Occasionally members will travel outside the province on pre-approved Legislative Assembly business, such as attending conferences in other jurisdictions. Travel should not be undertaken when its purpose can be adequately met through electronic communication.
Members are expected to make reasonable expenditures for for meals, accommodation and travel, and to economize where possible. Any expense incurred by a member on behalf of any other person(s) may not be claimed unless specifically authorized in this policy.
Members wishing to travel for Legislative Assembly business should complete the form provided by the Office of the Clerk. Travel will not be paid for nor reimbursement provided without authorization of the Clerk.
In situations where a member is required to be on travel status for an extended period of time, the Clerk may authorize a payment in advance for out-of-pocket expenses anticipated to be incurred by the member. In these cases, an advance payment will be available no more than 10 days prior to the commencement of travel and shall be accounted for within 15 days of the day travel ends.
Method of travel
Every member shall travel by the most direct route and the most economical mode of travel, taking into consideration travel time involved. Flights will be booked in economy class.
Travel that combines Assembly and personal business will be reimbursed the lesser of actual transportation expenses or an estimate of the minimum acceptable expenses that would have been incurred if the personal travel had not taken place. If the member intends to include personal travel as part of the business travel, the situation should be documented and approved prior to the start of the travel.
The claim of every member for transportation expenses shall be restricted to the cost of the following standards of travel at the most efficient and economical rate considering the needs at the time:
- by air, economy class; the lowest available airfares appropriate to particular itineraries shall be sought when making bookings;
- by government-owned or leased motor vehicle;
- by rental vehicle
- by privately-owned motor vehicle, a transportation allowance;
- by bus; or
- by rail, where sleeping accommodation is not required, economy class.
All transportation expenses incurred, with the exception of private motor vehicle expenses, must be supported by a receipt.
Where it has been determined that air travel is the most efficient and cost-effective mode of transportation but a member requests they be allowed to travel by their own private motor vehicle, the Clerk has the authority to approve such travel arrangements. In such circumstances, the member will only be reimbursed the airfare equivalent in lieu of the motor vehicle travel allowance. The member will not be eligible to claim for expenses while en route. Prior to approving out-of-province travel by privately-owned motor vehicle, a comparison to the costs of renting a car must be considered.
Taxis and other expenses
A taxi may be used by a member only where no convenient public transportation is available, or where the saving of official time is essential.
Other travel expenses may include:
- ferry charges;
- bridge, road, or tunnel tolls;
- parking charges;
- checking baggage and seat selection;
- appropriate travel insurance (cancellation, vehicle rental, etc.); and
- travel agency booking fees.
Members should submit completed travel claims to:
Coles Building, 1st floor
175 Richmond Street