FAS-025 - Travel Policy 2026 Title: Travel Policy
Subject: Travel Policy Category: Finance and Strategic Services
Policy No.: FAS-025 M&C Report No.: 2026-226
Effective Date: 2022-05-30 Next Review Date: 2029-10-05
Area(s) this policy applies to: Cross Corporate Office Responsible for review of this Policy:
Strategic Services
Related Instruments: Policy Sponsors:
Chief Financial Officer
Document Pages:
This document consists of 17 pages.
Revision History:
Updated 2026-10-05
Adopted 2022-05-30
Common Clerk's Annotation for Official Record
Date of Passage of Current Framework: October 5, 2026
I certify that this Policy was adopted by Common Council as indicated
above.
October 5, 2026
Date
Common Clerk
Date Updated: Common Council Approval Date: Contact:
2026-08-11 2026-10-05 Finance and Strategic Services
City of Saint John
Travel Policy
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TABLE OF CONTENTS
1. PURPOSE AND CONTEXT .............................................................................................................. 3
2. POLICY STATEMENT ..................................................................................................................... 3
3. GLOSSARY .................................................................................................................................... 3
4. POLICY ......................................................................................................................................... 3
4.1 APPROVALS ........................................................................................................................... 3
4.2 METHODS OF PAYMENTS ....................................................................................................... 4
4.3 TRAVEL ADVANCES…………………………………………………………………………………………………………. 4
4.4 TRAVEL ARRANGEMENTS ...................................................................................................... 5
4.5 METHODS OF TRAVEL ............................................................................................................. 5
4.6 MEALS ................................................................................................................................... 7
4.7 ACCOMODATIONS ................................................................................................................ 9
4.8 NON-REIMBURSABLE TRAVEL EXPENSE ................................................................................ 9
4.9 MISCELLANEOUS ................................................................................................................... 9
4.10 COUNCIL MEMBERS………………………………………………………………………………………………………...11
5. ROLES AND RESPONSIBILITIES……………………………………………………………………………………………………………..12
6. TRAVEL PREAPPROVAL FORM………………………………………………………………………………………………. 13
7. TRAVEL EXPENSE REIMBURSEMENT FORM………………………………………………………………………….. 15
City of Saint John
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1. PURPOSE AND CONTEXT
a. All Employees of the City of Saint John will adhere to the City of Saint John Travel Policy.
Exceptions to the Policy must be approved by the Chief Administrative Officer or
designate.
b. All members of Common Council will adhere to the City of Saint John Travel Policy.
2. POLICY STATEMENT
a. The City of Saint John acknowledges that business travel is a necessary part of some roles.
The Travel Policy for Employees and Council Members addresses the requirements of such
business travel and related demands and establishes acceptable limits and guidelines for
approved business travel undertaken on behalf of the City.
3. GLOSSARY
a. "Employee" means a person employed by the City of Saint John, members of the 486
Union employed by the Saint John Police Commission and Members of Common Council.
b. "Department Head" means the Council-appointed head of the Department, or the
Department Head's designate.
c. "The City" refers to the City of Saint John.
d. "Travel Supplier" refers to any travel booking organization, such as an airline, hotels,
car rental agency, travel agency, etc., authorized or licensed to undertake travel-related
bookings on behalf of clientele.
e. "Council Members" refers to areas that are only applicable to Common Council and not
to other employees.
4. POLICY
4.1 Approvals
All travel required for City Business or training purposes must be approved in advance. Travel
Request Form
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Employees shall request approval a minimum of seven working days in advance. Approval of
travel requiring air transportation shall be requested sufficiently in advance to take advantage
of discounted airfares. A travel request can be denied based on the price of airfare or
transportation after initial approval.
a. All travel within the Province of New Brunswick shall have approval by the
immediate manager.
b. All out-of-Province travel shall have approval by the Department Manager or
designate.
c. All travel out of the country shall have approval by the Chief Administrative Officer.
d. No person shall approve his/her own travel request or travel claim.
e. City business travel funded other than by the City, shall have prior approval at the
Department Head level.
f. Travel advances will only be provided under special circumstances. Formal letter
of request is to be submitted by the employee to the Department Head for
approval.
4.2 Methods Of Payment
Unless an employee has lost the use of their corporate credit card, employees are not to use a
personal credit card for City business. All approval processes should be in accordance with this
policy along with meeting the timelines for submission of the expense reports within the PCARD
Procurement Policy.
Payments should be made by:
a. Employee's corporate credit card; or
b. Billed directly to the City of Saint John
c. If the employee is unable to use the two methods above a personal card can be used
4.3 Travel Advances
Travel advances must be requested only for pre-approved official municipal travel where expenses
(such as per diems, lodging, or registration etc.) are not directly billed or paid via a corporate/travel
card.
Advance requests must be submitted in writing to the Finance department at least one week prior
to travel date using City of Saint John Travel Preapproval Form. Travel Request Form
The advance amount will be calculated based on the approved per diem rates and estimated out-of-
pocket costs for the duration of the trip.
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If the advance exceeds actual expenses, the employee must remit the difference to the municipality
alongside the final expense claim.
No subsequent travel advances will be approved or issued to any employee who has an outstanding,
un-reconciled advance from a prior trip.
4.4 Travel Arrangements
Travel-related services may be arranged through any local travel supplier. Employees shall take
advantage of any cost-saving opportunities. E.g. Group discounts, conference rates, etc.
4.5 Methods Of Travel
Whenever possible, Employees shall travel by the most direct route and use the most
economical means of transportation, taking into consideration the travel time involved and the
working schedule.
Employees shall adhere to this Policy unless circumstances dictate otherwise and prior
approval has been obtained from the Chief Administrative Officer or designate. Travel Request
Form
Air Travel
a. Air travel shall be at the lowest available rates.
b. When travel requirements are known in advance, Employees shall book ahead to
take advantage of lower rates.
c. When a trip extension, i.e., overnight Saturday, may result in substantially
reduced airfares, additional costs for accommodations, meals and related
expenses shall be reimbursed where overall savings are realized.
d. Business Class or other up-grade costs shall be the Employee's responsibility.
e. Employees will not be held personally responsible for any financial penalties
caused by unavoidable cancellation of, or changes to, airline tickets.
f. Stopover costs for personal reasons will be at the Employee's responsibility.
Vehicle
When travelling by vehicle, a City Vehicle from fleet services is to be utilized.
a. When two or more Employees are travelling by automobile to the same
destination, coordination of travel plans is encouraged, to use fewer vehicles
where possible.
b. Travel by automobile is encouraged within the Maritimes where to do so is
more economical.
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The use of a personal vehicle should be the last method chosen and approved by the
Department Head. If a personal vehicle is used the employee is responsible for proper insurance
and payment of insurance premiums. Any liabilities incurred for claims arising from the use of
the personal vehicle is the responsibility of the employee.
c. Where use of a personal vehicle by an Employee is approved for transportation
instead of air travel, transportation expenses will be reimbursed only up to the level
of the most economical airfare.
d. The rate for reimbursement amounts for personal vehicle usage should be based
on Province of New Brunswick’s, Finance and Treasury Board, Travel Expense Policy.
To determine the distance travelled, the employee will calculate based on their
place of work to the business destination. Travel Expenses Policy
Bus and rail travel
Public transportation such as bus and rail are encouraged whenever practical and
economical.
Automobile Rentals
a. Where it is economical to do so, and prior approval of the Department Head has
been given, an Employee may use a rental vehicle.
b. An Employee travelling outside New Brunswick by air, or other mode, and
requiring the use of a vehicle at his/her destination, shall arrange the rental in
advance. Employees are encouraged to procure the most cost-efficient rental.
c. Employees shall be responsible for any additional cost in up-sizing.
d. Reimbursement for Automobile Rentals will include, in addition to the daily
rental charge, the kilometric and/or gasoline charges, where applicable. The City
of Saint John provides the necessary and appropriate insurance coverage for
rental vehicles used by City Employees for business travel.
e. Detailed receipts shall support all charges claimed.
Transportation Between Local Airport and Residence or Office
The Employees will exercise own judgement, depending on circumstances, on how to travel to
and from the local airport. Where a choice is available, choose the most economical method.
Ensure a receipt is obtained to support costs for reimbursement.
Ground Transportation at Destination
a. Ground transportation (airport limousine service, airport shuttle bus, etc.), may be
used where deemed appropriate/necessary. Receipts shall support all costs.
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b. Taxis and or Rideshare (Uber, Lyft, Gett etc.) may be used where other less expensive
modes of transportation are not available. Receipts shall support all taxi costs
incurred from hotel to various business points.
c. Subway and/or local transit service may be used where available. Receipts shall
support all costs.
Changes To Planned Travel Itinerary
Unless extenuating circumstances occur, additional expenses incurred for failure to meet
itinerary schedules shall be the responsibility of the Employee.
4.6 Meals
Eligibility for meals is based on travel times as described within the meal allowance chart.
Reimbursement or allowance will not be made where meals are included as part of registration
fees for conferences, seminars, training, etc.
There are 3 methods of obtaining meals as follows:
(1) Meal Allowance
a. Employees will be extended a daily meal allowance for meals while travelling on
City business.
b. The meal allowance will be submitted to accounts payable by way of the travel
form with appropriate approvals.
Meal allowance is paid as follows:
Allowance rates are subject to change upon changes in legislated rates by the Canada Revenue
Agency.
Breakfast $15 Breakfast allowance may not be claimed if an Employee
departs after 8:00 a.m.,
Lunch
$20
Lunch cannot be claimed if you return to the office. You
can claim lunch if you are out of City limits during the
time of your lunch break.
Dinner $35 Dinner allowance may not be claimed if an Employee
returns home prior to 6:00 p.m.
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(2) Corporate Credit Card
Employees should use the corporate credit card wherever possible to purchase a meal. Meals
are eligible for purchase within reasonable amounts, similar to the meal allowance provided.
The purchase will go through the corporate credit card process by submitting an expense report
with all the required backup which would include:
a. Detailed Receipt
b. Date
c. Name of establishment
d. Identification of all guests/attendees
e. Nature of business involved
(3) Personal payment method
When a corporate credit card cannot be used employees may purchase meals using their
personal purchasing method. In order to be reimbursed for the meals purchased, they must
complete a travel form with appropriate approvals and submit to accounts payable for
processing. The required backup is the same as the corporate credit card.
Room Service
Room service meal costs shall adhere to the above-noted meal allowance. Exceptions may be
made, at the discretion of the Department Head or designate, for such reasons as the
Employee's safety, extended working hours, etc.
Meals En-route
Meal costs incurred en-route to a destination shall be considered a legitimate cost, unless
included in travel fare.
Exceptions
a. In cases where an Employee may have certain dietary requirements due to a
medical condition, it is understood, strict adherence to this Policy may not be
possible. Approval will be at the discretion of the Department Head, in such cases.
b. For meal and incidental expenses involving travel outside Canada, an Employee may
be reimbursed for costs of meals and incidental expenses to the extent the
Department Head considers reasonable under the circumstances.
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4.7 Accommodations
a. Employees shall attempt to secure the best value in accommodation.
b. Employees are encouraged to ask for government rates at hotels.
c. Employees must book standard accommodation when available, including when
attending a seminar/convention/trade show/training session, etc., in the same
hotel. Employees should book as early as possible to ensure the availability of the
lower priced rooms.
d. Accommodation selection should be the nearest to the area of business related to
the trip, and at the most reasonable cost.
e. Employees shall be familiar with the cancellation policy of the accommodation
booked, prior to making reservations; in the case of "no show", the Employee will
be responsible for the charges.
Private Accommodation
Employees travelling on approved City business, who opt to use private accommodation, will be
provided with a $25 stipend per night. No receipts are required.
4.8 Non-reimbursable Travel Expenses
Although not an all-inclusive list, the following expenses are not reimbursable:
a. Babysitting Costs
b. Personal Entertainment Costs
C. Haircut Costs
d. Traffic Fines
e. Kennel Fees for Pets
f. Airline Club Dues
g. Alcohol
4.9 Miscellaneous
Guest Accompanying Employee on Business Trip
At the employee's discretion, they may be accompanied on a business trip by a guest. All
additional expenses including transportation costs, meals, entertainment and hotel (if an
additional charge is levied for the extra person) are the responsibility of the employee.
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Passports
The cost for passports required for approved business travel out-of-country will be borne by the
City.
Laundry/Dry-Cleaning
For trips of one or more nights, the City will reimburse the Employee a maximum of $5.00 per
day for laundry, dry-cleaning and pressing services. Receipts shall be provided.
Telephone Calls
An Employee on travel status will be reimbursed the costs incurred for necessary local and long-
distance business telephone calls.
Travel Insurance
For details on travel coverage, consult the City's Employee Health Care Benefits Plan. The City
will not pay any additional travel insurance costs when not required as a condition of travel.
Tolls
If the employee is required to pay tolls on the trip, reimbursement can be provided if a detailed
receipt is provided or proof of travel through a toll (description of travel location).
Extraordinary Expenses
Expenditures necessarily incurred on City business which are not covered by this Policy, or which
may be in excess of the amounts available under this Policy, shall be accounted for with the
Employee's claim, accompanied by receipts and details of the circumstances. Such claim will be
paid only if the Chief Administrative Officer or designate is satisfied that the expenses were
reasonable and justifiable.
The Department Head may authorize payment of necessary expenses incurred by an Employee
because of an illness or accident that occurred while the Employee travelling on City business.
Such expenses shall be paid only if the Chief Administrative Officer or designate is satisfied the
expenses were additional to those which the Employee might have incurred had he/she not
been out of town on City business, and which are not otherwise recoverable under an insurance
policy, the Workers' Compensation Act, the Medical Services Payment Act, or a private health
plan to which the Employee belongs.
Tipping guide
Appropriate tips are allowable. This amount will vary with circumstances, the service required
and the service rendered. Both over-tipping and under-tipping are of questionable value.
a. Taxi Drivers (including taxi fare) 10% - 15% of cost of fare.
b. Ride Share (Uber, Lyft, Gett, Etc.) 10% - 15% of cost of fare.
c. Waiters (including meal cost) 12% - 20% of cost of the meal.
d. Bell Hops: About 50 cents per bag depending on size, weight, distance, etc. Usual
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minimum $1.00. At some depots, a regular charge establishes a minimum.
e. Laundry or Valet pick-up or delivery: $1.00
f. Hotel Cleaning Staff: $1.00 a day for good service
g. Room Service/Housekeeping deliveries: $1.00 per delivery or pick-up
h. Parking Attendant: approximately $2.00 for car delivery
4.10 Council Members
All travel required for City Business or training purposes must be approved in advance. Prior to
the start of the fiscal year, every reasonable effort will be made to provide within Common
Council's operating budget a reasonable estimate of the level of travel expenditures necessary
for elected officials to carry out their responsibilities.
Once the Annual Operating Budget has been approved by Common Council, the approval
required to incur business expenses shall be as follows;
a. All travel within the approved Annual Operating Budget shall have approval by the
Mayor.
b. All travel which is not part of the approved Annual Operating Budget shall be
authorized by resolution of Common Council.
c. All travel should be in accordance with the City of Saint John Travel Policy, with
exception to areas noted below.
d. All requests for reimbursement for travel will be submitted to the Finance
department and will be reviewed for compliance to the policy and approved
by the Chief Financial Officer.
All council members will receive a corporate credit card that will be held in the Common Clerk's
office. The corporate credit card will be used for travel purposes only and is required to be
brought back to the Common Clerk's office along with all the detailed receipts for transactions
made on the corporate credit card.
Council Members do not receive a daily meal allowance; Council Members are expected to
submit receipts for meals at reasonable amounts which are similar to the meal allowance
provided to Employees.
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5. ROLES AND RESPONSIBILITES
5.1 Common Council shall
5.1.1 Approve the Travel Policy;
5.1.2 Familiarize themselves with the Policy.
5.2 Finance Committee shall:
5.2.1 Recommend the Travel Policy to Common Council for approval;
5.2.2 Review any changes to the Travel Policy in the future.
5.3 Chief Financial Officer:
5.3.1 Recommend any changes to the Travel policy in the future.
5.4 Employees
5.4.1 Comply with the Travel policy;
5.4.2 Completing expense reimbursements within 14 days of return and with
sufficient documentation, leveraging the most optimal value for the
City.
5.5 Department Heads and Delegates
5.5.1 Ensure expense claims are consistent with this policy;
5.5.2 Expense claims are verified and approved before reimbursement
with appropriate documentation;
5.5.3 All expenses have appropriate justification and are incurred while
conducting government business or training.
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6. TRAVEL PREAPPROVAL FORM
Travel Request Form
CITY OF SAINT JOHN TRAVEL PREAPPROVAL form
This form is to be used in advance of travel to obtain approval based on the Travel Policy, the form is to be included with
travel expense form for reimbursement.
Date: Name of Traveler:
Trip Information: Destination of Trip:
Date of proposed trip:
Leave Saint John:
Return to Saint John:
Instructions:
1) Per the Travel Policy, employees shall request travel approval a minimum of seven working days in
advance.
2) Travel advances must be requested only for pre-approved official municipal travel where expenses (such
as per diems, lodging, or registration etc.) are not directly billed or paid via a corporate/travel card.
3) The advance amount will be calculated based on the approved per diem rates and estimated out-of-
pocket costs for the duration of the trip.
Common Council Order (Where applicable) __________________________________________
Estimate of Expenses
Instructions: An account of expenses necessarily incurred in the course of duty is to be submitted through the Travel
Reimbursement Form within 14 days of your return to Saint John.
DATE PARTICULARS AMOUNT
Fare or Car Kilometers (include
locations)
$
Accommodation $
Meals $
Other expenses to be specified $
TOTAL Estimated Expenses
$
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Travel Advance Request
Employee Name & Position:
Signature:
Date:
Approved By:
Employee Name & Position:
Signature:
Date:
Authorized By:
Employee Name & Position:
Signature:
Date:
PARTICULARS AMOUNT
Fare or Car Kilometers (include
locations)
$
Accommodation $
Meals $
Other expenses to be specified $
TOTAL Estimated Expenses
$
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7. TRAVEL EXPENSES REIMBURSEMENT FORM
Travel Expense Reimbursement Form
CITY OF SAINT JOHN travel EXPENSE reimbursement form
Expense Report
Instructions:
1) An account of expenses necessarily incurred in the course of duty is to be given below within 14 days of
your return to Saint John. A form is required for advances even if no money is owed or due to validate the
advance.
2) Itemized original receipts must be attached for all expenses. A standard credit card or debit card signature
slip is not valid proof of purchase. Itemized receipts must clearly show the vendor’s name, date, individual
items purchased, and total tax paid (HST). For digital purchases, the official PDF invoice/receipt must be
printed or digitally attached. Missing receipts can only be self-certified for small incidental expenses under
$25.00 CAD. Any missing receipt over $25.00 will not be reimbursed.
3) If expenses were paid in a foreign currency (e.g., USD), they must be converted to Canadian Dollars (CAD)
before being written on this form. Employees must use the actual transaction rate shown on their
personal credit card statement or bank receipt. If paid in cash, use the official Bank of Canada daily average
exchange rate for the date of the purchase.
4) If the preapproved advanced amount exceeds actual expenses, the employee must remit the difference
to the City alongside the final expense claim.
DATE PARTICULARS AMOUNT (in CAD)
Mileage (include locations and
kilometers)
$
Fare – receipts attached $
Accommodation – receipts
attached
$
Meals – receipts attached $
Other expenses to be specified $
TOTAL Expenses
$
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DEDUCT Advance Given -
BALANCE Reimbursed / Refunded
$
DAILY EXPENSES (ATTACH ORIGINAL RECEIPTS)
NUMBER OF DAYS SPENT ON CITY BUSINESS (INCLUDING TRAVEL DAYS) _______________
DATE: ______________
EXPENSE CATEROGY FOREIGN CURRANCY EXCHANGE RATE TOTAL CAD
MILAGE:
LOCAITON:
KILOMETERS:
FARE: AIR, TRAIN, RENTAL
ACCOMODATION
BREAKFAST
LUNCH
DINNER
TOTAL MEALS
TIPS
PORTERS/BELLMEN
INCIDENTAL
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TOTAL This Date:
TOTAL of all Daily Expenses $ ___________________
EXPLANATION (If needed):
___________________________________________________________________________________________
___________________________________________________________________________________________
I certify that all expenses claimed are accurate and business-related. For any checked items where an original
receipt was lost or unavailable, I certify that the funds were spent strictly for business travel, and I will not claim
them elsewhere.
Employee Name & Designation: ____________________
Signature: _____________________
Date: _____________________
Approved By:
Employee Name & Designation: ____________________
Signature: _____________________
Date: _____________________