Loading...
HomeMy WebLinkAboutNB 3 TRAVEL/EXP POLICY 11-01-93NEW BUSINESS NO. 3 AGENDA. 11-~-93 DATE: OCTOBER 26, 1993 Inter-Com TO: FROM: SUBJECT: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL WILLIAM A. HUSTON, CITY MANAGER TRAVEL AND EXPENSE POLICY RECOMMENDATION: That the City Council adopt the attached Travel and Expense Policy. FISCAL IMPACT: None. BACKGROUND: The City Council had directed staff to prepare a new travel and expense policy in order to update and consolidate previous policies and practices. The attached Travel and Expense Policy places in one document policies concerning travel, meeting and related expenses. The policy has been reviewed by the Audit Committee (its suggested changes have been included) which recommends adoption of the policy. WAHl' Attachment November 1, 1993 TRAVEL ANDi' EXPENSE POLICY I. PURPOSE: For purposes of this policy, employee shall mean all regular, part-time, temporary and contract employees designated to represent the City at an authorized meeting, training session, or conference. This policy shall apply to elected officials, boards and commissions unless otherwise amended or subject to other policies set forth in a resolution or ordinance adopted by the City Council. II. POLICY STATEMENT: This policy is to assure that C%ty employees and officials adhere to procedures when arranging for tr~vel, lodging, and other expenses and that they are paid for reasonable expenses incurred for travel, conferences, meetings, and meals as a result of conducting authorized City business. The policy assures that payments made by the City are for actual and necessary expenses incurred for City business. It also assures that City employees and officials will receive advances/reimbursements in a timely manner. Employee travel may be authorized for conducti.ng City business at one day or extended* activities such as professional meetings, c°~ferenCes and training sessions. Payments for travel and meeting expenses may be in the form of either advances or reimbursement, including appropriate registration fees, food, lodging, transportation costs and reasonable incidental expenses. Administration of this policy and any associated administrative guidelines is the responsibility of the Department Head. An individual may not authorize or approve reimbursement for his/her own travel; clain forms must be approved by the individual's supervisor. Ail regular, temporary or contract employees must receive express authorization in advance from the City Manager for all travel and conferences. The City Manager may authorize the request subject tc his/her discretion and subject to City Council approval of the annual budget. Travel and expenses for the City Council, Boards and Commissions shall be subject to appropriation of funds in the annual budget and any supplemental policies adopted by ordinance or resolution. For purposes of this policy, "extended" refers to travel of more than one day (where an overnight stay is required). -- POLICY AND PROCEDURES - Travel And Expense Policy Page 2 of 8 III. TRANSPORTATION REIMBURSEMENT= 1. Employees shall be entitled to reimbursement for necessary transportation expenses incurred while on official City business. claims submitted shall be approved by the Department Head. All claims for reimbursement shall be reviewed by the City Manager or his/her designee. 2. Travel to conferences, seminars and meetings within a 100-mile radius of the City of Tustin shall be considered as local travel and must be approved by the Department Head or City Manager. Appropriate expense voucher and mileage reimbursement forms shall be processed, as necessary. All travel claims must be submitted reflecting the starting and ending points at City Hall, regardless of where the actual travel began/ended (i.e. home, another meeting, etc). If a private automobile is used, reimbursement shall be at the current rate authorized by the internal'Revenue Service (IRS). 3. Transportation costs.include, but are not limited to, airplane, train, bus and taxi fares, bridge, tolls, parking and car rental. Selection of carrier, reservations, and ticketing shall be arranged as early as feasible to obtain the greatest discount, and to consider the use of alternate, but nearby, airports with ground transportation to take advantage of the lowest fares. Extension of the trip, at the employee's discretion, to cover any stayover to obtain a lower airfare does not entitle the employee to be reimbursed for the extra day's hotel costs or per diem. A private vehicle can be used in lieu of air travel if the employee so desires and it is more advantageous to the City. Pre-approval by the Department Head or City Manager must be obtained. However, the total documented mileage and all other travel expenses incurred cannot exceed the airfare amount. The City will reimburse the employee the lesser of the two means of travel. Any frequent flyer mileage granted to an employee, while on City business, shall be given to the City for its subsequent use. NO frequent flyer mileage obtained while on City business shall be used for personal travel. If arrangements are made by the employee and other arrangements would have been less costly to the city, the employee shall reimburse the City the difference. 4. Lodqinq - Reimbursement is allowable for lodging expenses associated with attendance at out-of-area conferences or meetings. Overnight lodging expenses assoc.iated with meeting attendance within a 100-mile radius of Tustin may be authorized if the overnight stay is justified based on e~rly morning or late hour attendance requirements. Such overnight stay shall be preauthorized by the City Manager. The cost of accommodations shall be reimbursed or paid directly by the City. Policy an~ Procedures - Travel an~ Expense Policy Page 3 of 8 When making hotel reservations, the hotel recommended by the organization sponsoring the conference or meeting shall be used as a first priority. If rooms are not available, an alternate hotel in proximity to the location of the conference or meeting should then be selected. The cost of the alternate hotel shall not exceed the cost expended at the hotels recommended by the conference. Lodging expense for non-conference meetings shall not exceed the amount referred to in the "Travel Allowances" schedule of rates used by the federal government. Employees may have the billing for accommodations sent directly to the City for payment. In such instances, it will be processed by the employee's department and submitted to the Finance Department. The Finance Department shall pay the invoice and, in turn, the employee will reimburse the City for any additional charges for double occupancy, room service or other items. Reimbursements will not be made for room service, movies, phone calls, and other non-business related expenses. 5. Advance Allowance - The expense/advance rate is $50.00 per day. The allowance of $50.00 is for a full day away from the office ($25.00 for a half day) if'the-employee must travel outside a 100 mile radius of City Hall. Any travel over 100 miles is subject to receiving an advance. If the travel is less than 100 miles, the employee will be reimbursed for out-of-pocket expenses. Authorized expenses are meals, tips, parking fees, and other City-related expenses incurred. The employee shall submit a Travel Request/Reconciliation Form within five (5) working days of returning from the conference or meeting. Any advance amount not used shall be reimbursed to the City at the time the employee files the Travel Request/Reconciliation Form. All employees and officials covered under this policy will be required to justify all expenses. Any unreconciled travel advances will appear on the individual's W-2 form as required by Internal Revenue Service regulations. 6. Within five (5) working days following attendance at the conference, training seminar, and/or meeting, a Travel Request/Reconciliation Form shall be completed listing the actual expenses incurred. Receipts and other documents must be submitted as back-up to the Travel Request/Reconciliation Form. The completed form shall be forwarded to the appropriate Department Head and City Manager for approval. The form will then be forwarded to the Finance Department for payment/refund. 7. No person'al.'expen~es such as laundry, barbering, va'let'service, in- room movies, room service (meals may be obtained through room service subject to the requirements of Section III (4) and (9) of this policy), or personal telephone calls shall be allowed. Alcoholic beverages are a non-allowable expense. Expenses incurred by family members or guests who accompany a City official or employee shall not be reimbursed. Policy and Procedures - Travel And Expense Policy Page 4 of 8 8. If the employee or official is traveling on behalf of another public agency, that agency is expected to handle all expenses, unless otherwise authorized by the City Council. The City is not responsible for any expenses - including advances or reimbursements. The only exception would be where the employee serves on a committee of a public agency which does not provide travel expenses, such as the League of California Cities or professional associations. Membership on any such committee (which requires City expense for travel) must be approved by the City Manager. 9. Meals - For one day out-of-town, or local, official trips, including training sessions; meals will not be paid by the City, unless the meal expense is part of the registration fee. Meals which are included in registration fees, as stated in meeting or conference literature, must be subtracted from the total daily maximum advance amount received (pursuant to Section III (5), based on the following allowance. Meal Reimbursement Guidelines: Breakfast $ 6.00 Lunch $10.00 Dinner ' ' $25~00 Miscellaneous $ 9.00 Total Daily Maximum: $50.00 City funds cannot be used to purchase food, beverages, or supplies for employee meetings. If departments choose to celebrate a special event or holiday, any meal charges must be paid by the employees of that department. An employee may request an advance or reimbursement for a meal that is for City business purposes. Meal.expenses shall be subject to the approved annual budget and administrative regulations set forth by the City Manager. 10. Baggaqe Charges, Tips and Gratuities - Reasonable amounts for tips and gratuities will be allowed. These expenses, as well as parking, shall be included in the miscellaneous charges (see paragraph 9). 11. Public .Transit, Carpooling - Employees are encouraged to make optimum use of available public transit services and carpooling for local area travel. Policy and Procedures - Travel And Expense Policy Page 5 of 8 12. Rental Vehicles - Rental vehicles, at City expense, may only be obtained when on City business and public transit is not available or practical. A rental vehicle requires prior approval of.the Department Head and City Manager. A vehicle may be rented only where it is less costly than other forms of transportation. Only intermediate size vehicles, or vehicles with an equivalent rental rate, will be authorized. If two or more employees are attending the same meeting or conference, and if needed for City business, then only one vehicle may be rented at City expense. Car rental liability insurance should be purchased from the rental agency. EXPENDITURES IN EXCESS OF GUIDELINE RATES: Employees exceeding the daily maximum rate for meals or lodging must indicate on the expense report justification for expenditures over the guideline limit. Approval of the City Manager is required for any expenditure in excess of the guideline rates. ,. · . TRAVEL ADVANCE PROCESS: 1. Travel advances may be requested. Requests for travel advances are to be processed in accordance with procedures established by the Finance Department. 2. Upon return from an event for which a travel advance has been issued, the employee shall submit to the Finance Department a travel claim for the full amount of actual expenses incurred, along with receipts. All claims shall be reviewed and approved by the Department Head and the City Manager. 3. The determination as to whether an expense is necessary will be made by the Department Head and City Manager. If the approved claim is greater than the advance, the difference will be paid to the employee. In the event the travel advance was higher than actual expenses incurred, the employee shall submit the difference at the time the claim form is filed. If a Travel Request/Reconciliation Form is not submitted to Finance within five (5) days of the employee's return, all monies advanced to the employee shall be, automatically and without notice, considered taxable income and included in the individual's W-2 form as such, per Internal Revenue Service regulations. Policy and Procedures - Travel And Expense Policy Page 6 of 8 POLICE OFFICERS STANDARDS AND TRAININ~ (POST) REIMBURSEMENT: Sworn police personnel who are' reimbursed for any POST seminars, certifications, etc. shall reconcile their expenses incurred via the Travel Request/Reconciliation Form pursuant to all provisions of this policy. Reimbursement for those expenses incurred in connection with POST cannot exceed the amounts permitted by the City policy. IV. GENERAL EXPENSE POLICY AND PROCEDURES 1. Use of City Vehicles - Employees may use a City vehicle during regular business hours to conduct City business. A City vehicle, not assigned to a specific individual, cannot be used for personal use. However, employees who carpool to work may use a City. fleet vehicle subject to the provisions of the City's Air Quality Management District (AQMD) program approved by AQMD and the City Council. Employees using a City vehicle must follow the departmental procedures for use of a vehicle. The Police Chief, Police Captains and City Manager are assigned City vehicles twenty-four hours per day, seven days per week. Any personal use of the vehicle must be reported to the Finance Department on an annual basis as required by Internal Revenue Service guidelines and regulations. Employees on emergency stand-by status as authorized by their supervisors may use a City vehicle when the City's interests are best served by the employee taking the vehicle to their place of residence. The vehicle is to be used to respond to emergency call outs. Personal use is not permitted. Passengers are not authorized in a City vehicle except those accompanying the employee due to City business. 2. Police Motorcycles - Subject to the approval of the Police Chief, police motorcycle officers are permitted to take their vehicles to their residence at the end of their shift in order to maintain the motorcycle in compliance with Police Department standards. 3. Police Doq Handlers - The City shall pay for the installation of a dog run/kennel for K-9 dog handlers. Police dog handlers are authorized to take their assigned police vehicle to their residence for purposes of transporting the K-9 dog. Policy and Procedures - Travel and Expense Policy Page 7 of 8 4. Telephone Usaqe - Personal calls made on City telephones shall be logged on a Telephone Log Sheet supplied by the Finance Department. Any employee making personal telephone calls shall reimburse the City within the number of days prescribed by the Finance Department. Personal calls made to the employee's home due to having to work unscheduled overtime are not subject to reimbursement. 5. Cellular phones - Cellular phones may be installed in City vehicles as authorized by the City Manager and as approved in the annual budget adopted by the City Council. Any employee making personal calls on a cellular phone provided by the City shall reimburse the City for all personal calls. Reimbursement shall be made within five (5) days of receipt of a copy of the monthly invoice from the cellular phone company. 6. Association/Service Club Membership - Membership in, and attendance at, professional Association meetings is permitted as authorized by the City Manager and approved in the annual budget adopted by the City Council. The City shall not pay an employee's dues for membership in a service club. 7. Monthly Expense Verification Statement - A Monthly Expense Verification Statement must be prepared for each employee incurring any expense invOlving a request for reimbursement, use of petty cash or a check advance. The Department Head shall review and approve each expenditure, for each individual, before the Statement is submitted to the City Manager for final approval. The Statement and copies of all supporting documentation must be returned to the City Manager's office within five (5) days of month's end. In addition to submitting a Monthly Expense Verification $%atement, each employee is responsible for preparing and filing cash advance, check advance, reimbursement and travel expense reports pursuant to City' policy and as required by the Finance Department. The City Manager may reject a request for reimbursement if in his/her discretion the expense was inconsistent with City policy or did not serve a City business purpose. The City Manager and Director of Finance shall conduct an internal audit program of expense reports to assure that expenses claimed by City officials and employees fully comply with City policies and procedures pertaining to such expenses. 11. 'Credit Cards - City credit cards may be issued to City officials as authorized by the City Council. All credit card receipts must be attached to statements in order to be paid. The user of 5he credit card must indicate on the credit card receipt the purpose of the transaction, Policy and Procedures - Travel and Expense Policy Page 8 of 8 and if a business meeting, who attended. Credit card payments must be processed in a timely manner to avoid additional costs for late payment. All credit card transactions must be reported through the Monthly Expense Verification Statement. Credit cards may only be used for expenses which serve a City business purpose. 12. Gifts - City funds shall not be expended for gifts of any nature unless authorized by the City Council. 13. City Council Expenses - Except as otherwise provided in the Travel and Expense Policy or included in the annual budget adopted by the City Council, expenditures for individual members of the City Council are subject to Ordinance No. 1096. perdm7.dfe