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1 S T A F F R E P O R T Meeting Date: 19 Jun 2018 To: Prepared By: Reviewed/Approved By: Department Report No: Subject: Corporate Strategic Plan: Mayor and Members of Council Valerie Nesbitt Lynn Phillips FIN Mileage/Transportation Reimbursement Policy POL-ADM- 001 Communications Council Recommendation: Be is resolved that Staff Report FIN , Valerie Nesbitt, Director of Finance/Treasurer re: Mileage/Transportation Reimbursement Policy POL-ADM-001 be received for information. And that Council approve the Mileage/Transportation Reimbursement Policy POL-ADM-001 as presented. 1. Purpose/Nature of the Proposal: The purpose of the Report is to seek Council approval of a corporate Mileage/Transportation Reimbursement Policy. 2. Background/Rationale: The Municipality currently reimburses Staff and Council for mileage when they utilize their personal vehicles to conduct business related to the Municipality and its associated Boards and Committees. The current rate for reimbursement is $ 0.52 per kilometer, approved by Council resolution THF , on August 4, A policy has been developed to provide direction regarding the calculation of annual mileage rates and accepted practices related to transportation reimbursement.
2 3. Relevant Options/Consultations: A number of other municipal mileage policies were reviewed to establish best practices. Trent Hills Management Team also reviewed the content of the Policy to ensure all relevant information has been included. 4. Risk/Safety Considerations: None. 5. Legal Implications/Legislative Requirements: None. 6. Policy/Staff Implications: Staff will be provided a copy of the Policy following approval by Council. 7. Major Benefits: The Policy is based on rational foundation which will result in consistent application throughout the Corporation. 8. Financial Analysis: There is no financial impact as a result of this Report. Annual budgets approved by Council will contain sufficient allocations for mileage and other eligible transportation related expenses. 9. Means of Communicating Decision: The resolution will be recorded in Council Minutes, the Policy will be circulated to Staff and the annual mileage rate will be communicated prior to January 1st of each year, for the following year.
3 Policy Department/Section All Subject Mileage/Transportation Reimbursement Policy Policy Number POL-ADM-001 Enacted by Council: June 19, 2018 Motion # Review Period 5 Years Date Amended Amending Motion # Section(s) Amended Purpose: The purpose of the Mileage/Transportation Reimbursement Policy is to: Establish the rate for which mileage expenses may be reimbursed to Staff and Council when required to utilize their personal vehicles to conduct business related to the Municipality of Trent Hills and its associated Boards and Committees Establish parameters regarding reimbursement for transportation related activities while attending to business for or on behalf of the Municipality of Trent Hills and its associated Boards and Committees Policy Statement(s): Staff and Council who are required to occasionally use their personal vehicles for business purposes shall be reimbursed at a per kilometer rate established annually by the Municipality. In the event that personal vehicles are not used for business related transportation, Staff and Council shall be reimbursed for transportation related expenses based on a rational foundation that is fair and equitable. Policy # POL-ADM-001 Page 1 of 3
4 Financial Details: Rate per Kilometer The per kilometer rate will be paid at an amount equivalent to the average of the following: a. Canada Revenue Agency (CRA) automobile allowance rate for the first 5,000 kilometers driven; and b. Canada Revenue Agency (CRA) rate for the number of kilometers driven after the first 5,000 kilometers driven Example $ 0.55 per kilometer for the first 5,000 kilometers driven $ 0.49 per kilometer driven after that $ 0.52 average The effective date of the per kilometer rate paid by the Municipality shall coincide with the Canada Revenue Agency effective date for automobile allowance rates. Alternate Reimbursement Reimbursement at the prescribed rate for kilometres driven using a personal vehicle will occur unless another method of reimbursement has been approved by the Department Manager/Director or the Chief Administrative Officer, ie reimbursement of gas purchased for conducting Municipal business. Direct Route Reimbursement of mileage will be at the most reasonable direct route. Any exceptions to this must be pre-approved by the Department Manager/Director or Chief Administrative Officer. Car Pooling Car-pooling is strongly encouraged if more than one employee is travelling to the same location. Policy # POL-ADM-001 Page 2 of 3
5 Use of Municipal Vehicles Municipal vehicles may be used by employees for travel outside of their normal work location. Authorization for such use must be specifically granted by the Department Manager/Director or Chief Administrative Officer, prior to travelling. No mileage claims will be paid for travel when a municipal vehicle is utilized, however fuel costs incurred and paid by the employee shall be reimbursed following appropriate approvals. Alternate Transportation Should an employee choose not to use their personal vehicle, they may utilize another form of transportation and be reimbursed for the expense. Authorization for such transportation must be specifically granted by the Department Manager/Director or Chief Administrative Officer, prior to travelling. Train travel costs will be reimbursed to a maximum of the current economy plus fare. Air travel costs will be reimbursed to a maximum of the current economy fare. Trip cancellation insurance shall be allowed where advance bookings or other discounts are used. Eligible Expenses Staff will be reimbursed the cost of parking and road/bridge tolls as a result of use of their personal or municipal vehicle while engaged in municipal business. Ineligible Expenses Staff will not be reimbursed for the cost of parking tickets, fines or other traffic infractions. Loss or damage to a personal vehicle while parked shall not be the responsibility of the Municipality. Personal Travel Staff who wish to combine a municipal business trip with personal travel may do so provided they assume all additional expenses that are not related to municipal business. A detailed breakdown of personal vs business expenditures must be provided to Department Manager/Director or Chief Administrative Officer for appropriate approvals. Policy # POL-ADM-001 Page 3 of 3
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