As per City of Edmonton (City) Bylaw 14040 – Edmonton Police Commission (Commission) Bylaw, Section 12 – Expense and Hosting, the Commission shall reimburse employees for expenses in accordance with City directives and procedures for City employees. This policy has aligned both Commission employees and commissioner business expense reimbursements to this directive.
The purpose of this policy is to outline in detail and to give clear direction to both Commissioners and Commission staff the business expenses which can be reimbursed. NOTE: The list of events used in this policy are examples only and are not meant to provide an exhaustive list.
PRINCIPLES:
• The use of public funds by the Commission for expenses occurred while discharging their duties as a Commissioner must be able to withstand public scrutiny as well as any internal or external audit.
• Commissioners and Commission staff are expected to demonstrate both stewardship and accountability when incurring and approving business expenses.
• All expenses incurred must be demonstrated to be necessary, reasonable, appropriate, and the most economical, taking into account health, safety, and security.
Definitions:
FULL DAY OF TRAVEL: When a Commissioner or employee departs from their residence or work location before 7:30 am and returns to their residence or place of work after 5:30 pm when travelling. Full day of travel is relevant for claiming per diem meals.
HOSTING: Means providing meals and/or non-alcoholic refreshments at authorized Commission functions attended by external parties and/or employees. Furthermore, hospitality under this definition can be extended to support Commission business and/or is considered desirable as a matter of courtesy or protocol.
MEAL PER DIEM ALLOWANCE: While in travel status, Commissioners and employees may claim the maximum Full Day of Travel meal per diem (daily) allowance of $65. This maximum includes tips/gratuities and taxes (PST/GST/HST). NOTE: Assumes that travelers are required to be at the airport two hours prior to departure.
REIMBURSEMENT RATE: The per kilometer rate at which business travel will be reimbursed. The reimbursement rate is based on a formula established by the City of Edmonton through their Private Vehicle Reimbursement policy which sets the rate based on the National Joint Council (NJC) per-kilometre allowance published on their website.
Guidelines:
- Commission members and staff members will be reimbursed for costs related to Commission approved business. This includes attendance at events where a Commissioner or Commissioners are attending on behalf of the Commission and/or an event which the Commission is sponsoring. All claims must be supported by receipts.
- Where Commission approval has not been received for attendance at a particular event, or is otherwise not captured by this policy, then prior approval by the Commission Chair is required for a specific activity in order to receive reimbursement. Approval and reimbursement will not normally be granted for the following events:
a. Social events, unless a clear connection can be made to an EPC policy for community engagement;
b. EPS social events (i.e. golf tournament or EPS half marathon) unless a clear opportunity is present that exposes EPC to a broader employee audience;
c. Retirement parties, except for the Chief or Deputies or equivalent;
d. Holiday parties; and,
e. External recognition events.
- The Commission shall reimburse employees for expenses in accordance with approved City directives and procedures for City employees as stated in Part III, Section 12a) of the Edmonton Police Commission Bylaw (Bylaw 14040).
- Expenses incurred by additional individual(s) accompanying a Commissioner (i.e. guest, spouse, partner, etc.) are not reimbursable.
- A Commission member or staff member will be reimbursed for reasonable travel expenses to workshops, seminars, conferences, and other business meetings outside the City of Edmonton.
- All accommodations and air travel should be selected based on being reasonable and practical and cost, using professional judgment. Airlines and fare class cannot be chosen based on personal frequent flyer program incentives and/or personal preference.
- The Commission encourages using staff resources to make all travel arrangements (transportation, accommodation, and other) to take advantage of cost savings; however, on occasions when Commission members make their own arrangements reimbursement will be provided in accordance with this policy.
- Commissioners and staff members who use their private vehicle in the performance of their duties will be reimbursed for travel within City of Edmonton at an established rate as set by the City of Edmonton in their Administrative Procedure – Private Vehicle Reimbursement (Policy # A1206 – Financial Administrative and Control Policy).
- The per diem allowances for meals can be claimed when a receipt is not available. The total per diem amount claimed shall not exceed $65 for a full day of travel. NOTE: When meals are included in travel events (e.g. conference fees, airfare) the per diem for the meal(s) included is not reimbursed.
– Breakfast allowance: $15 (Departure from Edmonton Must be before 9 a.m. or Arrival in Edmonton must be after 9 a.m.)
– Lunch allowance: $20 (Departure from Edmonton Must be before 1 p.m. or Arrival in Edmonton must be after 1 p.m.)
– Dinner allowance: $30 ((Departure from Edmonton Must be before 5:30 p.m. or Arrival in Edmonton must be after 5:30 p.m.)
- Tipping for services while on Commission business or hosting is limited to a maximum of 18%. Should a flat rate be applied automatically to a bill that is greater than 18%, then the reimbursement is allowable. The per diem guideline for meals includes tipping and taxes.
- A Commissioner wishing to combine a business trip with personal travel may do so at their own expense and effort. The Commissioner is expected to pay for any expense not related to their business travel.
- Other travel expenses such as car rental, parking, luggage charges, ground transportation, and seat selection are all eligible for reimbursement.
- Incidental expenses such as, but not limited to, coin laundry, public transit, meter parking, can be reimbursed $10 per full day of travel.
- Expenses such as alcoholic beverages, airport lounge access, additional car rental insurance, flight cancellation insurance, additional medical insurance, and passport fees are not eligible for reimbursement.
- Commission members will not be reimbursed for maintaining a home office or other normal everyday costs of being a member of the Commission.
Procedures:
References:
- City of Edmonton Bylaw 14040 – Edmonton Police Commission Bylaw
- City of Edmonton Administrative Policy A1206 Financial Administrative & Control –Employee Business Expenses & Private Vehicle Reimbursement Procedures
- Edmonton Police Commission Policy 5.5.2 – Expenditure Approval and Signing Authorities
Revised June 19, 2025