Travel and Subsistence Policy for Officials
Official source
Source domain: bergmun.org.za
Collected on 5 August 2026
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Day allowance for non-overnight official travel
Employees may claim a day allowance if they are away from their workplace for more than five hours without overnight accommodation and meals are not provided by the host organization.
- Who it is for
- employees of Bergrivier Municipality attending official events outside the municipality
- How to act on it
- Ensure travel is pre-approved; submit claim with time log and proof of no meal provision.
- Closes
- 19 September 2027
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Day allowance: payable when away from place of work for more than 5 hours without overnight accommodation and meals not provided
Attendance at congresses, seminars, and workshops with pre-approval
Directors may send up to three employees (including themselves) to attend congresses, seminars, or workshops, but only after pre-approval by the Municipal Manager. The Municipal Manager must be pre-approved by the Executive Mayor.
- Who it is for
- directors and employees of Bergrivier Municipality
- How to act on it
- Submit travel request to the Municipal Manager (for directors) or Executive Mayor (for Municipal Manager); wait for approval before attending.
- Closes
- 19 September 2027
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Congress/seminar attendance limits: Municipal Manager pre-approved by Executive Mayor; directors pre-approved by Municipal Manager; directors may send only director + two employees (max three employees per director unless specifically mandated)
Overnight allowance for official travel outside municipal boundary
An overnight allowance is available if an official is away from their workplace for more than 12 hours between 18:00 and 06:00, and the travel destination is outside the Bergrivier Municipality boundary.
- Who it is for
- municipal staff on official trips outside the municipality
- How to act on it
- Ensure travel is pre-approved; submit claim with proof of accommodation and expenses.
- Closes
- 19 September 2027
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Overnight allowance: payable only if away for longer than 12 hours (18:00–06:00) and venue is outside municipal boundary
Participation in SALGA or working group meetings
Officials may attend one or more than one-day workshops or advisory meetings hosted by SALGA or other working groups, provided they have permission and indicate if the institution is covering the costs.
- Who it is for
- employees and officials of Bergrivier Municipality
- How to act on it
- Request permission from the relevant authority; confirm if the institution is paying; submit claim if Council is expected to reimburse.
- Closes
- 19 September 2027
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SALGA/working groups: permission to attend one or more than one-day workshops/advisory meetings; if institutions pay, Council will not reimburse and request must indicate this
Claiming day allowance for training interventions outside municipal area without meals
Employees may claim a day allowance before training starts if the training is outside the municipal area and meals are not provided, even without proof of expenses.
- Who it is for
- employees of Bergrivier Municipality attending external training
- How to act on it
- Ensure training is officially approved; claim day allowance without needing receipts if meals are not provided.
- Closes
- 19 September 2027
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Training interventions outside municipal area with no meals: employees may claim a day allowance before training starts without proof of expenses
Subsistence and travel allowance for official travel
Municipal employees, directors, and the Municipal Manager can claim subsistence and travel allowances when conducting official business outside their regular workplace, provided they have obtained prior approval and meet specific conditions such as time spent away and whether meals are provided.
- Who it is for
- municipal representatives, employees, directors, and the Municipal Manager
- How to act on it
- Obtain pre-approval from the Executive Mayor, Municipal Manager, or Mayoral Committee depending on role; submit claim with supporting documentation after travel.
- Closes
- 19 September 2027
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This document is the Bergrivier Municipality “Travel and Subsistence Policy and Procedures” approved by the Mayor(al) Committee. It sets out objectives and definitions for how municipal representatives may claim subsistence and travel allowances for official travel, including rules for attendance at congresses, seminars and workshops, and conditions for accommodation and subsistence.
Facts
Reference
http://www.bergmun.org.za/sites/default/files/documents/Travel%20and%20Subsistence%20Policy%20Officials%20-%20Amendment%20BKN021-04-25%20%2815-04-25%29.pdf
Key Takeaways
- Organisation: Bergrivier Municipality
- Policy title: Travel and Subsistence Policy and Procedures
- Date approved: 19 September 2027
- Approving committee: Mayoral Committee
- Policy objective: practical, sensible, organized and effective handling of travelling and subsistence costs for municipal business
- SARS guideline linkage: subsistence/travel allowance amounts must be immediately implemented when SARS updates
- Approval requirement: all travel on business must be approved before a representative is entitled to subsistence allowance
- Subsistence allowance definition: covers personal/incidental costs (e.g., refreshments/snacks/drinks) and travelling expenses for business use; excludes personal recreation
- Day allowance: payable when away from place of work for more than 5 hours without overnight accommodation and meals not provided
- Overnight allowance: payable only if away for longer than 12 hours (18:00–06:00) and venue is outside municipal boundary
- Congress/seminar attendance limits: Municipal Manager pre-approved by Executive Mayor; directors pre-approved by Municipal Manager; directors may send only director + two employees (max three employees per director unless specifically mandated)
- SALGA/working groups: permission to attend one or more than one-day workshops/advisory meetings; if institutions pay, Council will not reimburse and request must indicate this
- Training interventions outside municipal area with no meals: employees may claim a day allowance before training starts without proof of expenses
- Bergrivier Municipality
- Mayoral Committee
- Executive Mayor
- Municipal Manager
- Directors
- South African Revenue Service (SARS)
- SALGA
- Municipal Structures Act, Act 117 of 1998
- Municipal Finance Management Act, Act 56 of 2003
- Local Government: Municipal Systems Act, Act 32 of 2000
- Regulation on Appointment and Conditions of Employment of Senior Managers (GG 37245 of 17 January 2014)
Dates
Closing Date
19 September 2027