Ministry of Transport of New Zealand

07/27/2022 | Press release | Distributed by Public on 07/27/2022 02:07

Chief Executive Expenses 14 March 2022 – 30 June 2022 (Bryn Gandy)

CE-Expense-Disclosure-Workbook-2018

Guidance for agencies

Chief Executive Expense Disclosures: A Guide for Agency Staff
The following is a summary from "Chief Executive Expense Disclosures: A Guide for Agency Staff": http://www.ssc.govt.nz/sites/all/files/ce-expense-disclosures-guide-agency-staff-2017.docx Please read that in full first.
In the following worksheets, cells shaded light blue require input. All other cells are locked to prevent change.
Purpose
The purpose of regular public disclosure of Chief Executive's (CE) expenses is to provide transparency and accountability for discretionary expenditure by CEs of Public Service departments and statutory Crown entities.
Publishing clear and detailed disclosures is integral to building and maintaining the public's trust and confidence in the State services.
What is covered? Description (e.g. event tickets, etc)
All expenses for items experienced, used or declined by CEs in performing their role are required to be disclosed, whether paid by credit card or invoiced.
This includes expenses for more personal undertakings, such as professional development expenditure, in addition to outgoings for the likes of travel and entertainment.
CE expenses are not generally regarded as personal or commercially sensitive. Refer to the Ombudsman Guide to Chief Executive Expenses for guidance.
Business or corporate expenses for the organisation that are met from the CE's budget or paid by his /her credit card are excluded.
Expense disclosures cover the full period of the report, and are completed by each CE, including Acting CEs.
How does it work?
CEs disclose the expenses, gifts & hospitality they have expended or been offered using this SSC Excel workbook.
CEs formally approve completed Excel workbooks and an appropriate person reviews them.
They are posted on agency websites and linked to www.data.govt.nz. See: https://www.data.govt.nz/toolkit/how-do-i-add-or-update-our-chief-executive-expenses/
When and how often are disclosures made?
Disclosures cover the year to 30 June and are expected to be published by 31 July.
Disclosed Information - this workbook includes a tab for each of the following categories:
Summary and sign-off
This tab contains a summary of the information presented: it includes a single place to update entity information, running totals of the different types of expenses and gifts/benefits, and records the required checks and sign-offs before publication.
Travel
All expenses incurred by CEs during international, national and local travel are disclosed. Expenditure relating to each trip is grouped (particularly for overseas trips), but the nature of the items of expenditure are disclosed separately, with individual lines for the likes of airfares, accommodation, meals, and taxis.
Hospitality
All work-related hospitality expenses provided by the CE to people external to Public Service departments and statutory Crown entities.
All other expenses
All other expenses incurred by the CE that are not captured under the definition of travel, hospitality or gifts and benefits are disclosed in this section. This includes items such as cell phone and data costs, subscriptions, membership fees, conference fees, and professional development fees.
If in doubt, the principles of transparency and accountability apply and therefore all items are disclosed, unless there is a very good reason not to. The Ombudsman's view is that "because this expenditure is incurred by very senior employees acting in an official capacity and for a business purpose, the privacy interests of the chief executives who incurred the expenditure are low".
Gifts and benefits
All gifts, invitations to events and other hospitality, of $50 or more in total value per year, accepted or declined by the CE from people external to the organisation are disclosed. A brief explanation of what the CE did with the gifts and benefits is supplied, which includes whether the offer was declined.
Usually gifts and benefits that have more than a token value are also declared on an open register within agencies, as well as on the expenses disclosure. Please note that anything offered is official information and is covered by the Official Information Act.
The value of each gift or benefit should be provided/estimated where possible. If an estimate is approximate, valuation 'ranges' can be submitted. It should be recorded where the cost of a gift cannot be reasonably estimated, or where an estimate is inappropriate (e.g. because of the nature of the item or because disclosing an estimated value might cause offence).
How to present information
Provide information using this SSC Excel workbook: http://www.ssc.govt.nz/ce-expenses-disclosure
Complete separate tables for each category using the tabs provided in this Excel workbook: Travel, Hospitality, Gifts and Benefits, All other expenses.
Complete all fields. The header (organisation name, CE name and reporting period) will pre-populate once you enter it on the 'Summary and sign-off' tab.
Whether costs are GST exclusive or inclusive needs to be consistent on each sheet, and ideally should be consistent across all sheets. You have the option to use GST exclusive or inclusive as it may depend how you get your source information.
Mark clearly if no information to disclose - where there is no information to disclose, record this clearly on the spreadsheet with a suitable description such as "no travel expenses to disclose for this period"; "no gifts received" or "no hospitality provided". Please do not leave the page blank.
Ensure the disclosure is for the full reporting period. Include separate disclosures for each CE, including Acting CEs.
Provide sufficient detail for each item in the spreadsheet. Agencies are encouraged to take a why, what, who, where and how approach to describing individual items. A good description that outlines the nature of the item and its purpose improves understanding of why expenses have been incurred or why gifts and hospitality have been given or received.
Provide full information for every entry. The alert "Some records may be incomplete" will show in the 'Total' line if any expense has 'Cost' or 'Type of expense' missing, or, any gift has 'Accepted/Declined', 'Description' or 'Estimated value' missing.
The subtotals and totals should appear and update automatically, once you add information to the rows above. Insert more rows as you need - right click on the row number (at the left of screen) and select 'Insert' - new row will insert above.
Uploading the workbook - please ensure it is easy to find on your website.
The Disclosures webpage could be headed with a statement such as: "(This agency) is disclosing the Chief Executive's expenses, gifts and hospitality as part of its commitment to transparency and accountability".
Further assistance
The above is a summary from "Chief Executive Expense Disclosures: A Guide for Agency Staff": http://www.ssc.govt.nz/sites/all/files/ce-expense-disclosures-guide-agency-staff-2017.docx Please read that in full first.
If you have any questions, contact the team at [email protected]
For help with publishing on data.govt contact [email protected].
Expenses should be posted on agency websites and linked to www.data.govt.nz. See: https://www.data.govt.nz/toolkit/how-do-i-add-or-update-our-chief-executive-expenses/
Provide information using this SSC Excel workbook: http://www.ssc.govt.nz/ce-expenses-disclosure
Ken Smart [SSC]: Update link once finalised for new workbook

CE Expense Disclosure Workbook 2018 Worksheet - Guidance

https://www.data.govt.nz/toolkit/how-do-i-add-or-update-our-chief-executive-expenses/http://www.ssc.govt.nz/ce-expenses-disclosuremailto:[email protected]mailto:[email protected]http://www.ssc.govt.nz/ce-expenses-disclosurehttp://www.ssc.govt.nz/sites/all/files/ce-expense-disclosures-guide-agency-staff-2017.docxhttp://www.ssc.govt.nz/sites/all/files/ce-expense-disclosures-guide-agency-staff-2017.docxhttps://www.data.govt.nz/toolkit/how-do-i-add-or-update-our-chief-executive-expenses/

Summary and sign-off

Chief Executive Expenses, Gifts and Benefits Disclosure - summary & sign-off*
Organisation Name Te Manatū Waka Ministry of Transport
Chief Executive** Bryn Gandy (Acting)
Disclosure period start*** 1 July 2021
Disclosure period end*** 30 June 2022
Agency totals check Data and totals checked on all sheets
Chief Executive approval**** This disclosure has been approved by the Chief Executive
Other sign-off**** Audit & Risk Committee Chair; Chief Financial Officer
This summary page updates automatically from the 'Travel', 'Hospitality', 'All other expenses', and 'Gifts and benefits' tabs. Throughout this workbook, input cells are shaded light blue.
Summary of expenses Cost in NZ$ GST inc / exc Gifts and benefits Count
Travel expenses $1,338.01 Figures exclude GST Number offered 12
Hospitality $2,440.47 Figures exclude GST Number accepted 5
Other expenses $9,560.87 Figures exclude GST Number declined 7
International Travel $0.00 Figures exclude GST
Domestic Travel $1,338.01 Figures exclude GST
Local Travel $0.00 Figures exclude GST
Notes
* Headings on following tabs will pre populate with what you enter on this tab
** Create a new workbook for a new Chief Executive
*** Update if a shorter or different period is covered
**** This disclosure must be approved by the Chief Executive and another appropriate party, e.g. Board Chair, Chief Financial Officer or Audit and Risk Committee member
Text required for validation and checks - don't change, move, delete or overwrite
Insert additional rows as needed: right click on a row number (left of screen) and select Insert - this will insert a row above selected row.
Figures include GST (where applicable)
Figures exclude GST
Data and totals on this worksheet have NOT YET BEEN CHECKED AND CONFIRMED
Data and totals on this worksheet checked and confirmed
Data and totals have not yet been checked and confirmed for any sheet
Some data and totals have not yet been checked and confirmed
Data and totals checked on all sheets
Not yet indicated
GST inclusion inconsistent
This disclosure has not yet been approved by the Chief Executive
This disclosure has been approved by the Chief Executive
Cultural item - not appropriate to value
Under $100
$100 - $500
$500 - $1,000
Over $1,000
Estimate not possible
Accepted
Declined
-20000
Check - there are no hidden rows with data
Error - this total includes data from 'hidden' rows
Check - each entry provides sufficient information
Not all lines have an entry for "Cost in NZ$" and "Type of expense"
Not all lines have an entry for "Description", "Was the gift accepted?" and "Estimated value in NZ$"
Check that # of 'costs' = 'type of expenses' (also "accepted/declined" for gifts & benefits) TRUE
These checks (F53 to F61) are imperfect - they count the entries in each column and checks these totals are the same FALSE
0 0 TRUE
Travel checks 8 8 TRUE
0 0 TRUE
Hospitality check 2 2 TRUE
All other expenses check 1 1 TRUE
Gifts and benefits check 12 12 12 TRUE

CE Expense Disclosure Workbook 2018 Worksheet - Summary and sign-off

Travel

Chief Executive Expense Disclosure
Organisation Name Te Manatū Waka Ministry of Transport
Chief Executive Bryn Gandy (Acting)
Disclosure period start 1 July 2021
Disclosure period end 30 June 2022
GST on costs Figures exclude GST
Agency totals check Data and totals on this worksheet checked and confirmed
International, domestic and local travel expenses
All expenses incurred by chief executive during international, domestic and local travel. Group expenses relating to each trip.
International Travel (including travel within NZ at beginning and end of overseas trip)
Date(s)*
Ken Smart [SSC]: Insert additional rows as needed: - 'right click' on a row number (left of screen) - select 'Insert' (this will insert a row above it) 		Cost in NZ$** Purpose of travel (e.g. attending XYZ conference for 3 days)*** Type of expense (e.g. hotel, airfares, taxis, meals & for how many people) Location(s)
Subtotal - international travel $0.00 Check - there are no hidden rows with data Check - each entry provides sufficient information
Domestic Travel (within NZ, including travel to and from local airport)
Date(s)*
Ken Smart [SSC]: Insert additional rows as needed: - 'right click' on a row number (left of screen) - select 'Insert' (this will insert a row above it) 		Cost in NZ$ Purpose of travel (e.g. visiting district office for two days...)*** Type of expense (e.g. hotel, airfares, taxis, meals & for how many people) Location(s)
19 May 2022 $603.07 Meeting with Auckland staff and stakeholder airfares Auckland
19 May 2022 $8.00 Meeting with Auckland staff and stakeholder travel agent domestic distribution fee
19 May 2022 $15.00 Meeting with Auckland staff and stakeholder travel agenda domestic air offline
2 June 2022 $267.67 Taxis taxi charge card Wellington & Auckland
28 June 2022 264.83 Stakeholder / farewell Peter Mersi event airfares Auckland
28 June 2022 $8.00 Meeting with Auckland staff and stakeholder travel agent domestic distribution fee
28 June 2022 $15.00 Meeting with Auckland staff and stakeholder travel agenda domestic air offline
30 June 2022 $156.44 Taxis taxi charge card Wellington & Auckland
Subtotal - domestic travel $1,338.01 Check - there are no hidden rows with data Check - each entry provides sufficient information
Local Travel (within City, excluding travel to airport)
Date(s)*
Ken Smart [SSC]: Insert additional rows as needed: - 'right click' on a row number (left of screen) - select 'Insert' (this will insert a row above it)
Ken Smart [SSC]: Insert additional rows as needed: - 'right click' on a row number (left of screen) - select 'Insert' (this will insert a row above it)
Ken Smart [SSC]: Insert additional rows as needed: - 'right click' on a row number (left of screen) - select 'Insert' (this will insert a row above it) 		Cost in NZ$ Purpose of travel (e.g. meeting with Minister)*** Type of expense (e.g. taxi, parking, bus) Location(s)
Subtotal - local travel $0.00 Check - there are no hidden rows with data Check - each entry provides sufficient information
Total travel expenses $1,338.01
Notes
* Any non-standard date format or date outside 1 July 2018 - 30 June 2019 will raise an alert. Check entry and select 'Yes' to accept/continue.
** Note that GST may not apply to overseas purchases.
*** Please include sufficient information to explain the trip and its costs including destination and duration.
Insert additional rows as needed: right click on a row number (left of screen) and select Insert - this will insert a row above selected row.
Group expenditure relating to each overseas trip.
Subtotals and totals will appear automatically once you put information in rows above.
Mark clearly if there is no information to disclose - provide a note to this effect in the 'Date' column (column A) for each travel category (local, domestic and international).

CE Expense Disclosure Workbook 2018 Worksheet - Travel

Hospitality

Chief Executive Expense Disclosure
Organisation Name Te Manatū Waka Ministry of Transport
Chief Executive Bryn Gandy (Acting)
Disclosure period start 1 July 2021
Disclosure period end 30 June 2022
GST on costs Figures exclude GST
Agency totals check Data and totals on this worksheet checked and confirmed
Hospitality Offered to Third Parties*
All hospitality expenses provided by the chief executive in the context of his/her job to anyone external to the Public Service or statutory Crown entities.
Date(s)**
Ken Smart [SSC]: Insert additional rows as needed: - 'right click' on a row number (left of screen) - select 'Insert' (this will insert a row above it) 		Cost in NZ$ Purpose of hospitality (e.g. hosting delegation from China, building relationships, team building) Type of expense (what and for how many e.g. dinner for 5) Location(s)
28 June 2022 $1,043.47 Stakeholder Engagement | Sector farewell - outgoing CE Peter Mersi drinks and nibbles (12) Auckland
29 June 2022 $1,397.00 Stakeholder Engagement | Sector farewell - outgoing CE Peter Mersi drinks and nibbles (50) Wellington
Total hospitality expenses $2,440.47 Check - there are no hidden rows with data Check - each entry provides sufficient information
Notes
* Third parties include people and organisations external to the public service or statutory Crown entities.
** Any non-standard date format or date outside 1 July 2018 - 30 June 2019 will raise an alert. Check entry and select 'Yes' to accept/continue.
Insert additional rows as needed: right click on a row number (left of screen) and select Insert - this will insert a row above selected row.
Total cost will appear automatically once you put information in rows above.
Mark clearly if there is no information to disclose - provide a note to this effect in the 'Date' column (column A).

CE Expense Disclosure Workbook 2018 Worksheet - Hospitality

All other expenses

Chief Executive Expense Disclosure
Organisation Name Te Manatū Waka Ministry of Transport
Chief Executive Bryn Gandy (Acting)
Disclosure period start 1 July 2021
Disclosure period end 30 June 2022
GST on costs Figures exclude GST
Agency totals check Data and totals on this worksheet checked and confirmed
All Other Expenses
All other expenditure incurred by the chief executive that is not travel, hospitality or gifts. Include e.g. phone and data costs, subscriptions, membership fees, conference fees, professional development costs, books and anything else.
Date(s)*
Ken Smart [SSC]: Insert additional rows as needed: - 'right click' on a row number (left of screen) - select 'Insert' (this will insert a row above it) 		Cost in NZ$ Purpose of expense (e.g. subscription part of employment agreement, development as agreed with SSC) Type of expense (e.g. phone and data costs, membership fees) Location(s)
2 June 2022 $9,560.87 Institute of Directors - Company Directors Course Professional development Wellington
Total other expenses $9,560.87 Check - there are no hidden rows with data Check - each entry provides sufficient information
Notes
* Any non-standard date format or date outside 1 July 2018 - 30 June 2019 will raise an alert. Check entry and select 'Yes' to accept/continue.
Insert additional rows as needed: right click on a row number (left of screen) and select Insert - this will insert a row above selected row.
Total cost will appear automatically once you put information in rows above.
Mark clearly if there is no information to disclose - provide a note to this effect in the 'Date' column (column A).

CE Expense Disclosure Workbook 2018 Worksheet - All other expenses

Gifts and benefits

Chief Executive Gifts and Benefits Disclosure
Organisation Name Te Manatū Waka Ministry of Transport
Chief Executive Bryn Gandy (Acting)
Disclosure period start 1 July 2021
Disclosure period end 30 June 2022
GST on values Figures exclude GST
Agency totals check Data and totals on this worksheet checked and confirmed
Gifts and Benefits over $50 annual value
Include all gifts, invitations to events and other hospitality, of $50 or more in total value per year, offered to the chief executive by people external to the organisation. Include all gifts, invitations or other hospitality whether accepted or declined.
Date(s)*
Ken Smart [SSC]: Insert additional rows as needed: - 'right click' on a row number (left of screen) - select 'Insert' (this will insert a row above it) 		Description (e.g. event tickets, etc.) Was the gift accepted? (drop-down list in cell) Offered by (who made the offer?) Estimated value in NZ$ (drop-down list in cell but provide specific value if possible) Other comments (e.g. if given to others, whom?)
30 March 2022 Official Opening - Transmission Gully Declined Waka Kotahi Under $100
27 April 2022 Breakfast event Declined Ciara Craig Under $100
10 May 2022 Stakeholder function Declined Infrastructure Team - MinterEllisonRuddWatts Under $100
12 May 2022 Dinner Accepted Victoria University Security Proessionals programme Under $100
16 May 2022 Presentation - Emissions Reduction Plan Declined Hon James Shaw Under $100
17 May 2022 NZ SAR Awards Accepted Dame Cindy Kiro Under $100
20 May 2022 Launch - Emissions Reduction Plan Accepted Vicky Robertson CE MfE Under $100
27 May 2022 Luncheon Declined Wista New Zealand Under $100
31 May 2022 Breakfast Roundtable Declined EY Under $100
9 June 2022 SLT Dinner Accepted Peter Mersi (personal) Under $100
15 June 2022 Client function Accepted Beca Under $100
15 June 2022 Seminar - The managed retreat panel Declined Bell Gully Under $100
Total count of gift/benefit entries: Offered 12 Check - there are no hidden rows with data Check - each entry provides sufficient information
Accepted 5
Declined 7
Notes
* Any non-standard date format or date outside 1 July 2018 - 30 June 2019 will raise an alert. Check entry and select 'Yes' to accept/continue.
Insert additional rows as needed: right click on a row number (left of screen) and select Insert - this will insert a row above selected row.
A one-off offer of something worth $25 is not included, but if the offer is made more than once a year, it should be disclosed.
Include items such as invitations to functions and events, event tickets, gifts from overseas counterparts and commercial organisations (including that accepted by immediate family members).
Include gifts and benefits that are declined.
Number of gifts/benefits will update automatically once you put information in rows above.
Mark clearly if there is no information to disclose - provide a note to this effect in the 'Date' column (column A).

CE Expense Disclosure Workbook 2018 Worksheet - Gifts and benefits