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11a)
Policy:
Travel, Meal and Miscellaneous Expenses
Date Originally Approved:
February 27, 2003
Motion:
"I so move to recommend the approval of the Policy number 2003 - 18
"Travel, Meal and Miscellaneous Expenses" as amended; to the Council of the Town of Stewiacke.
Date Amended August 20, 2020
11a)
Policy Number:
2003 - 18
Policy Subject:
Travel, Meal and Miscellaneous Expenses
Policy Objective
To provide procedures for the reimbursement of travel expenses, meal expenses and other
approved expenses while on authorized out of Town business.
Policy
1. Accommodation expenses will be paid on the actual costs as indicated on the receipt. A
reasonable class of Accommodation shall be selected where a choice is available.
2. Mileage expenses will be paid from the Town Office to the destination when personal
vehicles are used for Town business. The expense rate, as set out in Schedule A, will be
paid at a straight kilometer rate, with the rate being same as that of the Province.
When two or more individuals are travelling to the same destination, it is expected that
they will travel together. However, when it is necessary, individuals may travel
separately to the same destination for Town business, and each may submit mileage
expenses for reimbursement.
3. Meal expenses will be provided on a per diem basis when individuals are on Town
business as set out in Schedule A.
4. Other expenses incurred will be reimbursed, while out of town, on Town of Stewiacke
business. Items for consideration would include, but not limited to; ground
transportation, parking charges, toll charges and other small items.
There may be times when an individual may need an advance to cover out of pocket
expenses when attending seminars, training courses, conventions, etc. These occasions
may arise when a purchase order may not be appropriate. Therefore, when the estimated
expense is over $200.00, an advance of up to 75% of the estimate, will be made to the
individual. When the individual returns, he/she must submit receipts with in 5 working
days to account for the advance. If the expenses are less than the advance, the balance
must be returned to the Town. If the expenses exceed the advance and valid receipts are
submitted, the individual will be reimbursed for the same.
5. A Statement of Travel Expenses form must be signed and filed, along with receipts
where appropriate, in order to receive reimbursement of expenses.
6. Replaces any and all Policies related to "Travel and Meal Expenses".
11a)
Schedule A
Travel, Meal and Miscellaneous Expenses
Meal Allowance
Maximum of $55.00 per day
(Taxes and a maximum gratuity of 15% not included)
General Guidelines
Breakfast ... $10.00
Lunch ...
$15.00
Dinner ...
$30.00
Note: Alcoholic beverages are not reimbursable
Other expenses
-
$5.00 per day on overnight trips
Mileage expenses
-
as per the provincial rate
11a)
11a)
Annotation for Official Policy Book
Date of Notice to Council Members of
Intent to consider: August 2006
Date of Passage of Current Policy: August 20, 2020
I certify that this was adopted by Council as indicated above.
CAO / Clerk
_
Date
Position:
Date:
Dept:
Period:
YY
MM
DD
TYPE
AMOUNT
#KM
AMOUNT
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
Total
-
$
-
$
-
$
-
$
-
$
AMOUNT
-
$
-
$
-
$
TOWN OF STEWIACKE
EXPENSE VOUCHER-Refer to policy 2003-18
Signature
_____________________________________
DON'T FORGET TO ATTACH RECEIPTS (where applicable)
I hereby certify that the above expenses were incurred
by me on official business of the Town.
Assigned by:
Checked by:
Payment Approved:
TOWN CLERK
MANAGER OF FINANCE
MAXIMUM CONFERENCE & BUSINESS TRAVEL MEAL RATES Breakfast - $10.00
Lunch - $15.00 Dinner - $30.00 *Rates only apply to expenses associated
with out of town travel while on approved Municipal Business
DISTRIBUTION
GL ACCOUNT #
IMMEDIATE SUPERVISOR
32304-HST
21214
21217
APPROVAL
Payment Recommended:
DATE
PARTICULARS
MISC. EXPENSES
HOTEL
EXPENSE $
MEALS
USE OF OWN VEHICLE
Name:
TOTAL