Levels of Payment —

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Qualifying expenses under Section 3 shall be limited as follows:

(a) -‘ hotel accommodation shall be of standard quality;

(b) airfare, including cancellation insurance, shall be limited to the advanced booking
rate when sufficient time is available to obtain that rate;

(c¢) automobile expenses shall be limited to an amount equivalent to the least expensive
retum airfare to the destination, plus ground transportation costs to and from the

airport;
any discounts in travel or accommodation costs offered by a host organization must
be used;

no expense Claim may be made for meals provided for a spouse or other relative of a
Council member, officer or employee; '

when meais are included in conference or convention registration fess no expense
claim may be made for equivalent meals;

expenses shall be limited in every case to expenses actuaily incurred.

The maximum level of payment for hotel accommodation will be the single room rate.

The maximum level of payment for airfare will be the economy fare.

The maximum level of payment for personal automobile travel will be the maximum rate
then payable under the City’s current collective agreement.

The maximum level of payment for meals and incidental expenses is $60.00 daily for
officers and employees, and $100.00 daily for Council members. Maximum incidental
expenses for partial travel days will be pro-rated. :

Recovery of Expenses

9.

Expenses payable under this bylaw shall be reimbursed to Council members, officers and
employees upon submission of a signed travel expense claim (in a form supplied by the
Treasury Department) to the Treasurer.

All expenditures must be supported by receipts.

The Treasurer may accept a claim without a receipt where no receipt could be obtained or
the receipt was lost, upon submission of a signed declaration that the expense was incurred,
provided that the Treasurer shall obtain Council’s authorization in advance for payment of
any claim in excess of $50.00 that is not supported by receipts,