 2021
Date of Adoption (approved):
May 3rd, 2021
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Appendix A
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 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:
__________________________________________________
Gratuities:
__________________________________________________
Gift Costs:
__________________________________________________
Other Expenses (provide details):
____________________________________________
____________________________________________
_____________________________
________________________________
Signature of Applicant
Date
APPROVAL
_____________________________
________________________________
Authorized Signature
Date
Please include this document as part of the reimbursement process and forward to Accounts Payable.