Report to/Rapport au :

REPORT RECOMMENDATION

That the Corporate Services and Economic Development Committee recommend Council approve the Travel Policy.

RECOMMANDATION DU RAPPORT

Que le Comité des services organisationnels et du développement économique recommande le Conseil approuve la politique de déplacement.

BACKGROUND

The City does not have an adopted formal travel policy to govern travel expenditures. On February 7, 2003, the City Auditor released a report on the corporate credit card and purchasing card program. Among the recommendations was a requirement for a common travel policy. On February 25, the Audit Committee supported the audit recommendations.

The attached policy responds to the audit concerns by consolidating established practices and providing guidance for the responsible and economical administration of travel at the City of Ottawa. The policy is intended to provide consistent, fair and equitable application of travel practices.

DISCUSSION

In the absence of a formal policy, staff reverted to the policies of their former municipalities (i.e. “home rules”). As a result, there were inconsistencies and inequitable application of travel practices.

In the development of the attached Travel policy, over 27 policy documents from other levels of government and municipalities were reviewed.

The attached policy identifies levels of accountabilities and responsibilities. Specifically:

General Managers will establish the proper delegation framework and ensure that this policy is communicated to their employees.

Management is responsible for authorizing employee in advance of the travel and for ensuring that the most effective and economical arrangements are made. Management is also required to verify and approve expense claims before reimbursement requests are processed.

The Financial Services Branch is required to verify claims to ensure that reimbursement requests comply with this policy.

Employees must obtain authorization to travel and must use the most economical route possible, keeping the urgency and purpose of the travel in mind. Employees are also required to obtain official receipts and report their business expenses on the appropriate forms within ten days following the completion of their travel.

CONSULTATION

Financial Services Branch, in collaboration with the Corporate Policy Team, developed the Travel policy. Labour Relations, Legal Services and MFIPPA were also afforded the opportunity to provide feedback to the document. The policy was tabled at SMT on February 28, 2003.

FINANCIAL IMPLICATIONS

There are no financial implications.

ATTACHMENTS

Attachment A - Travel Policy

DISPOSITION

Human Resources Department

Upon approval by Council, the Corporate Policy Group will ensure that the policy is posted on MOE.

Corporate Services Department

The Communications and Marketing Branch will announce the policy in the City Briefs newsletter.

The Financial Services Branch will

· annually determine the per diem and per kilometer reimbursement rates,

· verify travel claims prior to reimbursement to ensure policy compliance, and

· process travel claims on a timely basis.

ATTACHMENT A

Corporate Policy

Title:

Originating Department:

Originating Branch:

Travel Reference No:

Corporate Services

Financial Services

Delegated Authority:

Director, Financial Services

Effective Date:

Last Revision Date:

Policy Statement

The City of Ottawa shall reimburse employees for reasonable expenses incurred while travelling on City business.

Purpose

The purpose of this policy is to establish parameters for the reimbursement of reasonable expenses incurred by employees as a result of approved travel on City of Ottawa business. This policy also allows the City to effectively monitor and control costs associated with travel.

Application

This policy applies to all employees travelling on City business, including conventions, seminars and training events. Bargaining unit employees should consult their respective collective agreements

Policy Description

Employees can expect to be reimbursed for reasonable expenses necessarily incurred while travelling on City business. This policy is intended to ensure that employees are not out-of-pocket. The policy provisions, however, do not constitute income or other compensation that would open the way for personal gain.

Authorization

Business travel is to be approved by the management position to which the individual reports.

Reimbursements

Reimbursement for expenses incurred while on business travel shall be in accordance with the rates established for the period in which the travel occurred. Rates (including the per kilometer mileage reimbursement and the per diem amount allowed) will be determined and communicated to employees annually by the Financial Services Branch. Bargaining unit employees should also consult with their collective agreements.

Receipts must accompany all requests for reimbursements except those covered under per diem expenses.

Employees are responsible for travelling by the most practical and economical route possible, keeping the purpose and urgency of the trip in mind. When travelling by automobile or taxi, employees should travel together to reduce expenses.

Employees authorized to travel on City business shall be reimbursed for the following:

Local Travel (within the geographical boundaries of the City of Ottawa)

· car mileage at approved rates,

· registrations,

· parking,

· public transit, and

· taxis.

Employees who are attending training courses of less than one day within the City’s geographical boundaries will be reimbursed for local travel expenses to/from the workplace to the training location.

Travel Outside the City of Ottawa

· transportation,

· meals (excluding alcoholic beverages),

· accommodation (excluding minibar and movies),

incidental expenses,

· registration,

· costs of foreign exchange and/or traveller’s cheques,

· premiums for out of country health insurance (if applicable and if required),

telephone calls made to place of work, and
internet connection costs if used for work purposes.

Definitions

City Business - attending an event as a representative of the City, to derive a benefit for the City, or to advance the interests of the City.

Receipt – an original document showing the name of the vendor, as well as the date, amount and description of expenditure paid by the employee.

Responsibilities

General Managers are responsible for:

· establishing the proper delegation framework to comply with this policy, and

· ensuring travel policy and procedures are communicated to employees.

Management is responsible for the following related to the travel expenses of their staff:

· pre-authorizing all employee travel,

· ensuring that the most effective and economical travel arrangements are made,

ensuring reimbursement requests comply with this policy,

processing travel claims on a timely basis,

· verifying and approving travel claims before reimbursement, and

Financial Services Branch is responsible for:

· determining annually the per diem and per kilometre reimbursement rates (employees covered by a collective agreement should consult their collective agreements),

verifying travel claims before reimbursement in accordance with the established procedure to ensure reimbursement requests comply with this policy, and

· processing travel claims on a timely basis.

Employees are responsible for:

· adhering to the provisions of this policy,

· obtaining authorization to travel,

requesting cheque advances at a least five days in advance of travel,

· travelling by the most economical route possible, keeping the purpose and urgency of the trip in mind,

· making reasonable efforts to arrange moderate rates for accommodation,

· obtaining official receipts for all travel expenses incurred and reporting accurately all business expenses on the Travel Authorization/Claim Form no later than 10 days following the completion of travel,

· cancelling reservations as required, safeguarding travel advances and making outstanding remittances promptly, and

· advising of special needs that may require accommodation.

Contraventions

Failure to comply with this policy may result in disciplinary action against an employee, up to and including dismissal.

References

City of Ottawa Travel Procedures

Duty to Accommodate policy

City of Ottawa Code of Conduct

Various Collective Agreements governing employees of the City of Ottawa

Legislated & Administrative Authorities

· Canada Customs and Revenue Agency (CCRA)

· Municipal Act, R.S.O. 1990, c.M.45

Key Word Search

Reimbursement

Travel

Contact

Enquiries should be directed to:

Manager

Accounting and Reporting

Financial Services Branch

Corporate Services Department

Tel: (613) 580-2424