HomeMy WebLinkAboutTR-68-81 MEMORANDUM
TO: Chairman and Members of the Finance and
Administration Committee
FROM: Kathryn Campbell , C.A. , B.Com. , Treasurer
DATE: September 9, 1981 - September 29th, 1981 meeting
SUBJECT: Mileage Rates for Non-Union Staff
ITEM: TR-68-81
RECOMMENDATION
That a res6lution be passed to re-imburse the non-union employees
at the same ratesper mile (28.5 effective January 1, 1981 and 31.5¢
effective January 1, 1982) as those given to the union employees in
the collective agreement which is effective for 1981 and 1982.
REPORT
It is only equitable that all staff members be re-imbursed for the
mileage travelled on behalf of the Corporation at the same rate.
The collective agreement has been ratified for two months and it is
now appropriate to adjust the mileage rate for those non-union members.
Attached are the expense report forms which are to be submitted by
staff members to support their various expenses.
The memorandum outlining the procedures to be followed in completing
either of the expense reports is provided for your information.
az
K. Campbell .
DB81-ML-1
JV
MEMORANDUM
TO: ALL DEPARTMENTS
FROM: Kathryn Campbell , C.A. , B.Cou. , Treasurer
DATE: September 9, 1981
SUBJECT: Filing of Expense Reports
The Treasury Department has re-designed the expense report forms
to provide separate forms for those employees and' members of Council
who are travelling on behalf of the Municipality on an irregular
basis.
A separate form is provided for those employees who are travelling
in personal vehicles on a day-to-day basis.
Expense Report Forrn #1 would be used by those employees and elected
officials who have occasion to travel for• the Municipality and -incur
such expenses as transportation, meals, accommodation, etc. It is
layed out in such a manner that you can identify the individual cost
associated with each of those expenditure oreas and also dive an
explanation for the expenditure.
In the case of meals, accommodation, parking, and any other expenses
which might be incurred, receipts should he submitted to support
those particular expenses.
The report itself is laid out in a columnar fashion, giving the claimant
room to provide the dates involved. The IIt',"t. column is to indicate
the number of Mi1eS travelled if a per,.onai vehicle is used. Column
two is for any meal expenses. Column three is for accommodation.
Column four is for parking. Column five is for other expenses which
might be incurred. Column six is the explanation in which individuals
would indicate where they had gone and four, what reason, hriefly, of
course.
For the period that the particular report covers , each column would
be totalled and then the total of columns two to five would be added
together. The mileage calculation would be done, and the total of
those two items would equal the amount payable on the report. The
claimant would sign and date the expense report and it would then be
approved by the Department Head concernr,ci.
- 2 -
Expense Report Form #2 is strictly a tr,iv(�1 expense report and it
would be used primarily by employees in the Public Works Department,
Planning Department, and Community Services Department.
This report is also set out in a columnar fashion indicating the date
when the travelling was done, the destinations, if identifiable, and
the number of miles involved. I would presume this would be a monthly
report, as those employees regularly are travelling throughout the
Municipality and outside of its bounds. Travel destinations outside
the Municipality should definitely be identified on this particular
report.
The bottom of the report provides for a forlriat for the calculations
of the mileage costs which should be prepared prior to its submission
to Treasury for payment. The claimant would sign and date this
report, as would the Department Head , indicating his approval .
i,6 .
K. Campbell .
• R� �u�rt. form 1 �"���
NA1111; 1�I;I'i'.
I�I.11IU1) Lnv��su�� 198 'M 198
Col. 1 Col. 2 COI . 3 Col.. I Col. 5
DATE .`tli l es/1111 Meals - Ilot(,1 11:11-k i I Other EXPI ANATION
r
i
i
i
TOTAL
M i l(,S/1Ql7
COST OF MILEAGE Miles/km x (/Niles/km = `�
0`1111 ?LNSE (Total 2+3+4+5)
(Attach Receipts)
TOTAL THIS P=P�T
I hereby certify the above statement of expenses to he correct.
Signature of Claimant Dale
apartment IIead Apprc .':,. D i 1.c"
16,1mr-1, I or m 2 V
t
10 w N i N I W (, A I I I
TRAVEL_ E-XI'f N d
NAME PFf'ARTMENT
PERIOD COVERED 1911; TO 198
PURPOSE OF TRAVEL
DESTINATIONS
DATE (If Identif-iaf le) # MILESMY
TOTALS
COST OF MILEAGE _ #Miles/km x C/Miles/km =
I hereby certify the above statement of my expense,, to he correct.
Claimant Signature Date
Department Head Approval Date