BRAMPTON Corporate Services Committee bromplon.m Flower City

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1 H1- / Report BRAMPTON Corporate Services Committee bromplon.m Flower City Committee of the Council of The Corporation of the City of Brampton Date: File: January 25, 2015 GD.x Corporate Services Committee Date: Februacv 4-, 20lS i Subject: Contact: Amendments to the Corporate Travel Expense Policy (13.3.5) and to the Travel Expenses Section of the Mayor and Councillors' Expense Policy Peter Honeyborne, Executive Director, Finance &Treasurer, Corporate Services Department, Overview: The Corporate Travel Expense Policy applies to all City staff who incur individual travel expenses. The Travel Expenses section of the Mayor and Councillors' Expense Policy applies to all elected officials who incur individual travel expenses This report recommends amendments to the Corporate Travel Expense Policy which includes: o An amendment to include a requirement for staff to complete a Record of Attendance at Conferences, Symposiums, Seminars and Workshops. o Additional housekeeping amendments to reflect the current corporate organization structure. This report recommends elimination of the additional/unaccountable per diem of $25 that is provided for incidental expenses, from the Corporate Travel Expense Policy (13.3.5) and the Travel Expenses Section of the Mayor and Councillors' Expense Policy

2 Recommendations: 1. That the report from Peter Honeyborne, Executive Director, Finance &Treasurer, dated January 25, 2015 to the Corporate Services Committee meeting of February 4, 2015 re: Amendments to the Corporate Travel Expense Policy (13.3.5) and to the Travel Expenses Section of the Mayor and Councillors' Expense Policy be received; and 2. That the Corporate Travel Expense Policy be amended to include a requirement that all City staff submit a completed Record of Attendance form with their Travel Expense Report in respect of their attendance at Conferences, Symposiums, Seminars and Workshops; and 3. That the Chief Corporate Services Officer is authorized to amend the Record of Attendance form and required content for completion of the Record of Attendance; and 4. That the additional/unaccountable per diem of $25 that is provided for incidental expenses be eliminated from the Corporate Travel Expense Policy (13.3.5) and the Travel Expenses Section of the Mayor and Councillors' Expense Policy; and 5. That the Corporate Travel Expense Policy (13.3.5) and the Travel Expenses Section of the Mayor and Councillors' Expense Policy be amended to enable elected officials and staff to submit claims for reasonable incidental expenses incurred while travelling on City business and such expenses must be evidenced by receipts or itemized on a hotel statement; and 6. That the housekeeping amendments described in the report be approved. Background: The Corporate Travel Expense Policy (Appendix A) applies to all City staff who incur individual travel expenses as a direct result of their attendance at: 1. External Technical Skills Development Programs 2. External Professional Development Programs 3. Conferences/Seminars 4. Trade missions, research trips 5. Other City Business or other travel at the request of City Council, the Mayor or the Chief Administrative Officer The Travel Expenses Section of the Mayor and Councillors' Expense Policy applies to all elected officials who incur individual travel expenses. The Corporate Travel Expense Policy and the Travel Expenses Section of the Mayor and Councillors' Expense Policy were established to ensure expenses incurred are eligible individual travel expenses and sufficient proof is provided. 2

3 Current Situation: The Corporate Travel Expense Policy requires an amendment to include a requirement for staff to complete a Record of Attendance at Conferences, Symposiums, Seminars and Workshops. The Corporate Travel Expense Policy and the Travel Expenses Section of the Mayor and Councillors' Expense Policy require amendments to remove the provision for a per diem of $25 for incidental expenses and additional housekeeping amendments to reflect the current corporate organization structure. Record of Attendance The Corporate Travel Expense Policy does not currently include a requirement for staff to complete and provide a synopsis of their attendance at Conferences, Symposiums, Seminars and Workshops. A completed Record of Attendance form (Appendix B) will provide staff with the opportunity to demonstrate the value the City and the staff member gained through their attendance at the event. A completed Record of Attendance will enable staff to provide: An overview of the event Lectures/sessions attended and materials received Relevant and noteworthy details about the attended sessions, speakers and the relationship to the attendee's and corporation's scope Networking activities, key connections The value/benefits obtained for both the attendee and the City from participation in the event Attendees at will be required to complete a Record of Attendance form that must be reviewed and approved by the same staff person who reviews and approves the Attendee's Travel Expense Form. The Chief Corporate Services Officer should be authorized to amend the form and required content for completion of the Record of Attendance. Additional/Unaccountable per Diem of $25 for Incidental Expenses Under the provisions of the Corporate Travel Expense Policy and the Travel Expenses Section of the Mayor and Councillors' Expense Policy, all City of Brampton elected officials and all staff who travel on City business are entitled to claim an additional/unaccountable per diem of $25 for incidental expenses such as phone calls, laundry/dry cleaning, gratuities etc. and receipts are not required to be submitted. Staff and elected officials should be appropriately reimbursed, in a manner that is open and transparent, for incidental expenses they may occur while travelling on City business. In order to accomplish this goal, the entitlement to an additional/unaccountable per diem of $25 for incidental expenses should be removed 3

4 from the Corporate Travel Expense Policy and the Travel Expenses Section of the Mayor and Councillors' Expense Policy. Staff and elected officials should be entitled to claim reasonable incidental expenses based on receipts submitted or detailed on a hotel statement of account. The relevant sections of the Policies should include a notation that some incidental expenses such as "pay per view" entertainment and alcohol etc. or other expenses that are clearly not related or required to support staff or elected officials while they are travelling on City business will not be reimbursed. Housekeeping Amendments - Corporate Travel Expense Policy and the Travel Expenses Section of the Mayor and Councillors' Expense Policy The following amendments to the Corporate Travel Expense Policy are required as a result of the current corporate organization structure: a) Approval for Attendance Travel Location Within Ontario Outside Ontario and within Canada Outside Ontario and within Canada Outside Ontario and within Canada Outside Canada Outside Canada Attendee Department Staff up to and including Executive Directors and Department Chiefs Department Staff including Directors and Executive Directors Department Chief Chief Administrative Officer All Staff (except Chief Administrative Officer) Chief Administrative Officer Minimum Approval Required Executive Directors or Department Chiefs Department Chief Chief Administrative Officer Chief Administrative Officer Chief Administrative Officer Mayor 4

5 b) Approval of Travel Advances Attendee Department Staff including Directors Executive Directors Department Chief (except Chief Corporate Services Officer) Chief Corporate Services Officer Chief Administrative Officer A~!oval Required Executive Directors or Department Chiefs Department Chief Treasurer or Deputy Treasurer Chief Administrative Officer Chief Operating Officer and Treasurer or Deputy Treasurer c) Approval of Travel Expense Reports and Record of Attendance Forms Attendee Approval Required Department Staff including Directors Executive Directors or Department Chiefs Executive Directors Department Chief Department Chiefs Chief Administrative Officer Chief Administrative Officer Mayor d) Other Amendments The following terms should be amended in the Corporate Travel Expense Policy as follows: Current Term Conferences/Seminars City Manager Commissioner Financial and Information Services Contact: Peter Honeyborne, Director of Treasury Services & Deputy Treasurer Revised Term Conferences, Symposiums, Seminars, Workshops and other similar events Chief Administrative Officer Department Chief Finance, Corporate Services Contact: Shirley Gannon, Director of Treasury Services & Deputy Treasurer 5

6 HI-b The following amendment to the Corporate Travel Expense Policy and the Travel Expenses Section of the Mayor and Councillors' Expense Policy is required. e) Travelling on City Business The Corporate Travel Expense Policy and the Travel Expenses Section of the Mayor and Councillors' Expense Policy should be amended to include the following explanation: Travelling on City business includes attendance by elected officials or staff at: 1. External Technical Skills Development Programs 2. External Professional Development Programs 3. Conferences/Symposiums/Seminars IWorkshops 4. Trade/Economic Development Missions 5. Research Trips 6. Other City Business or other travel approved by City Council, the Mayor or the Chief Administrative Officer Corporate Implications: Financial Implications: The amendments to the Corporate Travel Expense Policy and the Travel Expenses Section of the Mayor and Councillors' Expense Policy described in this report will enhance accountability and transparency for ensuring value is obtained while travelling on City business and that effective financial internal control is maintained over travel expenses. Strategic Plan: This report achieves the Strategic Plan priority of Corporate Excellence by ensuring value for taxpayers is achieved. 6

7 ~ 1-1 Conclusion: The Corporate Travel Expense Policy was established during the 1990's and has been updated/refreshed a number of times and most recently in Up to February 2011, the Corporate Travel Expense Policy applied to elected officials and City staff. In February 2011, two new/refreshed policies that addressed Travel Expenses were established. The Corporate Travel Expense Policy and the Travel Expenses Section of the Mayor and Councillors' Expense Policy were established in February The recommended amendments to the Corporate Travel Expense Policy and the Travel Expenses Section of the Mayor and Councillors' Expense Policy as described in this report further contribute to ensuring transparency, accountability and value is obtained while travelling on City business and that effective financial internal control is maintained over travel expenses. Peter Simmons Chief Corporate Services Officer Appendices: A. Travel Expense Policy (February 2011) B. Record of Attendance Form Report authored by: Peter Honeyborne, Executive Director, Finance &Treasurer 7

8 Appendix A lj BRAMPTON brompton.co Flower City Corporate Policies SECTION: SUBJECT: Finance Expenses - Travel POLICY EFFECTIVE: Feb ruary 9, 2011 REPLACES: PAGE: 1 of 6 APPROVED BY: C C C Feb. 9, 2011 PROCEDURAL UPDATES Admin. Procedure FP02 POLICY STATEMENT: To establish guidelines regarding the authorizing and financing of travel by staff on behalf of the City of Brampton. PURPOSE: To ensure expenses incurred are eligible individual travel expenses and sufficient proof is provided. SCOPE: This policy applies to all City staff who incur individual travel expenses as a direct result of their attendance at: 1. External Technical Skills Development Programs 2. External Professional Development Programs 3. Conferences/Seminars 4. Trade missions, research trips 5. Other City Business or other travel at the request of City Council, the Mayor or the City Manager PROCEDURE: A. Allowable Expenses Travel expenses shall be reimbursed according to the following guidelines: 1. The City will reimburse the cost of meals based on receipts submitted. A person covered by this policy may elect to claim per diem of $60.00 consisting of $15.00 for

9 ~~J BRAMPTON brompton.co Flower City H \-9 Corporate Policies SECTION: SUBJECT: Finance Expenses - Travel POLICY EFFECTIVE: February 9, 2011 REPLACES: PAGE: 2016 APPROVED BY: C C C Feb. 9, 2011 PROCEDURAL UPDATES: Admin. Procedure FP02 breakfast, $15.00 for lunch and $30.00 for dinner in lieu of submitting receipts for meal expenses. An unaccountable per diem of $25.00 will be provided for incidental expenses including but not limited to phone calls, laundry/dry cleaning, gratuities etc. Receipts are not required when a per diem is paid. Meal costs will be reimbursed in lieu of specific per diems when supported by receipts. Where meals are included in the cost of registration for a conference/seminar or are provided separately by the City of Brampton or a third party as part of an event, program, trade mission, research trip or other function attended away from the City of Brampton, the per diems will not be paid for the specific meals provided. Individual meal per diems must be calculated based on actual travel arrangements requiring the attendee/participant to obtain meals while traveling away from the City of Brampton. That is, meal per diems that are claimed must be calculated from time of departure to the arrival time of the return trip. Deductions from per diems will not be done for "Continental breakfasts" and meals provided by airlines/railways. 2. Except as provided for in the Business Expense Policy , reimbursement for alcoholic beverages will not be provided. 3. The City will pay air/train fare based on receipts submitted to a maximum of the regular economy airfare rate. 4. Should a person covered by this policy elect to drive to a destination that is greater than 300km from Brampton in lieu of traveling by air/train, the City will reimburse expenses incurred enroute while driving, including receipted accommodation expenses, meals (per diems or receipts) and rental vehicle charges or mileage charges for use of a personal vehicle provided that all such charges as set out in this paragraph do not exceed the cost of regular economy airfare. The mileage reimbursement shall be calculated based on the driving distance from City Hall to the destination location utilizing or similar service. Mileage rates will be based on the approved mileage rates in effect at time of travel. Persons who receive a monthly car allowance shall reduce the total mileage distance claimed by 160 km, prior to calculating the mileage reimbursement amount.

10 ltftj BRAMPTON brompton.co Flower City Corporate Policies SECTION: SUBJECT: Finance Expenses - Travel POLICY EFFECTIVE: February 9, 2011 REPLACES: PAGE: 3 of 6 APPROVED BY: C C C Feb. 9, 2011 PROCEDURAL UPDATES Admin. Procedure FP02 5. Ground transportation (Taxis, Buses, Airport Shuttles, Airport Limousines etc.) will be reimbursed based on receipts submitted. 6. The City will pay for accommodation at the single room rate. All accommodation expenses will be reimbursed based on receipts submitted. 7. Registration fees shall be paid in accordance with the schedule established for the Program/Conference based on receipts submitted. Except as provided for in the Business Expense Policy , registration fees will not be paid for optional social events such as golf, excursions or fitness centres, etc. B. Approval For Attendance Attendance shall be governed by the following approval requirements. Travel Location Attendee Minimum Approval Required Within Ontario Outside Ontario and within Canada Outside Ontario and within Canada Department Staff up to and including Executive Directors and Commissioners Department Staff including Directors Executive Director or Commissioners Outside Ontario City Manager Mayor Director, Executive Director, Commissioner Executive Director or Commissioner City Manager Outside Canada All Staff (except City Manager) City Manager Staff are required to complete a "Request For Travel Approval" form and obtain necessary approvals prior to making travel arrangements and preferably four weeks prior to traveling. Completed "Request For Travel Approval" forms shall be filed with the Financial and Information Services Department prior to requesting payment for travel related expenses, including registration fees. Failure to obtain written approval on the prescribed form prior to travel may result in the staff member being required to be personally responsible for all travel related expenses, including registration fees.

11 ~~J BRAMPTON brompton.co Flower City HI-I r Corporate Policies SECTION: SUBJECT: Finance Expenses - Travel POLICY EFFECTIVE February 9, 2011 REPLACES: PAGE: 4 of 6 APPROVED BY: C C C Feb. 9, 2011 PROCEDURAL UPDATES: Admin. Procedure FP02 C. Travel Advances A travel advance may be requested for up to the amount of the estimated costs anticipated to be paid by the attendee. The cheque requisition for the travel advance must be approved as follows: City Manager Attendee Commissioner of Finance & Treasurer Executive Director or Commissioner Director Department Staff Approval By Commissioner of Financial and Information Services & Treasurer or Director of Treasury Services & Deputy Treasurer City Manager Commissioner of Financial and Information Services & Treasurer or Director of Treasury Services & Deputy Treasurer Executive Director or Commissioner Director, Executive Director or Commissioner D. Currency The daily maximums and per diem rates shall be based on the following currency guidelines. Destinations Country(s) Where Travel Occurs Applicable Currency Canada CAD $ USA & Mexico USD $ Western Europe except the United KinQdom* EUR United Kingdom GBP Eastern Europe USD $ Asia and Pacific Rim USD $ Australia AUD $ New Zealand NZD $ South America USD $ Africa USD $

12 HI - I'l. ~~ BRAMPTON brompton.co Flower City Corporate Policies SECTION: SUBJECT: Finance Expenses - Travel POLICY EFFECTIVE: February REPLACES: PAGE: 5 of 6 APPROVED BY C C C Feb PROCEDURAL UPDATES: Admin. Procedure FP02 E. Expense Reports Expense reports, complete with all required receipts, must be submitted to the Treasurer or Deputy- Treasurer within 60 calendar days of returning to the City of Brampton. The expense reports must be approved as follows, indicating that the expenses claimed by the attendee were in accordance with the applicable policies. City Manager Attendee Commissioner of Financial and Information Services & Treasurer Executive Director or Commissioner Director All Others Approval By Commissioner of Financial and Information Services & Treasurer or Director of Treasury Services & Deputy Treasurer City Manager Commissioner of Financial and Information Services & Treasurer or Director of Treasury Services & Deputy Treasurer Executive Director or Commissioner Director, Executive Director or Commissioner ACCOUNTABILITY: 1. Approval For Attendance & Budget The "Travel Expense Report" and "Reguest For Travel Approval" forms can be found on in the Forms & Templates section of the Knowledge Centre on OurBrampton - or in the "Brampton" "J" Drive on the City's Computer Network U:lref/financial policies/forms) - or from Financial and Information Services.

13 l~j BRAMPTON brompton.co Flower City Corporate Policies SECTION: SUBJECT: Finance Expenses - Travel POLICY EFFECTIVE February REPLACES: PAGE: 6 of 6 APPROVED BY: C C C Feb. 9, 2011 PROCEDURAL UPDATES: Admin. Procedure FP02 2. Dispute Resolution The procedures for dispute resolution shall be as follows: i. Executive Directors and Commissioners shall resolve disputes arising within their own departments. ii. The Treasurer and/or Deputy-Treasurer shall resolve disputes that cannot otherwise be resolved. RELATED POLICIES AND PROCEDURES Business Expense Policy (13.3.1) Expenses - Travel - Administrative Procedure FP02 - Documents meal per diem, request form, allowable hotel costs, and method for determining mileage distances ADMINISTRATION: Financial and Information Services is responsible for keeping this policy up to date. CONTACT: Peter Honeyborne, Director of Treasury Services & Deputy Treasurer,

14 ~t-,~ RECORD OF ATTENDANCE Appendix B Name of Attendee IDeptJSectlo~ Event Date I Location/City I I Venue I Overview: General description of the conference (may be copied from the conference program) Lecturers/Sessions Attended: The conference or workshop may have concurrent sessions and lectures. This section is a listing and of the sessions attended, by whom and the material collected including hand-outs, brochures, DVDs, etc. Highlights: Relevant and noteworthy details about the attended sessions, speakers and the relationship to the attendee's and corporation's scope are helpful as record and follow-up. The highlights in this section may be bullet points, and are expected to allow the reader to quickly see the topic covered and relati~nship to the corporation. Contacts: During the conference networking opportunities are many and staff are expected to interact with counterparts from other municipalities for information sharing and various other discussion including emerging issues and best practices. This section will list the persons with whom staff engaged and may include contemporaries from other communities, other government levels, consultants and special guests at the conference. Recommendations: The value of the conference should be summarized so as to assist in assessment of future attendance and participation: This section includes a rationale on future attendance and includes an explanation on the value-add to the corporation. Similarly, an explanation as to why future participation is not recommended will be inserted in this area. Date Completed: Supervisor:, Attachment - Copy of the Conference Program (cover sheet only)