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POLICY
FIN-05-008
Municipality of the County of Kings
Business Expense Policy
Policy Category
Finance
Most Recent Amendment
March 3, 2026
First Council Approval
May 20, 2008
Future Review Date
March 2030
1. Purpose
1.1
To establish guidelines for the reimbursement of travel expenses incurred by an
Employee or Member of Council while conducting Municipal business away from the
Municipal offices.
1.2
The Business Expense Policy:
1.2.1
Identifies expenses related to travel that are eligible for reimbursement;
1.2.2
Identifies circumstances that dictate travel;
1.2.3
Provides authorization guidelines for travel and expenses; and,
1.2.4
Ensures a reasonable and timely procedure to claim and report travel expenses.
2. Scope
2.1
This Policy shall apply to all Members of Council and Employees of the Municipality.
3. Definitions
3.1
Employee: All Employees of the Municipality, including the Chief
Administrative Officer (CAO)
3.2
Members of Council: Mayor, Deputy Mayor, and Councillors,
3.3
Reportable Individual: As defined in the Municipal Government Act.
4. Policy Statements
4.1
The Municipality shall reimburse Members of Council and Employees for all
reasonable and appropriate expenses for travel, meals, and accommodation incurred
in the course of carrying out their duties and responsibilities approved by the
Municipality.
4.2
Members of Council are also eligible for reimbursement of travel expenses relating
to the following:
4.2.1
Attendance at Council and Committee of the Whole meetings.
4.2.2
Attendance at a meeting of any Board, Committee, Commission, or to any other
organization to which the Council member has been appointed by Council.
4.2.3
An alternate's attendance at a Board or Committee meeting (in addition to the
regular member), for the purposes of becoming and staying informed.
Page 1 of 14
POLICY
FIN-05-008
Page 2 of 13
4.2.4
Conferences, in accordance with this Policy and Policy ADMIN-01-023: Council
Conference Attendance and Professional Development as approved by Council.
4.2.5
Council Meetings and meetings of the Nova Scotia Federation of Municipalities.
4.2.6
Meetings with other government agencies and businesses, including meetings
with the Province and MLAs, which have been scheduled by Council, Mayor,
Deputy Mayor, or CAO.
4.2.7
Public Planning meetings including Public Information Meetings, Public
Participation Meetings, Public Hearings, and Advisory Committee meetings.
4.2.8
Training sessions, including orientation meetings.
4.2.9
Meetings with the CAO to discuss Municipality business.
4.2.10 Attendance at social functions within individual Councillors' districts as dignitaries
representing the Municipality.
4.2.11 Meetings with Organizations, Community Groups, Non-Profits, and those
associated with Village Commissions that:
4.2.11.1
Have been pre-organized;
4.2.11.2
The Council member has been invited to; and
4.2.11.3
The Council member determines to be necessary to attend and to be
in the best interest of the Municipality.
4.2.12 All other meetings, conferences, and seminars in accordance with Policy ADMIN-
01-023: Council Conference Attendance and Professional Development as
approved by the majority of Council.
4.3
The Mayor and Deputy Mayor are also eligible for reimbursement for travel expenses
for Attendance at social functions as dignitaries representing the Municipality. This
includes Remembrance Day ceremonies and grand openings within Kings County.
For greater clarity if the Mayor or Deputy Mayor are unable to attend, one alternate
can be sent in their stead and be eligible for reimbursement.
4.4
Council members shall not be reimbursed for meeting expenses with individual
constituents, individual electors, or individual complainants, as these expenses are
deemed to be incidental to the discharge of duties and included in regular remuneration.
4.5
Expenses Eligible for Reimbursement
4.5.1
Receipts are required for reimbursement of all travel expenses unless stated
otherwise below.
4.5.2
The mode of transportation chosen should be that which enables the Member
of Council or the Employee to conveniently meet scheduled appointments,
minimizes the amount of working time spent travelling, and is the most cost-
effective means of transportation.
4.5.3
Members of Council and Employees shall schedule their travel in such a way
as to minimize the cost to the Municipality.
4.5.4
In those situations where other organizations (e.g. Kings Transit Authority, Kings
Regional Rehabilitation Centre, and Valley Region Solid Waste-Resource
Management Authority) are holding meetings on the same day as scheduled
meetings of Municipal Council or Committees, Members of Council and
Employees are not permitted to submit duplicate claims to both organizations.
Such claims are expected to be provided to the organization that is scheduled to
absorb the larger amount of time for the individual on the particular day.
4.5.5
Car Travel
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FIN-05-008
Page 3 of 13
4.5.5.1
Where car travel is indicated as the most suitable mode of
transportation, a Member of Council or an Employee may use their
own car and be reimbursed at the Provincial mileage rate.
4.5.5.2
Members of Council and Employees are responsible for their own
insurance while using their vehicle on Municipal business. Those
choosing to use their own car when air travel is clearly the most cost-
effective mode must do so on their own time and will be reimbursed to
the maximum of the equivalent economy airfare plus the usual costs
of local transit. In these instances, enroute meals and motel
accommodation are not reimbursable.
4.5.5.3
Individuals shall endeavour to travel in one car when two or more
Members of Council or Employees are scheduled for the same
destination at the same time.
4.5.5.4
All Employees and Members of Council claiming car travel expense
shall provide the Municipality with a copy of their insurance liability
card at the time of submitting an expense claim.
4.5.6
Car Rental
4.5.6.1
Reimbursement will be made for rental of economy-type cars at the
destination. Car rentals require prior approval by the immediate
supervisor. For greater clarity, the CAO and Members of Council
will require approval by the Director of Finance.
4.5.7
Air Travel
4.5.7.1
Members of Council and Employees will be reimbursed in
accordance with 4.5.5.2 for air travel unless emergency air travel is
approved by the Director of Finance or CAO. Travel reward miles
earned for air travel shall be credited to the Municipality.
4.5.8
Accompanying Personal Leave & Vacation
4.5.8.1
A Member of Council or an Employee may combine vacation or
personal leave with a business trip if it is approved in advance by the
Director of Finance, including first completing a necessary request
form (see Schedule D) and having it signed by the Director of
Finance. The Municipality will reimburse the authorized travel
expenses associated with the business portion of such trips provided
there is a net savings to the Municipality. The Municipality is not
responsible for any costs (e.g., transportation, lodging, or meals)
associated with the vacation or personal days.
4.5.8.2
Any personal expenses incurred during, before, or after completion of
official business for the Municipality are the responsibility of the
Member of Council or Employee. If the individual wishes to take a
side trip before or after the official Municipality business trip, any
incremental expenses associated with these trips are the
responsibility of the Member of Council or Employee.
4.5.9
Accommodation
4.5.9.1
Hotel accommodations shall be reimbursed, and not exceed the cost
of a standard room, or the lowest available rate.
4.5.10 Meals
4.5.10.1
For each day or part day of travel, the Member of Council or
Employee will be paid a meal allowance for each breakfast, lunch,
and dinner, when applicable, provided the meal was not provided free
of cost or as part of the transportation cost. When this allowance is
paid,
POLICY
FIN-05-008
Page 4 of 13
no additional amount may be claimed for meals or gratuities
associated with meals, except in exceptional circumstances. The meal
allowances provided are included in Schedule C of this Policy.
4.5.10.2
The daily amounts authorized for meals will be revised from time to
time to reflect actual experience. Only where a Member of Council or
an Employee is exposed to unusually high costs will they be
reimbursed for their actual receipted costs for the individual meal
that exceed the per diem to the extent that the expenses claimed are
reasonable and justifiable given the circumstances. Meal claims shall
be on an individual basis over the course of the day.
4.5.10.3
Expenses related to the purchase of alcoholic beverages will not be
reimbursed.
4.5.11 Telephone
4.5.11.1
All telephone expenses for Municipal business purposes will be
reimbursed. Reasonable and necessary personal calls occasioned by
absence from home will be reimbursed.
4.5.12 Taxi Fares
4.5.12.1
Taxi or transportation services required to travel to and from
accommodation to place of business as well as from airport to
accommodation, etc., will be reimbursed.
4.5.12.2
Receipts for taxi fares for more than $10, including tips or gratuities,
are required.
4.5.13 Parking and Toll Expenses
4.5.13.1
All parking expenses and tolls will be reimbursed by the
Municipality.
4.5.14 Family Care Expenses
4.5.14.1
The cost of family care incurred by a Member of Council during
participation in duties outlined in Section 4.2 or 4.3 shall be
reimbursed by the Municipality, given that the care is not provided by
an immediate family member and a receipt is provided stating the time
and date of care. The reimbursement of family care expenses shall be
a taxable benefit.
4.5.14.2
Council members are entitled to claim expenses related to the cost of
family care for the following family members who reside on a full-time
basis with the Councillor:
4.5.14.2.1 Children under 18 years of age;
4.5.14.2.2 Person with a disability; or,
4.5.14.2.3 An adult who is a dependent requiring care.
4.5.14.3
Council members are entitled to claim expenses related to the cost of
family care for the following family members who reside on a part-time
basis with the Councillor should Council meetings conflict with
custody schedules set out in their joint custody arrangements:
4.5.14.3.1 Children under 18 years of age
4.5.14.4
Family care expenses will be reimbursed according to Schedule E of
this Policy.
4.6
Use of Municipal Credit Cards
4.6.1
Municipal credit cards shall only be used for the expenses outlined and permitted
in this Policy and shall not be used for personal use. The card holder is required
to retain and submit all receipts or invoices related to all card transactions.
POLICY
FIN-05-008
Page 5 of 13
4.6.2
The Claimant shall not be reimbursed and will be responsible for late payment
interest, fees, or any other similar charges included with purchases made on a
Municipal credit card, unless otherwise approved by the CAO.
4.6.3
A travel advance will not be provided if the Claimant has a Municipal credit card.
4.7
Travel Advances
4.7.1
When the estimated travel, meal, and accommodation expenses (with respect to
courses, seminars, or conferences) exceeds $150.00, an advance of seventy-five
percent (75%) of the estimate may be advanced to a Member of Council or an
Employee. When the Employee returns, they must turn in the receipts supporting
the expenses to their direct supervisor, which in turn are forwarded to the
Director of Finance. Members of Council may submit their receipts directly to the
Director of Finance. If the actual expenses are less than the advance, the
balance must be repaid immediately. Expenses greater than the advance will be
reimbursed in accordance with this Policy. When the estimated expense is less
than $150.00, there will be no advance.
4.8
Submission of Claims
4.8.1
All expenses incurred must be submitted by the claimant. No expenses shall be
submitted on behalf of others.
4.8.2
Employees are expected to submit travel and expense claims on a regular basis
throughout the fiscal year. Regular submissions should be made not less than
once every two months unless the total claim amount is less than $100.00.
Exceptions to this practice must be specifically approved by the Director of
Finance and would only apply in cases such as ill health, extended absence, or
extreme workload events. In no circumstances will claims be paid for
expenditures occurring more than six months in the past.
4.8.3
Reportable Individuals shall submit travel and expense claims for review
and approval by the 15th of the month following each quarter end:
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
In no circumstances will claims be paid for expenditures occurring more than six
months in the past.
4.9
Reporting Requirements
4.9.1
Once Reportable Individuals have submitted their quarterly expense claims,
staff will post a report that summarizes the quarterly expenses incurred by
each within 90 days of the end of each fiscal quarter.
4.9.2
The quarterly expense reports shall include the following:
4.9.2.1
Dates of meetings;
4.9.2.2
Details of meetings;
4.9.2.3
Kilometres claimed;
4.9.2.4
Telephone costs; and,
4.9.2.5
Out-of-County training and conference expenses.
4.10
Staff shall prepare an annual summary report of business expenses, which shall be filed
with the Minister by September 30th of each year.
POLICY
FIN-05-008
Page 6 of 13
4.11
Reimbursement of Travel Expenses
4.11.1 Claims for mileage and meals while attending training or conferences shall be
submitted using Schedule A. The places travelled from and to, the reason for
travel, distance travelled, meeting fee (if applicable), and any other eligible
expenses incurred must be reported with all receipts attached.
4.11.2
Claims for mileage and meals while travelling for Municipal
business shall be submitted using Schedule B.
4.12
Review Requirements
4.12.1 Any Claims submitted under Schedule A or B must follow the below review
requirements below:
Claimer
Reviewer and Approver
Mayor
Director of Finance and Deputy Mayor
Member of Council
Director of Finance and Mayor
CAO
Director of Finance and Mayor
Directors of Municipality,
excluding the Director of
Finance
Director of Finance
Director of Finance
Deputy Chief Administrative Officer
All other Employees of the
Municipality
Supervisor
4.12.2 The Director of Finance may refer any claim of Employees to the CAO for
approval.
4.12.3 The Audit & Finance Committee shall review the business expense annual
summary report each year prior to filing with the Minister.
4.12.4 By 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.
4.13
Requirements of Members of Council and Employees
Anyone who incurs an expense in relation to Municipality business will:
4.13.1 Familiarize themselves and comply with the provisions of this Policy;
4.13.2 Complete and submit expense claims with necessary supporting documentation
within a timely fashion;
4.13.3 Exercise reasonable diligence and care in incurring expenses prudently and
responsibly; and
4.13.4 Ensure that they do not authorize expenses on their own behalf;
4.14
Fraudulent irregularity, misuse, or misappropriation of funds may result in disciplinary
action up to and including termination of employment.
4.15
Suspicious activity and potential misuse of funds must be reported as outlined in Policy
HR-06-002: Code of Ethics, and Policy ADMIN-01-012: Policy for the Investigation and
Adjudication of Complaints under the Code of Conduct for Elected Municipal Officials.
POLICY
FIN-05-008
Page 7 of 13
5. Responsibilities
5.1
Council will:
5.1.1
Ensure the Municipality has a current and comprehensive policy for the
reimbursement of travel expenses incurred by an Employee or Member of
Council while conducting Municipal business and;
5.1.2
Review and amend this Policy as needed; and
5.1.3
Individual Members of Council shall adhere to and comply with all aspects of this
Policy.
5.2
The CAO will:
5.2.1
Implement, administer, and uphold the principles and provisions of this Policy;
5.2.2
Identify necessary revisions to this Policy;
5.2.3
Authorize reimbursement of expenses under this Policy;
5.2.4
If required, designate in writing a second signing authority to authorize
reimbursement of expenses under this Policy;
5.2.5
Ensure that no Employee or Member of Council authorizes the reimbursement
of expenses on their own behalf.
6. Amendments
Date
Amendments
February 2014
August 2016
January 2019
March 2019
October 1, 2019
January 19, 2021
Reviewed as required by s. 23(7) Municipal Government Act and
Business Expense Policy FIN-05-008.
January 2025
Increased the dependent care reimbursement daily and annual
allocations. Added provision for joint custody situations. Increased per
diem expenses. Removal of Audit & Finance Committee responsibility
for process for independent review and approval to ensure that all
Council expense claims are properly prepared, documented, and
approved, as their role relates to the review of the summary report
only.
March 3, 2026
Removal of the per diem in the County, improving clarity on
reimbursable expenses and reviewers/approvers, and establishing
consistent definitions.
Municipality of the County of Kings
Name:
Training & Conference Expense Report
For Week Ended:
Date Prepared:
Details of Training/Conference:
Total KMs
x .5890
Subtotal
Miscellaneous Details:
DEDUCT
Cash Advanced (01-3-327-340)
Amount paid by County (Visa/Invoices)
Personal Expenses
TOTAL (to be reimbursed if negative)
Account Number:
Please read the Expense Claim Information (on reverse) before submitting your claim.
Form CSC-2
Claimant's
Signature:
Approval:
Mayor Approval:
Subtotal
Date
(dd/mm/yy)
KMs Driven
Lodging
Meals
(Per Diem)
Air Travel
Car Rentals
Total
Taxi/Bus
Parking or
Tolls
Misc
Registration
Fee
Other
Explanation/Details
POLICY
FIN-05-008
SCHEDULE A
Page 8 of 13
Municipality of Kings - Expense Claim Information
The following applies to all persons who travel for business purposes at the expense
Individuals will NOT be reimbursed for the following items:
of the County of Kings. Please enter all expenses on a GROSS basis then net
Alcoholic beverages
any items paid for by the Municipality (through Accounts Payable or with a
Tobacco products
County credit card) or travel advances.
Laundry
Expenses incurred by family or friends
Receipts should be attached to this form or, in the case of a receipt using a County
Movies or other entertainment
credit card, a copy of the receipt.
Please attach a copy of the Application for Training and Development (along with any
informational material) for Finance to verify costs.
Submission of receipts
The following is a list of when receipts are required for reimbursement:
Transportation Expenses
Reasonable transportation expenses will be reimbursed based on actual, out of
Automobile (personal, per km)
NO
Parking
YES
pocket expenses or actual mileage incurred with a personal automobile.
Lodging
YES
Tolls
YES
Air Travel
YES
Meals
YES
Airfare:
The lowest return airfare reasonably available under the circumstances. The
Car Rentals
YES
Meals (per diem)
NO
cost of stop-overs on route will not be reimbursed, unless such stop-overs
Taxi
YES
Miscellaneous or other costs
YES
are related to County business. Individuals will not be compensated for the
Public Transportation/shuttles
NO
Registration fees
YES
use of airline tickets obtained from airline points, or from any other source
where there is no out of pocket costs to the individual.
Mileage:
Mileage at a rate of .5890 cents per kilometre for the use of a private
automobile when public transportation is not convenient.
Other:
Reasonable expenses for rental of an automobile, or transportation via
taxi, public transportation or airport bus.
Living Expenses
This is an abbreviated explanation of information contained in the Municipality
Reasonable living expenses will be reimbursed, including the cost of hotels, meal,
of the County of Kings Business Expense Policy. Please refer to the Business
gratuities, etc., on the basis of actual out of pocket expenses.
Expense Policy for comprehensive details of eligible expenses allowed for this
claim.
Hotels:
Selected hotels should not be above the median of the range.
Meals:
With receipts. Receipts are required for reimbursement. Reasonable meal
expenses, including taxes and gratuities, will be reimbursed. Alcohol will
not be reimbursed.
Per Diem. Meal expenses without receipts may be claimed based on the
following schedule:
Breakfast
$20
Lunch
$25
Dinner
$35
Please refer to the Business Expense Policy for more details on the allowable
Revised April 2026
per diem amounts.
Page 9 of 13
POLICY
FIN-05-008
SCHEDULE A
Municipality of the County of Kings
Mileage and Business Expense Report
Name:
For Period Ended:
Date Prepared:
Use the Training & Conference Report (Form CSC-2) for claims relating
Mileage expense
to training or conference activities.
Mileage tax
Please attach receipts or copies of receipts that pertain to this claim.
Total Meals
Total Other (Parking/Tolls)
Completed by:
TOTAL CLAIM
Approved by:
Mayor Approval
Form CSC-1
-
-
OFFICE USE
-
Total KMs
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
.5890
0.00
2026 Rate
Total
Meals
Other
.5890
0.00
Date
(yy/mm/dd)
Account
From
To
Activity
KM
POLICY
FIN-05-008
SCHEDULE B
Page 10 of 13
POLICY
FIN-05-008
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SCHEDULE C - MEAL ALLOWANCE
(Revised: March 3, 2026)
The per diem claimable for each meal is set out as follows:
Breakfast per diem
$20.00
Lunch (mid-day) per diem
$25.00
Dinner (evening) per diem
$35.00
Breakfast
The cost of breakfast may be claimed only when the Employee or Member of Council has been
travelling on Municipal business for more than one hour before the recognized time for the start of the
day's work. This applies to daily or day-to-day travelling or to the first day of a trip exceeding one day in
duration.
Dinner
The cost of the evening meal may be claimed when the Employee or Member of Council is travelling on
Municipal business a minimum of three hours before 6:30 pm and is not expected to return to his/her
residence before 6:30 pm.
General
The per diems claimable for meals while travelling on Municipal business provide an adequate
allowance for each day. Employees and Members of Council travelling on Municipal business will be
reimbursed for the receipted costs per individual meal that exceed the per diem only when an
Employee or Member of Council is exposed to unusually high costs and the expenses claimed are
reasonable and justifiable in the circumstances.
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FIN-05-008
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SCHEDULE D -TRAVEL-VACATION COMBINATIONS
NAME
DATES/PURPOSE
OF TRAVEL
_
_
DATES OF
_
VACATION
_
JUSTIFICATION
_
OF EXPENSES
_
_
APPROVED:
_
DATE:
Director of Finance
POLICY
FIN-05-008
Page 13 of 13
SCHEDULE E - FAMILY CARE RATES
(Revised: January 2025)
The actual expenses incurred for the care of family members as laid out in the Policy shall be
reimbursed according to the following rates;
Daily maximum of $200.
The maximum annual rate for reimbursement of family care is $2,500.
The amount payable to be calculated by the official start and end time of the meeting plus up to a
maximum of one hour for traveling time, to and from the meeting.
If there are discrepancies between the actual expenses incurred, and the rates in this schedule, the
lesser amount will be reimbursed.
If extenuating circumstances regarding the care of a family member exceed the maximum rates as laid
out in this Schedule, exceptions may be made to reimburse the additional cost of care if pre-approval
from the Director of Finance is obtained.