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MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 1
Part 1 Policy Intent
It is the policy of the Municipality of the District of Yarmouth to reimburse employees
and elected officials who are required to travel on municipal business. The rates for
reimbursement are as set out in Appendix A and may be adjusted from time to time as
considered necessary.
Part 2 Application
This policy applies to all elected officials, employees and volunteers of the Municipality who are
travelling on behalf of the Municipality.
Part 3 Policy Directives
Any person authorized to travel for the benefit of the Municipality is expected to travel by the
most direct route and use the most economical means of transportation, taking into
consideration the travel time involved. Whenever possible, employees shall use departmental
vehicles for travel.
The Municipality will provide reimbursement of appropriate and reasonable expenses for
transportation, meals, accommodation and other disbursements incurred for such travel, in
accordance with the guidelines herein. (Excluding alcoholic beverages).
Expenses on mileage incurred while traveling on behalf of a commission or authority shall be
reimbursed by the outside body, not the Municipality of the District of Yarmouth.
Part 4 Event Registration
4.1
Elected officials and employees will be responsible for event registration.
4.2
Elected officials or employees who register for conferences, courses, seminars or
municipally related activities that result in fees/costs and do not attend shall be
responsible for any and all costs incurred by the Municipality, except if attendance was
not possible for any of the following reasons:
4.2.1 Illness (personal or immediate family)
4.2.2 Weather conditions
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 2
4.2.3 Travel emergencies
4.2.4 Municipal emergencies
4.2.5 Other reasons as approved by Municipal Council
Part 5 Employees travelling for work purposes
5.1
Employees travelling for municipal business are considered to be at work. Regardless
of the time the employee chooses to leave, they shall be considered as having left at the
appropriate time. (For example: for a meeting in Halifax the following morning, an
employee would be expected to leave after lunch. If an employee chooses to leave
earlier, they will be expected to use vacation leave. If an employee chooses to leave
after work, they will not accumulate overtime.) Travel on a Sunday for a Monday
morning meeting will be compensated at straight time with time in lieu. Travel times will
be subject to weather conditions at the discretion of the CAO.
Part 6
Authorized travel for members of Council
6.1
Council members shall be reimbursed, in addition to any allowance for expenses
incidental to the discharge of their duties pursuant to the Council Remuneration Policy
C-029-01, for the reasonable expenses incurred in attending:
6.1.1 Conferences in accordance with the Council Conference Policy C-038-18;
6.1.2 meetings, events or conferences at which the Council member's attendance is
authorized or requested by Council;
6.1.3 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 is
entitled to reimbursement of expenses directly from the applicable organization;
6.1.4 in the case of a Councillor, attendance on behalf of the Municipality provided that
such attendance is either:
6.1.4.1 at the request of the Warden to attend in lieu of the Warden;
6.1.4.2 at the request of the Warden to attend as a Councillor for a district which
has a special interest in or connection with the subject of the meeting or
conference, or because of special knowledge and experience of the
Councillor relative to the subject of the meeting or conference.
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 3
6.1.5 a training or continuing education event in accordance with the provisions of the
Council Orientation and Training Policy O-088-20.
6.2
There shall be no reimbursement for travel Council members attending Council and
Committee of the Whole meetings located at the Administration Building.
Part 7
Methods of Transportation
7.1
Private Automobiles - Whenever possible employees/elected officials are expected to
travel by the most direct route and use the most economical means of transportation,
taking into consideration the travel time involved and working schedule. Travel
expenses will be paid, when personal vehicles are used for Municipal business, at a rate
set by Council which shall be no less than as that set by the Province of Nova Scotia.
The expense will be paid at a straight kilometer rate, with the rate being reviewed
periodically by Council. In addition to the kilometer allowance, an individual traveling on
municipal business may claim the actual expenses incurred for ferry charges and
parking (receipts required), and bridge/road tolls.
7.1.1 Two or more persons traveling during the same time period to the same
destination shall car pool to the greatest extent appropriate or practical in the
circumstances.
7.1.2 Employees and elected officials should not claim any mileage for personal use
while on travel status.
7.1.3 In the interest of safety, employees should not normally be expected to drive
more than:
7.1.3.1 300 kilometers after having worked a full day
7.1.3.2 400 kilometers after having worked one half-day
7.1.3.3 700 kilometers on any day when the traveller has not worked
These guidelines do not apply when driving is being shared among travellers.
7.1.4 INSURANCE - The Municipality does not accept any liability under any
circumstances for claims arising from the use of privately owned automobile(s).
Persons(s) using privately owned automobile(s) for municipal business travel are
responsible for ensuring the automobile(s) is properly insured for such use and is
in compliance with all relevant statutory requirements.
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 4
7.2
Air - On business trips for which air travel is the most economical, timely and effective
means of transportation, economy air fare shall be booked in advance by the employee
or elected official to obtain discount seats. Additional accommodation and meal
expenses are permitted when more extensively discounted air fares are available which
require an earlier departure and/or return date (e.g. weekend) and the additional
discount more than offsets the other additional travel expenses. When air travel is the
most economical, timely and effective means of transportation, employees choosing to
use a private automobile must travel on their own time, except to the extent of work time
that would have otherwise been devoted to air travel. Reimbursement shall not exceed
the cost of the least expensive air fare available.
7.3
Automobile Rentals - Rental vehicles are available for a person or persons traveling on
Municipal business. The Municipality will pay the daily rental, gasoline and kilometer
charges invoiced by the rental agency, as applicable. Rental agreements have been
made with specific companies, and individuals requiring a rental shall check with the
Municipal office prior to making arrangements.
Part 8 Accommodation, Meal Allowance & Incidental Expenses
8.1
Accommodations - Employees/elected officials are expected to participate in the Nova
Scotia Federation of Municipalities' agreed Hotel Room Rate Program. The government
rate should be requested at the time of booking and be confirmed prior to being billed. If
accommodations for elected officials are being booked through the office the Hotel
Reservation Request Form (Appendix B) must be completed. Cancellations for hotel
reservations are the responsibility of the elected official or employee. If any charges are
incurred due to late cancellation, these will be the responsibility of the elected official or
employee, unless cancellation was due to the following reasons:
8.1.1 Illness (personal or immediate family)
8.1.2 Weather conditions
8.1.3 Travel emergencies
8.1.4 Municipal emergencies
8.1.5 Other reasons as approved by municipal council (for Councillors) or the CAO (for
employees)
An employee/elected official who makes private arrangements for overnight
accommodations while traveling on municipal business may be reimbursed at a rate of
$25.00 per night in lieu of hotel arrangements, subject to the approval of the CAO.
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 5
8.2
Meal allowances & Incidentals - Meal allowances will be provided on a per diem basis
when elected officials and employees are travelling on Municipal business. The meal
allowance for breakfast may be claimed only when the claimant has been travelling on
Municipal business for more than 1 hour before the recognized time of the start of the
work day (travel before 7:00 am). The meal allowance for dinner may be claimed only
when the claimant is not expected to return to his or her residence before 6:30 pm. Meal
allowances may not be claimed in situations where a meal was provided as part of the
event registration or method of travel.
8.2.1 Employees and Councillors 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 result the
claimant must pay for a meal, an allowance shall be paid for that meal. A receipt
must be provided.
8.2.2 Allowances will be paid as follows (amounts include tip and taxes):
8.2.2.1 Breakfast
$20.00
8.2.2.2 Lunch
$25.00
8.2.2.3 Dinner
$45.00
8.2.2.4 Incidentals $10.00
In situations where the claimant has no option other than going over the allowances
(breakfast at a hotel that goes over $20, set meal price at an event that goes over the
lunch or dinner allowances), a receipt must be kept and attached to the expense claim.
The claimant should keep both the detailed receipt and the debit machine receipt.
Incidentals - Incidental expenses may be claimed on overnight travel for miscellaneous
and out-of-pocket expenses such as bridge tolls, long distance calls, or tips not related
to a meal expense.
8.3
Business Meeting, Exhibits & Trade Shows - Reimbursement will be provided for
reasonable expenses incurred for room and equipment rentals, fees, business meals,
gratuities and other related service costs to facilitate the conduct of municipal business
programs.
8.4
Other Expenses - Extraordinary expenses may be considered for reimbursement upon
proof of receipts and approval by Council
Part 9 Travel Advances and Claims Procedures
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 6
9.1
Travel Advances - advances for pre-registration of conferences, airfare, and
accommodation deposits are available on request to cover the anticipated expenses of
an authorized business trip. Within (30) days of the completion of a business trip for
which a travel advance was made, the employee/elected official must account for the
advance by submitting a travel expense claim for allowable expenses and by remitting
any balance in excess of the expenses actually incurred and claimed. If the advance
has not been accounted for within the prescribed time limit, the CAO may deduct the
balance owing to the Municipality from any sum of money that may be due and payable
by the Municipality to that employee/elected official.
9.2
Travel Claims Procedures - Claims for reimbursement of travel expenses shall be
submitted on the forms prescribed by the Municipality, detailing the expenses incurred.
The following expenses shall be supported by vouchers or receipts that must be
attached to the travel expense claim form:
9.2.1 commercial transportation (air fare, ferry charges, train tickets)
9.2.2 hotel, motel, inn and bed & breakfast accommodations;
9.2.3 automobile rentals;
9.2.4 taxis;
9.2.5 parking expenses;
9.2.6 business meeting, exhibition and or trade fair costs;
9.2.7 necessary expenditures for operation of municipal vehicles
9.3
All travel claims must be signed by the person making the claim and be approved for
payment by the CAO. A claim for reimbursement of an expense shall be submitted for
approval within thirty (30) days of the expense being incurred.
Part 10 Spouse/Partner Cost
10.1
If the spouse/partner of an elected official or employee accompanies the individual while
on municipal business, all additional costs incurred shall be at the expense of the
individual.
Part 11 Misuse of Municipal Funds
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 7
11.1
Fraudulent irregularity, misuse or misappropriation of Municipality of Yarmouth funds may
result in disciplinary or legal action, up to and including termination of employment (for
employees), and is subject to the Municipal Code of Conduct (for Councillors).
Part 12 Policy review
12.1
No later than January 31st following an election year, Council shall formally review this
policy by way of motion, to ensure that the contents of the policy are in accordance with
provincial legislation and best practices.
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 8
Chief Administrative Officer's Annotation for Official Policy Book
Date of Notice to Council members of Intent to Consider (7
days Min)
February 14, 2025
Date of Passage of current Policy
March 5, 2025
I certify that this Travel and Expense Policy T-088-20 was adopted by Council as
indicated above.
___________________________________
March 18, 2025
Chief Administrative Officer
Date
Date last reviewed: March 5, 2025
Date last amended: March 5, 2025
Amendment Log
Date
Amendment Description
January 9, 2024
Section 6.1.3 - added travel distance after so many working hours.
Section 7.1 - changed language that Councillors must book through CAOs
office using the Hotel Bookings form.
Section 7.1.5 - changed language to read "Other reasons as approved by
municipal council (for Councillors) or the CAO (for employees)."
Section 7.2.1 - added
Section 7.2.2.2 - changed from $20.00 to $25.00
Section 7.2.2.3 - changed from $35.00 to $45.00
Section 8.1 - changed language in first sentence to read "Advances for pre-
registration of conferences, airfare, and accommodation deposits are available
on request to cover the anticipated expenses of an authorized business trip."
Section 8.3 - added "A claim for reimbursement of an expense shall be
submitted for approval within thirty (30) days of the expense being incurred."
Part 10 - added Misuse of Municipal Funds
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 9
March 5, 2025
Part 3 - removed last paragraph ""There shall be no reimbursement to
Councillors for travel within the Municipality as such travel is deemed to be
included in the portion of the Council member's salary or remuneration that is
an allowance for expenses incidental to the discharge of duties. (As per the
Income Tax Act of Canada)".
Part 6 - added Authorized travel for members of Council
Section 7.1.3 - added
Section 8.1 - changed that Appendix B form must be complete if elected
officials are booking reservations through CAOs office.
Section 8.1.5 - specified who approves other reasons
Section 8.2.1 - added
Section 8.2.2.2 - increased lunch allowance to $25.00
Section 8.2.2.3 - increased dinner allowance to $45.00
Section 9.1 - specified advances for pre-registration of conferences, airfare,
and accommodation deposits are available on request.
Section 9.3 - added a deadline of 30 days for expenses to be submitted
Part 11 - added Misuse of Municipal Funds
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 10
Appendix A
Expense Claim Form
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Travel and Expense Policy
T-088-20
Effective Date:
March 5, 2025
Travel and Expense Policy T-088-20
Page 11
Appendix B
Councillor Hotel Reservation Request Form
Councillor Hotel Reservation Request Form
Name
Dates
(inclusive)
Bed size preference
(king/queen/double)
If parking is
available, is
it required?
# of
people in
room
Hotel
preference
PLEASE BE REMINDED THAT COUNCILLORS ARE RESPONSIBLE FOR HOTEL
CANCELLATIONS AS WELL AS CONFERENCE/FUNCTION REGISTRATIONS.
__________________________ _______________
Signature
Date
Office use only
Confirmation # _______________________