Councillor reimbursement provisions

Richmond Town Hall Please find below the Councillor Reimbursment Provisions for the Yarra Councillors' Code of Conduct:

13. Councillor Reimbursement Provisions

13.1 Re-imbursement Items:

Councillor reimbursement provisions will apply in certain circumstances such as:

Travelling Expenses
Conferences and Seminars
Child Care Expenses
Communication Expenses.

Upon the completion and forwarding of claim form to the Governance Unit, expenses will be paid to Councillors under certain circumstances (Refer Attachment 5, “Councillor Expense Entitlements Policy”, Part 15 of this Code).

13.2 Other Expenditure

Any expenditure not specified above as expenditure for which a Councillor is entitled to be reimbursed or paid by Council shall be the responsibility of the Councillor, except where Council resolves otherwise.

13.3 General Provisions

The following general provisions apply wherever appropriate to determine the amount of out of pocket expenses that will be reimbursed to Councillors:

That travel must be undertaken as quickly as possible and by the shortest route possible
That any time occupied in other than authorised Council business, is not to be included in the calculation of any expenses to be paid
Wherever possible and practicable, a Councillor should seek prior Council approval before attending an activity for the purpose of making payments in relation to any expenses incurred
Where travel is by flight, the standard form of travel will be economy class, and
Claims will only be paid on the basis of the actual form of transport used and in the form of reasonable allowances towards or reimbursement of necessary out of pocket expenses.

13.4 Receipts

Reimbursement of expenses will be on presentation of suitable documentation to substantiate the expenditure.

Wherever possible, Councillors are to provide to the Executive Manager - Governance fully accredited receipts for any expenses incurred. The expenses will, unless authorised by the Chief Executive Officer, be paid in arrears.

Details of expenses and receipts should be listed on the ‘Councillors’ Expense Claim’ form for reimbursement. Such expense claims are to be forwarded to the Executive Manager -Governance.

13.5 Reporting

The Governance Unit will maintain a register with all claims for ongoing budgetary purposes.

Further information

Ivan Gilbert
Executive Manager - Governance
9205 5110
Ivan.Gilbert@yarracity.vic.gov.au