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HomeMy WebLinkAboutBusiness Travel and Meetings - HUM-WOR-035Page 1 of 4 POLICY HUM-WOR-035 BUSINESS TRAVEL & MEETINGS Category HUM - Human Resources Sub-category Workplace Practices Approval Type COUNCIL Department/Division Financial Services / Financial Operations Author and Position Financial Operation Date Approved December 10, 2001 Last Reviewed/Amended December 16, 2024 Next Review Date June 1, 2029 Related Policies or Procedures • Policy Purpose To establish rules and procedures with respect to business related travel or meeting expenses such as authorized conferences, seminars, trade shows or meetings. Definitions Corporation: Refers to the Corporation of the City of Kitchener. Policy Scope Application ☒ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • All employees ☐ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA) • Click or tap here to enter text. ☐ Council ☐ Specified Positions: Click or tap here to enter text. ☐ Other: Local Boards and Advisory Committees Policy Content 1. General Protocol Employees travelling on City business are representing the corporation. They are expected to conduct themselves with dignity and behave ethically at all times. Page 2 of 4 Expenses incurred on business functions should be consistent with reasonable standards. Those who have any doubt as to the appropriateness of a specific travel expense should consult with their supervisor for guidance. 2. Business Travel by Council a) Business travel by Council includes conference attendance, participation as executive members of provincial/national associations, and trade missions by the Mayor. b) The budgeted amount allocated to each member of Council for conferences shall be determined at the start of each new term of Council for use during the four- year term. c) The budget for attendance at conferences shall be allocated equitably amongst the individual members of Council. d) The Mayor shall be provided with an additional allocation from Council’s conference budget, in acknowledgement of the duties associated with being the head of Council. e) All business-related travel expenditures will be reported to the public on the annual statement of remuneration and expenses. f) In the event that a member of Council exceeds their conference budget, the balance in excess of the approved budget will be charged against the next available pay. g) Expenses incurred by individual members of Council in relation to being executive members of provincial and/or national associations/organizations as well as costs associated with trade missions, shall not be subject to the expense limits enacted via this policy as they are not funded through the Council conference budget. h) The Mayor may participate in one international business mission per year with the Waterloo Economic Development Corporation to advance the regional economic development objectives related to foreign direct investment. i) A member of Council is required to have their final travel costs approved by the Mayor. The Mayor is required to have their final travel costs approved by the Chief Administrative Officer. 3. Business Travel by City Staff a) Subject to budget funding, City staff may attend a business function relevant to their employment with the City. If any such business function (e.g., conference, seminar, meeting, trade show) is held in a location outside of Canada or the United States, or in Hawaii or Alaska, attendance shall first be specifically approved by the CAO in writing. In the event that the CAO is required to travel outside of Canada or the United States, or in Hawaii or Alaska, attendance shall first be specifically approved by the Mayor in writing. Page 3 of 4 b) All business travel expenditures for City staff must be pre-approved. The following table indicates the pre-approver for each attendee: Attendee Approver Mayor CAO Councillor Mayor CAO Mayor Department Head CAO Director Department Head All other employees Director 4. Daily Allowance (per diem) The attendee will be allowed a daily allowance to cover meals if not covered by the registration fee. The daily allowance applies to each day of the business function as well as for the day of travel prior to and immediately after the business function, if applicable. The daily allowance includes a provision for breakfast, lunch and dinner. The daily allowance rates will be reviewed each year during the annual operating budget process. 5. Hotel Accommodations Reasonable costs for hotel accommodations will be reimbursed for each night required for business travel. 6. Transportation Reasonable costs for transportation will be reimbursed. For significant distances, the most economical method must be determined and documented. When determining costs for each method, attempts must be made by checking in advance to obtain a reasonable fare. Costs may also include ground transportation to and from airports, bus terminals and train stations, parking, mileage, and cancellation insurance. In this case, the attendee will only be reimbursed up to the total cost of the most economical method of transportation. 7. Expense Reporting All business travel expenditures including applicable receipts and documentation should be submitted in SAP Concur within thirty (30) days of attending the event. 8. Companion Expenses Council members and staff shall be responsible for all additional expenses incurred as a result of a spouse or companion travelling with them. 9. Business Meals and/or Meeting Expenses Page 4 of 4 It may be appropriate for employees to conduct meetings relating to City business that may include food and/or beverages. In these circumstances, actual costs will be reimbursed if approved by the employee’s supervisor. In general, alcohol will not be reimbursed except in a meeting involving external business contacts and where the approving supervisor determines the expense to be appropriate. When two or more staff members are present, and where reasonably possible, the highest ranking person present should pay for the expenditure and submit the respective expense claim once approved by their supervisor. Results of Review ☐ No Edits Required ☐ Housekeeping Edits ☒ Substantial Edits ☐ Repeal/Replace Policy History Administrative and Housekeeping Changes Date Nature of Change 2016-06-01 Policy II-35 template reformatted to new numbering system and given number HUM-WOR-035 Substantial Changes Date Council/CLT Directive 2010-06-14 Resolution passed by Council, see report CAO-10-05 2011-02-07 Resolution passed by Council, see report FCS-11-029 2013-04-29 Resolution passed by Council 2017-06-26 Resolution passed by Council, see report FCS-17-100 2024-12-16 Resolution passed by Council, see report COR-2024-514