2014-06-17 Planning & Organisation Committee Agenda

PLANNING & ORGANISATION COMMITTEE MEETING AGENDA    17 JUNE 2014




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PLANNING & ORGANISATION COMMITTEE MEETING AGENDA                                       17 JUNE 2014

 STRATEGIC POLICY - COUNCILLORS’ EXPENSES REIMBURSEMENT POLICY

 e   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;
 e   Travel is to be undertaken by the most direct route;
 e   Travel tickets are not transferrable;
 e   Requests for travel should be made in sufficient time to take advantage of discounts and gain
     access to the widest range of flights;
 e   Economy class travel is the standard, unless otherwise approved;
 e   Any fine issued whilst undertaking Council business is the responsibility of the Councillor
     incurring the fine;
 e   Travel insurance is provided for all Councillors on Council business;

 4     Private Vehicle Usage

 The use of a Councillor's private vehicle for Council business (as defined) will be reimbursed by
 Council. The Mayor will not receive any financial reimbursement for private vehicle use.
 Councillors (excluding the Mayor) may elect one of two options regarding this reimbursement.
 Option 1
 Councillors accept an annual payment of $5,000 as reimbursement for the use of their private
 vehicles on Council business.

 Option 2
 Councillors may make a monthly claim for reimbursement of use of their private vehicles on
 Council business by submitting the appropriate form detailing the relevant travel based on log book
 details.

 The amount reimbursed will be based on the published Australian Tax Office business use of
 motor vehicle cents per kilometre method, and kilometre rate applicable at the time of travel.
 Councillors will be provided with an appropriate log book to assist in this process.

 5     Meals

 The reimbursement of meal costs of Councillors 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:

 e   Incurs the cost personally; and
 e   ls not provided with a meal within the registration costs of the approved activity/event; and
 e   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 a maximum of the meal
 allowance amounts as stated within the current relevant Australian Taxation Office Taxation
 Determination.

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

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