The Town of Vermilion now has a travel reimbursement policy.
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“We are going to break it out into separate policies, so they speak to the individual items. This would be the first travel reimbursement policy,” said Shannon Harrower, Town of Vermilion CAO.
The town previously processed requests for reimbursement through the completion and submission of an expense voucher. While the voucher was updated every year for mileage and subsistence, there was no set regulations for it.
“There’s no set regulations governing what can and can’t be reimbursed,” said Harrower. “We do, under the current policy, have very vague guidelines as to what can and can’t be reimbursed.”
The additions to the policy establish departure and return times for proper compensation for breakfast, lunch and dinner.
“We’ve gone so far as to add additional rules and regulations governing the reimbursement for travel expenses related to council or administration attendance at conferences and/or approved professional development opportunities,” said Harrower.
There is a flat rate offered if the individual does not have a receipt for their meal, which drew council discussion and questions surrounding if that should be included in the policy.
“The flat rate is very common in a lot of places, so most municipalities do have it,” said Harrower. “If you do not have receipts you have to submit the conference package to show there was no approved breakfast, lunch, dinner. That’s why you’re submitting those expenses.”
She said it could be removed if council chose to.
Deputy Mayor Joshua Rayment pointed out there’s no compensation for being away from home.
“There is no compensation for being away from home like you would receive in industry,” he said. “These flat rates make a lot of sense to compensate you for meals while you’re out of town.”
Council voted in favour of approving the policy without any changes.
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