POLICY STATEMENT

The City will reimburse employees and Council for reasonable expenses incurred while the employee or member of Council is conducting City business as per the rates established by Council.

REASON FOR POLICY

To set guidelines for the reimbursement to employees and council for expenses incurred while conducting City business.

RESPONSIBILITIES

Administration will set up and administer the procedures required to ensure appropriate reimbursement to employees and council following the rate schedule approved by City Council (see Appendix A).

City Council will review and approve rates periodically.

APPENDIX A

SCHEDULE Of Reimbursement RATES AND ALLOWANCES

This schedule contains all reimbursement rates and allowances in Canadian dollars and specifies when receipts are required.

1.         Transportation Rates:

          Monthly Vehicle Allowance for Mayor

          $400.00 per month

            Within the City of Grande Prairie

          Reimbursement for travel will be the current rate established by the Provincial Government of Alberta plus 15%.

*          This can be found at http://www.pao.gov.ab.ca/?file=benefits/travel/claiming-travel-expenses#policy - Business Use of Private Vehicles

            Out of the City of Grande Prairie

          Council and employees are encouraged to use the most economical method of travel available.  In order to promote this value, reimbursement for travel will be the lesser of:

            1.   Air Travel and Ground Transportation Costs:

                  Air Travel will be at economy rates by the most direct route.  Submission of receipts required.

                  Ground Transportation including limousine, taxi and/or buses will be reimbursed at cost.  Receipts required if over $11.00 per airport taxi/bus trip, or

            2.   Automobile Travel actual kilometres travelled outside of the City may be claimed at the current rate established by the Government of Alberta plus 5%.

            When deemed necessary that an employee travels by automobile in lieu of public transportation, the employee can claim the entire automobile travel expense as calculated in #2 above, regardless of which method results in the smaller amount.

            Note: The established rates are intended to cover all costs incurred by the employee and member of council for use of their vehicle for City business and includes but is not limited to, fuel, business insurance, repairs and maintenance.

2.         Lodging and Subsistence Rates:

Meals receipts will be reimbursed for actual costs or for a maximum allowance of $37.50 per day inclusive of GST, with the following guideline:

Ø       Breakfast            $   7.50

Ø       Lunch                $  11.00

Ø       Dinner                $  19.00

            Accommodation will be reimbursed for actual hotel costs based on single room occupancy upon presentation of hotel receipts.  If arrangements for private accommodation are made, and commercial facilities are not used, an allowance of $25.00 per day will be reimbursed without receipts.

3.         Public Relations:

          It is recognized the City engages in public relations activities requiring budget allocations.  Such activities may be claimed with receipt/expense statements for actual costs.

*        This is an explanatory note only and is not part of the original policy document.