2014-01-13 Item 6.3 Appendices 1-5

ORDINARY MEETING AGENDA   2 JANUARY 2014




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ORDINARY MEETING AGENDA                                                             2 JANUARY 2014

  COUNCILLORS’ EXPENSES REIMBURSEMENT POLICY

  6.3    Travel as Required to Represent Council
  Council will reimburse  travel expenses (e.g. flights, motor vehicle, accommodation, meals and
  associated registration fees) deemed reasonable and necessary to achieve the business of
  Council where:
  °     A Councillor is an official representative of Council; and
  .     The activity/event and travel has been endorsed by resolution of Council, or by the Mayor.
  Approval for such travel is subject to the following conditions:
  °     Wherever possible all travel by Councillors will be booked and paid for by Council in
        advance;
  °     Council will generally cover accommodation up to a 4 star maximum standard;
  °     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;
  .     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;

  6.4   Private Vehicle Usage
  The use of a Councillor's private vehicle for Council business (as defined) will be reimbursed by
  Council.
  Councillors 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.

  Noosa Shire Council                                                                    Page 3 of 6

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