2016-08-09 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                  9 AUGUST 2016


Details/Conditions for travel under Section 2

Travel
Approval for such travel as noted above is subject to the following conditions:
   Wherever possible all travel by Councillors will be booked and paid for by Council in
     advance;
   Travel is to be undertaken by the most direct route;
   Travel tickets are not transferrable;
   Requests for travel should be made in sufficient time to take advantage of discounts and
     gain access to the widest range of flights;
   Economy class travel is the standard, unless otherwise approved;
   Any fine issued whilst undertaking Council business is the responsibility of the Councillor
     incurring the fine;
   Travel insurance is provided for all Councillors on Council business.

Meals when travelling for Council business

The reimbursement of meal costs of Councillors when travelling on Council business may be
made using one of the two methods below:

Method 1 - Council will reimburse the reasonable cost of meals where a Councillor:
 Incurs the cost personally; and
 Is not provided with a meal within the registration costs of the approved activity/event; and
 Produces a valid tax invoice.

Method 2 - If a Councillor is unable to produce a tax invoice and seeks reimbursement for meals
while attending official Council business, he/she may claim up to the maximum meal allowance in
accordance the Australian Tax Office (ATO) standards.

Expenses relating to the consumption of alcohol will not be reimbursed.

Accommodation

Councillors may need to stay away from home overnight while attending to Council business. All
accommodation associated with Council business will be booked and paid for by Council.

When attending conferences, Councillors should try to take advantage of the package provided
by conference organisers (if offered and applicable) and therefore stay in the recommended
accommodation subject to availability. Otherwise, suitable accommodation will be sought within
a reasonable distance to the venue in which the Councillor is to attend.

Overnight accommodation will be reimbursed when a Councillor is unexpectedly required to stay
outside the Sunshine Coast Region and it is unreasonable to expect the Councillor to return
home for the night (accommodation selected should be of a reasonable standard and
appropriately priced).




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