FAS-025 - Travel Policy_2022
Title: Travel Policy
Subject: Travel Policy Category: Strategic Services
Policy No.: FAS-025 M&C Report No.: 2022-194
Effective Date: 2022-05-30 Next Review Date: 2 Years
Area(s) this policy applies to: Cross Corporate Office Responsible for review of this Policy:
Strategic Services
Related Instruments: Policy Sponsors:
CFO and Chief of Staff
Document Pages:
This document consists of 12 pages.
Revision History:
Common Clerk's Annotation for Official Record
Date of Passage of Current Framework:___May 30, 2022_______
I certify that this Policy was adopted by Common Council as indicated
above.
__ ____May 31, 2022______
Common Clerk Date
Date Created: Common Council Approval Date: Contact:
2022-05-26 2022-05-30 Finance and Administrative Services
City of Saint John
T ravel Policy
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 ARRANGEMENTS ..................................................................................... 4
4.4 METHODS OF TRAVEL .......................................................................................... 4
4.5 MEALS.................................................................................................................. 7
4.6 ACCOMODATIONS ............................................................................................... 8
4.7 NON-REIMBURSABLE TRAVEL EXPENSE ................................................................ 9
4.8 MISCELLANEOUS .................................................................................................. 9
4.9 COUNCIL MEMBERS ........................................................................................... 11
5. ROLES AND RESPONSIBILITIES .................................................................................. 11
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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 City Manager 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
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All travel required for City Business or training purposes must be approved in advance.
Employees shall request approval a minimum of seven working days in advance. Approval
for 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
airfares 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 City Manager.
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 process 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 Arrangements
Travel-related services may be arranged through any local travel supplier. The Employee
shall take advantage of any cost-saving opportunities. E.g. Group discounts, conference
rates, etc.
4.4 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.
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Employees shall adhere to this Policy unless circumstances dictate otherwise and prior
approval has been obtained from the City Manager or designate.
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 cost 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, co ordination 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.
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 legislated rates by the Canada Revenue Agency (Automobile allowance
rates - Canada.ca). To determine the distance travelled the employee will
calculate based on their place of work to the business destination.
Bus and rail travel
Public transportation such as bus and rail are encouraged whenever practical and
economical.
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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 Employee will exercise his/her 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.
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.
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4.5 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 byway 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 allowance may not be claimed if an Employee
Breakfast $15
departs after 8:00 a.m.,
Lunch cannot be claimed if you return to the office. You
Lunch $20 can claim lunch if you are out of City limits during the time
of your lunch break.
Dinner allowance may not be claimed if an Employee
Dinner $23
returns home prior to 6:00 p.m.
(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
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e. Nature of business involved
(3) Personal payment method
When a corporate credit card can not 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. Approvals 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.
4.6 Accommodations
a. Employees shall attempt to secure the best value in accommodations.
b. Employees are encouraged to ask for government rates at hotels.
c. Employees must book standard accommodations 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.
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e. Employees shall be familiar with the cancellation policy of the accommodations
booked, prior to making reservations; in the case of "no show", the Employee
will be responsible for the charges.
Private Accommodations
Employees travelling on approved City business, who opt to use private accommodations,
will be provided with a $25 stipend per night. No receipts are required.
4.7 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
4.8 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.
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
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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 City Manager 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 City Manager 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 (include with taxi fare) 10% - 15% of cost of fare.
b. Ride Share (Uber, Lyft, Gett , Etc.) 10% - 15% of cost of fare.
c. Waiters (include with meal cost) 12% - 20% of cost of the meal.
d. Bell Hops: About 50 cents per bag depending on size, weight, distance, etc.
Usual 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
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4.9 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 Financial
Services department and will be reviewed for compliance to policy and
approved by the CFO and Chief of Staff.
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 are
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.
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 The Chief of Staff and CFO:
5.3.1 Recommend any changes to the Travel policy in the future.
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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 expense have appropriate justification and are incurred while
conducting government business or training
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