Policy 7.2.3 Trustee Travel

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POLICY – 7.2.3 Trustee Travel Page 1 
 
Policy and Procedure: 7.2.3 
Approved By: Trust Council 
Approval Date: June 19, 2014 
Amendment Date(s):   
Policy Holder: Director of Administrative Services 
 
TRUSTEE TRAVEL 
A. Objectives 
 
1.1 Ensure effective travel management and administration, and promote economy and efficiency 
in the use of Islands Trust funds. 
1.2 Support the Islands Trust Council’s commitment to low carbon business travel by making 
choices that mitigate the production of greenhouse gas emissions. 
1.3 Establish standards to ensure:  
1.3.1 travel expenses are proper, reasonable and necessary to the business of Islands Trust 
bodies; 
1.3.2 accountability for travel claim requests and approvals, and travel emission reports and 
approvals. 
1.4 Provide and promote alternatives to travel to carry out the business of Islands Trust bodies. 
B. General  
This policy and the attached procedure establishes travel guidelines, allowances, reimbursement rates 
and limits for elected trustees of the Islands Trust Council and trustees appointed to the Islands Trust 
Conservancy Board. 
For the purposes of this policy, the term “trustee” is used as defined in the Islands Trust Act, as 
amended. 
For the purposes of this policy, allowable travel includes travel while on business for the following 
purposes: 
 Trust Council meetings and business (liaison, training, etc.); 
 Local trust committee business (e.g. travel to local trust committee meetings, site visits or 
other purposes related to local trust committee business); 
 Council committee meetings and business; 
 Islands Trust Conservancy Board meetings and business. 
If a trustee with a physical disability requires a personal attendant in order for the trustee to travel to 
undertake Islands Trust business, the personal attendant may claim as if the attendant were a trustee, 

POLICY – 7.2.3 Trustee Travel Page 2 
for expenses incurred and allowances permitted under this policy for the period that the personal 
attendant aided the trustee in carrying out Islands Trust business. 
Roles and Responsibilities 
 Trustees are responsible for:  
o confirming authority and securing budget approval for any extraordinary
1
 travel 
expenses before they are incurred, by seeking a resolution of the body on whose 
behalf the extraordinary travel is to be undertaken; 
o certifying that their travel expense claims are correct, complete and comply with this 
policy; and 
o ensuring that all necessary documentation is provided, along with their travel expense 
claim, within the timeframes set out in this policy. 
 Financial staff are responsible for:  
o providing reports on expenditures; and 
o certifying that travel expense claims: 
 are for business purposes, appear reasonable and comply with policy;  
 that travel related goods and services have been received. 
 The Director of Administrative Services establishes procedures for the administration and 
processing of travel expenses, and 

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