THE OTTAWA POLICE SERVICES BOARD
FINANCIAL ACCOUNTABILITY PROCEDURES MANUAL
APPROVED _______________
Adopted by By-law #2 of 2014
TABLE OF CONTENTS
BY-LAW NO 2 OF 2014
1.0 LEGISLATIVE AUTHORITY
1.1 INTRODUCTION
1.1.1 THE BOARD
1.1.2 CHIEF OF POLICE
1.1.3 BUDGET
1.1.4 OPERATIONS OF THE OTTAWA POLICE SERVICE
1.2 DEFINITIONS
2.0 ADMINISTRATIVE PROCEDURES
2.1 FORMS AND RECORDS
2.1.1 FORMS
2.1.2 CUSTODY
2.1.3 ACCESS TO INFORMATION
2.1.4 BOARD MEMBERS ACCESS TO INFORMATION AND ADVICE
2.2 EXECUTION OF DOCUMENTS AND PRODUCTION
2.2.1 INTRODUCTION
2.2.2 AUTHORITY TO EXECUTE DOCUMENTS
2.3 AMENDMENTS TO THE MANUAL
3.0 CONTRACTS AND FINANCIAL PROCEDURES
3.1 AUTHORIZATION OF CONTRACTS AND EXPENDITURES
3.1.1 INTRODUCTION
3.1.2 SPENDING AUTHORITY
3.1.3 BUDGET TRANSFERS
3.1.4 DEFERRED COST POLICY
3.2 PURCHASING
3.2.1 INTRODUCTION
3.2.2 DIVISION OF EXPENDITURES
3.2.3 PROCUREMENT PROCEDURES - MATERIAL, GOODS OR SERVICES
3.2.4 DELEGATED SPENDING AND CONTRACT AUTHORITY
3.3 OTHER DELEGATED FINANCIAL AUTHORITY
3.3.1 VARIATIONS TO APPROVED CAPITAL PROJECT CONTRACTS
3.3.2 TRAVEL
3.3.3 VEHICLE EXPENSE
3.3.4 SUBSIDY AND GRANT APPLICATIONS
3.3.5 INSURANCE
3.3.6 PAYMENT OF GRANTS BY BOARD
3.3.7 LENDING AND BORROWING EQUIPMENT
3.3.8 OFFERING OF PUBLIC REWARDS
3.3.9 SECONDMENT AGREEMENTS
3.4 CONFLICT OF INTEREST
3.4.1 GIFTS, ENTERTAINMENT AND HOSPITALITY
3.4.2 PROPERTY OF THE BOARD
3.4.3 BOARD CONTRACTS
3.4.4 PROVISIONS OF THIS MANUAL GOVERN ALL OTTAWA POLICE SERVICE PURCHASES
3.4.5 PERSONAL PURCHASES
3.4.6 UNDISCLOSED INTERESTS
3.4.7 NO BIDDING ON BOARD REQUIREMENTS
3.4.8 NO BIDDING ON SALE OF BOARD PROPERTY
3.4.9 SELLING ON BOARD PREMISES
3.5 CERTIFICATION AND PAYMENT OF ACCOUNTS
3.5.1 MATERIALS, GOODS AND SERVICES
3.5.2 ISSUANCE OF CHEQUES
ANNEX 1: PETTY CASH, IMPREST AND CHANGE FUNDS
ANNEX 2: GENERAL TRAVEL EXPENSES
Section 31(6) of the Police Services Act states that, “The Board may, by by-law, make rules for the effective management of the police force”.
The respective roles and responsibilities of both the City of Ottawa Police Services Board (the “Board”) and the Chief of Police are set out in detail in the Police Services Act. In general terms, the division of responsibilities between the Board and the Chief of Police is based on the distinction between policy decisions on the one hand and operational and administrative decisions on the other. The Board has the authority to make policy decisions and the Chief of Police has the authority to render all operational and administrative decisions.
The Board has the authority to establish the objectives and priorities of the Ottawa Police Service. In accordance with Subsection 41(2) of the Police Services Act, the Chief of Police is required to report to the Board and to obey its lawful orders and directions. The practical effect of these legislative authorities is that the Board determines overall policies that would include various priorities and objectives and the Chief of Police selects the methods and means of attaining these goals.
The Board also possesses the power to determine the Ottawa Police Service budget by deciding the personnel, equipment and facilities that are required in order to provide police services to the citizens within its jurisdiction. After having made this determination, the Board is required to submit its budgetary estimates to the City of Ottawa Council for approval.
The Chief of Police has general authority to make the operational, and administrative decisions required to operate the Police Service. The Chief of Police’s specific role and duties are set out in Section 41 of the Police Services Act.
The Chief of Police plays a consultative role with respect to the budget of the Board. In that regard, the Chief of Police may develop and recommend budget expenses to the Board.
The day-to-day operation of the Ottawa Police Service requires delegation of certain authorities by both the Board and the Chief of Police. All such delegations as they pertain to financial administration are set out within this Manual.
In this Manual:
(a) “Board” means the Ottawa Police Services Board;
(b) “Chief of Police” means the Chief of Police of the Ottawa Police Service;
(c) “Director General” means Director General, Corporate Services of the Ottawa Police Service;
(d) “Deputy Chief” means Deputy Chief Operations or Operations Support of the Ottawa Police Service;
(e) “Director of Finance” means the Director of Finance of the Ottawa Police Service;
(f) “General Counsel” is the General Counsel of the Ottawa Police Service
(g) “Senior Officer” means a Superintendent, Inspector, or Civilian Director of the Ottawa Police Service.
(h) “Executive Director” is the Executive Director of the Police Services Board
The Chief of Police shall have the authority to approve all administrative procedures and forms.
Original contracts, agreements and other documents shall remain in the custody of the Director General for safekeeping.
The Chief of Police is designated as the head of the institution for the purposes of administering the Municipal Freedom of Information and Protection of Privacy Act.
.1 General Principle
As a general principle, all Board members, acting in their capacity as members of the Board and in the performance of their official duties, shall have timely access to information under the control of the Police Service and shall direct all requests for such information and advice related thereto to the Chief of Police.
.2 Access by Chief of Police
The Chief of Police shall have full, free and unrestricted access to all records, reports, property and personnel of the Police Service, subject to any restrictions established by law.
When execution of documents is required, the Board Chair and Executive Director are authorized to sign documents in the name of the Board.
In principle, all contracts, agreements and other documents intended to legally bind or commit the Board in any manner are to be executed by both the Board Chair and Executive Director. However, the Board has delegated authority to persons who may act on behalf of the Board. Provided that the requisite external and internal approvals have been obtained, funds are properly available or appropriated and all other preconditions have been satisfied, these persons may exercise complete or limited authority to execute documents on behalf of the Board.
.1 General Authority
Subject to the exceptions set out below, all contracts, agreements or other documents having the effect of, or with the intent of, legally binding or committing the Board in any course of action shall be signed by two of the following:
(a) The Board Chair or in the absence of the Board Chair, the Vice Chair;
(b) The Executive Director; and
(c) The Chief of Police or, in the absence of the Chief of Police, the Director General or the Deputy Chief.
.2 Delegations of Authority
Where delegations of authority have been granted by the Board to the Chief of Police or employee of the Police Service, the delegation includes the authority to execute any related documents in the name of the Board, unless the terms of the delegation require the signature of the Board Chair and Executive Director.
.3 Approved Budget Items
Where authority exists within an annual operating or capital budget, the Chief of Police may execute, in the name of the Board, any documents required to give effect to such approved expenditure provided that:
(a) Funds are available as certified by the Director General;
(b) All the administrative procedures such as those regarding purchasing, awarding of contracts and authorization of funds have been followed; and
(c) All other approvals or preconditions have been obtained or satisfied.
The Board’s Policy and Governance Committee is responsible for initiating a full review of the manual once every four years, at minimum, in consultation with the Chief of Police and Director General. Individual amendments, if necessary and applicable, may be presented at any time. Board approval must be obtained for all amendments.
The Chair of the Ottawa Police Services Board and the Executive Director possess the authority to bind the Police Services Board legally in a variety of agreements, contracts and undertakings. This authority, however, extends only to the formal aspects of signing a document in the name of the Board. Of greater importance is the underlying approval process that must be followed before a document can be presented to the Chair and Executive Director for signing.
As a general rule, any contract or expenditure may be carried out only with the permission of the Board. However, the Board can delegate authority to persons or bodies, either complete or restricted, to approve a contract or expenditure.
.1 Budget Approved by the Board
Except as otherwise provided, no contract shall be entered into or any expenditure incurred unless provided for in the budget which has been approved by the Board and Council of the City of Ottawa.
.2 Authority of Chief of Police
The Chief of Police shall have authority to incur expenditures to meet the day‑to‑day operating service needs and capital project needs of the Police Service as per the procedures and delegated authorities contained in this manual.
.3 Appropriation Prior to Contract
No contract shall be entered into until the necessary appropriation has been made for it, unless it has been approved by the Board as a pre-commitment against the following year's budget.
.4 Estimates Required
No work or improvement shall be authorized without an estimate of the amount payable for it or, in the absence of an estimate, without a limit on the amount payable.
.1 Board Approval
No contract shall be entered into nor any expenditure incurred involving an amount larger than that provided in the budget without the prior approval of the Board, except as otherwise provided herein.
.2 Increases in Operating Budgets
The Chief of Police and the Director General may jointly approve increases to authorized amounts in the operating budget provided that:
(a) All such increases are offset by corresponding decreases in other Police Service activities so as to remain within the total budget provisions; and
(b) In no case shall the total budget for personnel salary and benefits costs be increased or decreased under this section without the approval of the Chief of Police.
The Director-General will advise the City Treasurer of these changes.
.3 Increases to Capital Budgets
Where authority has been given in the budget for a particular capital project, the Chief of Police and Director General may jointly approve increases to such authorized amounts provided that the total amount of the increases:
(a) Does not exceed the lesser of 10% of the applicable capital budget or $100,000.00;
(b) Such increases are offset by corresponding decreases in other projects with like funding sources.
The Director-General will advise the City Treasurer of these changes.
.4 Closure of Capital Projects
Where an approved capital project has been completed, and all financial commitments cleared, the Director General may close the project, as follows:
(a) By returning any remaining balance proportionately to the originating source of the funding, or;
(b) If the project is overspent, by identifying the additional funding source to offset the deficit.
The Director-General will advise the Board and City Treasurer of these closures through the Quarterly Financial Status Report.
.1 Application
This policy applies when, as a result of unforeseen circumstances, the Police Service was not able to complete specific projects or acquire fixed assets during the year for which the budget was approved.
.2 Procedure
Items and amounts may be carried forward into the next budget year as Reserve for Deferred Cost provided they meet the following criteria:
(a) Value shall be a minimum of $10,000 on an individual item basis; and
(b) The amount may not represent an accumulation of individual items; and
(c) Funds must be available in the account from which funds are to be deferred and the deferral must not produce or increase an overall Police Service annual deficit.
.3 Only One Deferral
All deferred items that remain unspent at the end of the deferral year will lapse unless a special request is prepared by the Director General and approved by the Chief of Police.
The role and authority of the Supply Branch of the Finance Department at the City of Ottawa in purchasing on behalf of the Board shall be as determined by the Chief of Police and the Director General. In instances where the Supply Branch acts on behalf of the Board, the Supply Branch shall be subject to the procedures set out in the City of Ottawa Purchasing By-Law, except as varied by this manual.
As a general rule, materials, goods, or services estimated to cost more than $50,000 shall be procured on behalf of the Board by the Supply Division with Police Service management as per delegated authorities in this manual.
All purchases of less than $50,000 by way of Request for Quotation and Departmental Purchase Order shall be in accordance with the delegated authorities contained in this manual, and the instructions, procedures and forms established by the Director General.
No contract or purchase shall be divided or awarded in series at constant or varied time intervals to avoid the requirements of this Manual.
.1 Amount not exceeding $1,000
Purchases not exceeding $1,000, including Travel Claims may be paid from a petty cash fund (See Annex 1), procurement card or corporate card, or payment request document.
.2 Amount not exceeding $10,000
Purchases not exceeding $10,000.00 may be made through the use of a Departmental Purchase Order, procurement card or corporate card, or payment request document.
Wherever applicable, employees of the Ottawa Police Service will make use of the Standing Offer Schedule maintained by the City of Ottawa Supply Branch.
.3 Amount exceeding $10,000 - less than $50,000
Where a requirement is estimated to cost more than $10,000 and less than $50,000, employees of the Ottawa Police Service shall:
(a) Review with Supply Branch the approved Standing Offer listing;
(b) If necessary subject to part (a), issue a minimum of three (3) Requests for Quotations on such terms and conditions as are deemed fit;
(c) Issue a Purchase Order or make a payment without reference, which means that no purchase order is issued but the invoice must be approved for payment by the requester prior to processing.
.4 Amount in excess of $50,000
Requirements estimated to exceed $50,000 shall be procured under the guidelines for Tenders and Requests for Proposal as set out in the City of Ottawa Purchasing By-Law, with the exception of those noted in Sections 3.2.3.5 and 3.2.3.6.
Corporate Supply shall award a Purchase Order to the selected vendor.
.5 Cooperative Purchasing Groups
Procurement may be completed and contract awarded in accordance with the specifications of a cooperative purchasing group of which the Ottawa Police Service is a member. Such award can occur without further procurement effort from OPS Finance staff or Supply Branch staff.
.6 Consultants and Legal Services
Notwithstanding the guidelines noted in Sections 3.2.3.1 to 3.2.3.4, the OPS is authorized to retain outside consulting and legal services, and to exercise discretion in the choice and the selection of their duties.
The OPS shall select the most qualified candidate based upon such terms and conditions as are deemed fit under the circumstances. In selecting the candidate, the following factors shall be considered:
(a) Completeness of the proposal;
(b) Degree of similar work experience;
(c) Knowledge of the Ottawa area;
(d) Knowledge of policing;
(e) Successful completion of the appropriate security clearance;
(f) Any factors peculiar to the project being considered.
.1 The delegated authority to purchase requirements of the Ottawa Police Service shall include the delegation of spending authority, to execute contracts and any other related documents on behalf of the Board.
OPS Management will identify which employees are to be awarded delegated authority, within the maximum limits established in section 3.2.4.2. A written instrument setting down such delegation shall be filed with the Director General, who shall have discretion to revoke such delegation.
.2 Delegated Spending and Competitive Contract Authority
Delegated authority for competitive procurement as defined in Section 3.2.3 shall be in accordance with the maximum limits set out below:
Rank/Position |
Authority Limit |
Constable |
Not to exceed $1,000 |
Sergeant / Civilian Supervisor |
Not to exceed $10,000 |
Staff Sergeant/ Civilian Manager |
Not to exceed $25,000 |
Inspector (if not specified) / Civilian Director (if not specified) |
Not to exceed $50,000 |
Inspector Material Management/Director of Finance/Director of Facilities/Director of Business Information Systems |
Not to exceed $75,000 |
Superintendent / General Counsel/ Board Executive Director |
Not to exceed $75,000 |
Deputy Chief / Director General |
Not to exceed $200,000 |
Chief of Police / Board Chair |
Not to exceed $500,000 |
.3 Delegated Spending and Non-Competitive Contract Authority
Delegated authority for non-competitive sole source or direct negotiation procurement of greater than $10,000 shall be in accordance with the maximum limits set out below:
Rank/Position |
Authority Limit |
Superintendent / General Counsel |
Not to exceed $50,000 |
Deputy Chief / Director General |
Not to exceed $75,000 |
Chief of Police / Board Chair jointly with Supply Branch |
Not to exceed $100,000 |
.4 Exceptions to Maximum Limits
The Chief of Police must approve any variances from the maximum OPS staff authority limits listed in Section 3.2.4.2 and 3.2.4.3 and such must be reported to the Board.
.5 Reporting to the Board
All contracts awarded under delegated authority that exceed $25,000 shall be presented for the information of the Board in the Quarterly Financial Status report.
.6 Procurement Card / Corporate Card
The Chief of Police may designate the Police Services staff authorized to use a procurement card or corporate card. The Financial Services Section will issue guidelines for the use of the procurement card and corporate card. Authorized users shall adhere to these guidelines.
.7 Service Level Agreements with the City of Ottawa
Where projects are administered by City of Ottawa partners through a Service Level Agreement with the Ottawa Police Service, delegated authorities shall be in accordance with those of the City of Ottawa service provider under the City of Ottawa Purchasing By-Law.
.8 Special Circumstances
Where, in the opinion of the Chief of Police, special circumstances exist requiring action beyond that prescribed by the delegated authorities and procedures of this manual, and time is not sufficient to proceed in accordance with such procedures, the Chief of Police shall take such action as is necessary to obtain the required supplies or service, and shall report such action to the Board in the next Quarterly Financial Status report.
Where a capital project contract has been approved, the Chief of Police may approve cumulative increases for volume, new or substitution changes up to a maximum of the lesser of 10% of the contract amount or $100,000.
Such increases may apply to the original capital project contract amount or to a subsequent revised amount approved by the Board.
.1 OPS Employee Travel outside Canada
Prior authorization of funds for travel outside Canada by OPS employees and advance payments or a corporate card for such travel must be approved by the Chief of Police.
.2 OPS Member Travel within Canada
Senior Officers may authorize funds for travel within Canada by Police Service members and advance payments or a corporate card for such travel, within the limits of the approved Operating Budget.
.3 Travel by Board Members
The Board Chair has authority to approve travel by Members of the Board, and the Executive Director to advance payments for such travel, within the limits of the approved Operating Budget.
.4 General Travel Expenses
In addition to the specific provisions of individual collective agreements, persons authorized to travel are entitled to reimbursement for travel expenses as follows, subject to the restrictions or special provisions set out in Annex 2:
(a) Transportation including ground travel;
(b) Living expenses;
(c) Accommodation; and
(d) Registration for conferences and seminars.
The Chief of Police has authority to permit Police Service staff to use their own vehicles on Police Service business. Unless the collective agreement specifies a different rate, reimbursement for the use of personally owned vehicles will be made in accordance with the rates outlined in Annex 2.
.1 Mileage Reimbursement Guidelines
Mileage reimbursement is based on the principle that a member, while on duty, should be reimbursed for all official business mileage accumulated in a privately owned vehicle that is beyond the normal round trip mileage incurred from the employee’s home to the assigned location for that day (the “Assigned Office”).
.2 Request for Reimbursement
Members are expected to submit their request for reimbursement on the form provided by the OPS, within a reasonable time from the occurrence. In order to be considered for reimbursement, all requests must be submitted to Finance on or before the 15th of January of the following year.
The Director General has authority to apply to the Provincial and Federal governments for subsidies and grants for all Police Service programs and projects.
.1 Role of the City Treasurer
The Treasurer of the City of Ottawa has general authority to supervise the Board’s Risk Management Program. The City Treasurer will assume responsibility for purchasing all appropriate insurance coverage, adjusting services and other related professional services to provide for the risk management needs of the Board within the guidelines and policies established by the Board.
.2 Report to the Board
The Board Solicitor shall report to the Board, not less frequently than on an annual basis, all expenses related to insurance claims paid in the current year and any known outstanding insurance claims.
.1 Role of the Director General
The Director General has authority to pay grants to any person or body without passing a by-law, where provided for in the Operating Budget.
.2 Delegation
(a) Once the Board approves the payment of a grant to any person, institution or association in the Operating Budget, or in an individual or supplementary estimate in any year, the Director General shall immediately pay the authorized grant to the person, institution or association in accordance with normal financial management and subject to whatever conditions have been imposed by the Board in the approval of the estimate.
(b) Where the payment of a grant includes the purchase of service or otherwise requires an agreement between the person, institution or association and the Board, the Executive Director and Chair are authorized to execute such agreements in the name of the Board and to affix the seal of the Board to them.
The Chief of Police, Deputy Chiefs or Director General have the authority to lend to and borrow equipment from other agencies as required to meet operational needs.
3.3.8 OFFERING OF PUBLIC REWARDS
The Chief of Police has the authority to approve the offering of a public reward up to a limit of $100,000 provided that funds are available within the existing approved budget, in accordance with the Board’s policy CR-10 on Public Rewards. Rewards over $100,000 shall require the approval of the Board.
The Chief of Police has the authority to approve secondment agreements involving Ottawa Police Service members, and shall report all such approvals to the Board in the quarterly Workforce Management Report.
No Board Member or employee of the Ottawa Police Service shall accept any gift, hospitality or other benefits that could be construed as being received in anticipation of a future vendor relationship, or in recognition of a past vendor relationship.
No property or material belonging to the Board shall be delivered to or used by any Board Member or employee of the Ottawa Police Service for personal or private use.
No Board Member or employee of the Ottawa Police Service shall receive any sum of money as agent for or on behalf of any person in relation to a contract with the Board.
No Board Member or employee of the Ottawa Police Service shall purchase or offer to purchase, on behalf of the Board, any goods or services except in accordance with this Manual.
The Board or employees of the Ottawa Police Service, at public expense, shall make no personal purchases.
No Board Member or employee of the Ottawa Police Service shall have any undisclosed financial or personal interest, either direct or indirect, in any contract with the Board.
No Board Member or employee of the Ottawa Police Service may bid on purchases of goods and services authorized by the Board.
No Board Member or employee of the Ottawa Police Service may bid on the sale of Board property or goods disposed of by public auction.
The Chief of Police must approve the sale of goods and services on Board premises or through any Board sponsored medium.
.1 Approval of Accounts / Payment Document
Every account and payment document for material, goods or services shall be certified as having been received to the satisfaction of the person who personally received such material, goods or services.
Every account and payment document for material, goods or services supplied to the Ottawa Police Service shall be examined and certified for payment by direction of the Chief of Police or other officer under whose supervision the material, goods or services were purchased.
.2 Payment Document Authorization
The appropriate employee of the Board or the Ottawa Police Service shall authorize the payment document required.
.3 Authority of Director of Finance
All payment documents shall be forwarded to the Director of Finance. The Director of Finance or delegate shall examine the payment document, certify it for availability of funds and submit the account for payment by the City of Ottawa Finance Department.
.4 Payment by Director of Finance
(a) Subject to the provisions governing financial accountability procedures in this manual, the Director of Finance or delegate, shall submit for payment by the City of Ottawa Finance Department any account for goods or services supplied to the Police Service except those accounts that should, in the opinion of the Director of Finance, be referred to the Board for determination of the appropriateness of the expenditure.
.1 Issuance
The Director of Finance shall arrange with the City of Ottawa Finance Department for the issuance of all cheques in payment of salaries or wages and of accounts for work done or material supplied, that the Ottawa Police Service is authorized to pay.
.2 Payment by Cheque or Electronic Funds Transfer
Subject to the provisions concerning petty cash or imprest funds, all sums of money due to any person for goods supplied or services rendered shall be paid by cheque or electronic funds transfer through the City of Ottawa Finance Department.
1. DEFINITIONS
"Change Fund" means a fund of money to be maintained and used for the acceptance of cash payments for the sale of goods or services.
"Imprest Bank Account" means an account established with a chartered bank or trust company to be maintained and used for the payment of money for the purchase of goods or services, including information from informants, drug buys and other operational policing requirements
"Petty Cash Fund" means a fund of money to be maintained and used for the payment of money for purchases of limited goods or travel.
2. ESTABLISHMENT OF FUNDS
With the approval of the Chief of Police, the Director General may establish in any Division one or more of the following:
1. Change Funds,
2. Petty Cash Funds,
3. Imprest Bank Accounts.
3. AMOUNTS AND PROCEDURES
Such funds and accounts shall be in such amounts and shall be managed, maintained and operated in accordance with the instructions, procedures and forms established by the Director General.
4. IMPREST FUNDS
The Director General may:
(a) Authorize and direct the opening or closing of an imprest bank account;
(b) Specify which person or persons shall have the authority to draw cheques on the account;
(c) Revoke the authority of any person to draw and to sign cheques on the account; and,
(d) Determine the types and amounts of disbursements to be made from the account.
5. DISBURSEMENTS
The Chief of Police shall approve every disbursement from a fund. The Chief of Police may delegate responsibility to another employee of the Board to give such approvals in accordance with Subsection 3.2.4.
6. INSPECTION
The Director General and the appointed Auditor may order the production of and may inspect all funds and records at all reasonable times.
7. BONDS
The Director General may require employees having control, direction or authority over change or cash funds or imprest bank accounts to execute bonds in such sums as the Director General may determine, or to furnish bonds or other security for such sums, for the faithful performance by the employees of their duties in administering the funds under their control.
8. REPORTS
The Director General shall report annually to the Chief of Police on the operations of all funds and accounts established under this section. If at any time the Director General or the appointed Auditor observes or discovers any discrepancy in a change or cash fund or imprest bank account, or any impropriety or slackness in the handling of a fund or in accounting for it, the discrepancy shall be reported immediately to the Board Chair and a complete report shall be made at the next meeting of the Board.
9. LIMITS
No individual expenditure from a petty cash fund shall exceed $1,000.00 unless the Director of Finance has authorized a greater limit.
No individual expenditure from the Imprest Account shall exceed $10,000.00 unless the Director of Finance has authorized a greater limit.
No disbursement shall be made out of any fund for any purpose unless the purpose is one for which funds have been appropriated in the current operating budget.
The provisions of these regulations do not apply to persons employed by the Ottawa Police Service who are required in the normal course of carrying out their duties to travel throughout or to destinations within the limits of City of Ottawa.
1 TRANSPORTATION
.1 Mode of Transportation
The mode of transportation will be at the discretion of the Senior Officer of the Section and this method of travel should be the most economical and practical and in the best interest of the Service. The use of personal vehicles is to be allowed only when it is the most economical means of transportation.
.2 Alternatives
Subject to scheduling and time or operational constraints, alternative modes of transportation for travel between Ottawa and Montreal or Toronto will be considered. When reviewing the alternatives, the following factors should be considered: mode of travel cost, travel time (i.e. travel days) and cost of accommodation.
.3 Reimbursement
Reimbursement for transportation will only be made on the basis of actual expenditures. Receipts must support all expenditures. If it is deemed a member did not travel in the most economical means possible per Annex 2.1.1, then the lesser amount will be reimbursed.
.4 Reimbursement for Vehicle Usage
Unless the relevant collective agreement specifies a different rate, reimbursement for the use of personal vehicles will be in accordance with Treasury Board of Canada rates effective January 1 of the calendar year in which the vehicle is used.
.5 Ground Transportation
Actual expenditures for ground transportation to and from the airport; train or bus stations may be claimed.
.6 Rented Vehicles
The use of rented vehicles for transportation from location to location may be authorized where, in the opinion of the Senior Officer of the Section, this method of travel is economical and practical and in the best interest of the Service.
2 LIVING EXPENSES
.1 Daily Rates
Unless the relevant collective agreement specifies a different rate, the per diem allowance (daily rate) that may be claimed for personal living expenses incurred within Canada and outside Canada will be made in accordance with Treasury Board of Canada rates effective January 1 of the calendar year in which the travel is claimed.
.2 Conditions for Claim
Only living expenses incurred outside the City of Ottawa will be eligible for reimbursement.
3 ACCOMMODATION
.1 Type
The accommodation chosen should be the most economical and advantageous to the conduct of business.
.2 Receipt Data
Receipts are required in support of all accommodation expenses and must show the place, date, number of days or part days and the rate per day for single occupancy.
4 REGISTRATION FEES
.1 Paid by the Ottawa Police Service
A copy of an application for registration or a brochure from the sponsoring organization must support requests for an advance to prepay registration fees.
.2 Paid by Another Organization
A receipt issued by the sponsoring organization must support registration fees paid.
5 FOREIGN EXCHANGE,
COST OF TRAVELLERS CHEQUES AND MEDICAL INSURANCE
.1 All Claims in Canadian Funds
All claims shall be submitted in terms of Canadian funds. The cost of purchasing travelers cheques and currency conversion charges are allowable expenses provided receipts are submitted.
.2 Medical Insurance Cost Included
The cost of purchasing out-of-country medical insurance coverage is an allowable expense provided receipts are submitted in evidence of the expense incurred. The maximum coverage will be the premium for single coverage for the actual number of days on business.
6 TRAVEL ADVANCE REQUEST
.1 Request preparation
The requests for travel advances are to be approved by the Senior Officer of the Section and submitted by the staff member concerned. In the case of travel by a Board member, the requests for travel advances are to be approved and submitted by the Executive Director.
.2 Processing
The Financial Services Section shall process the travel advance.
.3 Requirements
A Statement of Travel Expenses must be submitted in accordance with the following requirements:
a. Every person who travels must render accounts of expenses incurred and refund any unused balance of a travel advance. Under normal circumstances, such statement shall be filed with the Financial Services Section within ten days after the Board member or employee’s return to the Municipality.
b. All accounts must show separately the individual expenses incurred or daily allowance provided within these regulations.
7 RECEIPTS
.1 No Receipts Situation
In the absence of receipts or other substantiation of expenditures as required by these regulations, specific approval of the account by the Chief of Police or Board Chair or their delegate will be required before the account can be processed by the Financial Services Section.
8 UNACCEPTABLE CLAIMS FOR REIMBURSEMENT
.1 Stopovers
Expenses connected with stopovers at resorts or other places while not on duty will not be allowed for reimbursement unless the result is a lower cost to the Service.
.2 Personal Effects and Services
Claims for loss of personal effects, for medical and hospital treatment, for purchase of trunks, hand luggage, clothing and other personal equipment, or for personal services such as laundry, dry-cleaning, shoe shines, valet services and other personal expenses, will not be allowed for reimbursement.
.3 Long Distance Telephone Calls
With the exception of reasonable personal calls, charges for long distance telephone calls for matters other than Service business will not be allowed for reimbursement.
9 OUTSTANDING TRAVEL ADVANCES AND CLAIMS
.1 Travel Expense Claim Mandatory
Within 10 days after the planned return to Ottawa, a Board member or employee of the Ottawa Police Service is required to submit a travel expense claim and remit any outstanding advance.
Members are expected to submit their travel expense claim on the form provided by the OPS. In order to be considered for reimbursement, all requests must be submitted to Finance on or before the 15th of January of the following year.
.2 Penalty for Non-Compliance
Employees of the Ottawa Police Service with outstanding travel advances who have not complied with this requirement will not be allowed further travel advances. In the event that the matter cannot be resolved, the Director of Finance may deduct the amount owing from the next and subsequent pay cheques, if necessary.
10 SPECIAL CASES
.1 Expense Incurred Above Approved Amounts
Where expenses incurred exceed the per diem rates and other allowable charges, the Director General may, on the recommendation of the appropriate member of Executive Command, approve the expenses. The approval will be conditional upon the submission of a statement justifying the additional expenses and will include a comment from the Director of Finance with respect to the availability of funds.
11 CORPORATE CARD
.1 Authorized User
The Chief of Police may designate the Police Services employees that are authorized to use a corporate card for travel purposes.
.2 Guidelines for Use
The Financial Services Section will issue guidelines for the use of the corporate card for travel purposes. Authorized users shall adhere to these guidelines.