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HomeMy WebLinkAbout09268RESOLUTION NO. 9268 A RESOLUTION ADOPTING POLICIES AND PROCEDURES FOR TRAVEL BY EMPLOYEES AND OFFICERS OF THE CITY OF PUEBLO WHEREAS, it is the desire of the City Council to adopt policies related to travel which will be followed by all City employees and officers; to provide procedures for proper travel authorization and to obtain advances or reimbursements of travel expenses; and to establish the allowable rates to be used for reimbursement. that: BE IT RESOLVED BY THE CITY COUNCIL OF PUEBLO, COLORADO, SECTION 1 . The City Council hereby adopts the Policies and Procedures for Travel by Employees and Officers of the City of Pueblo, which attachment is made a part of this Resolution. SECTION 2 . The City Manager is hereby authorized and directed to implement the attached Policies and Procedures for Travel by Employees and Officers of the City of Pueblo. This Resolution shall become effective upon final passage. INTRODUCED: Aril 9,2001 ATTEST: Cit Jerk BY: Rich Golenda Councilperson POLICIES AND PROCEDURES FOR TRAVEL BY EMPLOYEES AND OFFICERS OF THE CITY OF PUEBLO 1.0 STATEMENT OF PURPOSE 1.1 To establish the policies related to travel which will be followed by all City employees and officers; to provide procedures for proper travel authorization, to obtain advances and reimbursement of travel expenses; and to establish the allowable rates to be used for reimbursement. 2.0 GENERAL POLICIES 2.1 First consideration shall be given to the public benefit to be derived from the expenditure of public funds for travel and /or educational expenses. All expenses must have a direct correlation to the employee's or officer's position and their duties and responsibilities. 2.1.a. Meetings - employees and officers may attend meetings with consultants, professionals, other governmental entities or agencies, etc., which are necessary in the performance of their assigned duties and responsibilities. 2.1.b. Educational Seminars - employees and officers may attend seminars offering training which improves job skills needed to perform their responsibilities. These seminars may be either of a general or a specific nature. 2.1.c. Certification Training Seminars - employees and officers requiring state, national or professional certification may attend sessions offered to maintain or improve certifications. 2.1.d. National /State Professional Association Meetings — City employees and officers job performance and /or professional skills will be enhanced or improved may attend national or state professional association meetings. Members of the professional staff are encouraged to attend and actively participate in professional associations. 2.2 All budgets for training, education and travel will be justified during the annual budget process. All travel and training requests must be within budget limitations. 2.3 The procedures for travel outlined in this policy will be followed by all City officers and employees. 2.4 All requests for travel authorization, travel advances, or reimbursement of travel and training expenses must be presented using the required forms and will conform to all procedures established by this policy. 2.5 This policy shall be reviewed and revised by the Director of Finance from time to time, as necessary. 3.0 AUTHORIZATION FOR TRAVEL 3.1 For all travel, City employees and officers must obtain advance approval for the travel prior to incurring any travel costs. Each employee or officer must request approval for travel by completing the column entitled "Estimated Costs" of the REQUEST FOR TRAVEL AUTHORIZATION AND ADVANCE, with all relevant documentation attached, and submitting the form for authorizing signature. Employees require the approval of their department director. Department directors require the approval of the City Manager. City Manager requires the approval of the President of City Council. 3.2 Approval for incidental or day travel (travel to local meetings or travel that does not require an overnight stay) may be verbal but must be authorized by the department director or supervisor. Advance approval is not required for incidental travel by department directors, City Manager or members of City Council. 3.3 Travel outside the United States must be justified and approved by the City Manager. Travel by the City Manager outside the United States must be approved by the President of City Council. Travel by members of the City Council outside the United States must have the approval of Council. Travel to Canada and Mexico is specifically exempted from the requirements of this section. 4.0 CASH ADVANCE FOR TRAVEL 4.1 Whenever it becomes necessary for a City employee or officer to incur reimbursable expenses for travel, the Department of Finance may issue a travel advance if requested by the employee or officer. The amount of the advance shall not exceed the amount of the anticipated reimbursable expenses. No advance will be authorized in an amount less than one hundred dollars. 2 4.2 Travel expense advances shall be used only to defray reimbursable expenses incurred while conducting official City business. Travel expense advances shall not, under any circumstances, be considered a personal loan to the employee and any expenditure thereof, other than for official City business purposes, shall be considered a misappropriation of funds. 4.3 If a travel advance is requested, the "Advance Requested" column of the REQUEST FOR TRAVEL AUTHORIZATION AND ADVANCE form shall be completed. All relevant documentation must be attached. Department Directors must approve cash advance requests for employees of their department. The City manager must approve cash advance requests in excess of $500 and for all department directors irrespective of amount. The President of City Council must approve cash advance requests for the City Manager irrespective of amount. The Director of Finance must approve cash advance requests for Members of City Council. 4.4 The approved form should be attached to a Field Purchase Order and submitted to the Finance Department for payment in the usual manner. Whenever practical, requests for cash advances should be submitted to the Finance Department to be included in the last accounts payable check run before the scheduled departure. 5.0 ALLOWABLE TRAVEL EXPENSES 5.1 All employees and officers shall use prudent judgement to avoid unnecessary expense to the City. Travel shall be by the mode of transportation and route most advantageous to the City, considering the cost of transportation and other travel expense, the urgency for the travel, location of the destination, and time absent from regular duties. 5.2 Meals and Incidental Expenses (Per Diem). Meal and incidental expenses shall be reimbursed at the established per diem rate for the destination city as published by the Internal Revenue Service in Publication 1542. Per diem rates may be established by the Department Director for travel by his or her employees at a rate less that stated above. The per diem rates are fixed allowances for breakfast, lunch, dinner, and incidental expenses which include tips and gratuities based upon the following percentage of the per diem rate: 5.2.a. Breakfast — Twenty (20) percent of the per diem rate - When travel begins before 7:00 a.m. and /or extends beyond 8:00 a.m. 5.2.b. Lunch — Thirty (30) percent of the per diem rate - When travel begins before 12:00 p.m. and /or extends beyond 2:00 p.m. 3 5.2.c. Dinner — Fifty (50) percent of the per diem rate - When travel begins before 6:00 p.m. and /or extends beyond 8:00 p.m. or when on special assignment. 5.3 Automobile Transportation. When automobile transportation is necessary, a City vehicle shall be used whenever practical. 5.3.a. City Vehicle. When using a City vehicle, employees shall be reimbursed for actual costs of gasoline, oil, emergency repairs, tolls, and parking. Receipts are required documentation. City vehicles should be fueled at the City service station whenever practical. 5.3.b. Private Vehicle. Employees shall be reimbursed for private vehicle use at the per mile rate published annually by the Internal Revenue Service. The calculation for mileage expense incurred through use of a private car shall be based upon the odometer readings for the actual mileage traveled multiplied by the per mile rate. No more than one (1) payment for mileage per private vehicle is authorized. Tolls and parking fees shall be reimbursed at actual cost and must be documented with receipts. In no case will the amount of reimbursement exceed the cost of commercial airfare (coach class) and, if applicable, the cost of a standard size rental car. 5.3.c. Rental Vehicle. Employees shall be reimbursed for the cost of a standard size vehicle with the usual and customary levels of insurance. As with all travel expenses, employees should seek out the most economic rental value available. Under documented, extenuating circumstances, employees may be reimbursed for upgrading to a larger vehicle. 5.4 Airfare. Airfare shall be reimbursed at actual ticket cost upon presentation of a receipt. The City will only reimburse up to the cost of coach airfare; there will be no reimbursement for the increased cost of flying business or first class. Arrangements should be made for the most economical means of airfare possible, taking advantage of special promotions or rates whenever possible, including travel on weekends. 5.5 Other Transportation. Taxi, bus, train, or limousine (shuttle) fares shall be reimbursed at actual cost when documented with receipts. 5.6 Lodging. 5.6.a. Employees shall be reimbursed for overnight lodging upon presentation of a receipt from the hotel. The reimbursement shall be limited to the 4 single rate for the room plus all associated taxes and fees if located out of the State of Colorado. Employees will not be reimbursed for expenses such as personal telephone calls and movie or cable television charges. Employees will be reimbursed for business related telephone calls. 5.6.b. When making reservations at a hotel in the State of Colorado, a copy of the City's "Certificate of Tax Exemption" should be submitted with the reservation, thus entitling the City to sales tax exemption. Payments should be made using a City check to avoid paying sales tax. The City tax exempt status applies only in Colorado. 5.6.c. Whenever possible, employees should process the REQUEST FOR TRAVEL AUTHORIZATION AND ADVANCE forms early enough to obtain any available discounts. 5.7 Other Allowed Costs. Any other incidental travel expense not specifically addressed in this travel policy must be documented before reimbursement will be made. It will be the responsibility of the Finance Director to review and approve reimbursement of expenses. Only those expenses determined to be reasonable and necessary business expenses will be reimbursed. 5.8 Disallowed Costs. 5.8.a. Costs for alcoholic beverages or tobacco shall not be reimbursed. 5.8.b. Entertainment expenses shall generally not be reimbursed. However, where the City, its employees, or officers are acting as a "host ", those host related entertainment expenses may be reimbursed with the prior approval of the City Manager. 5.8.c. Costs for non - business related long distance telephone calls shall not be reimbursed. 5.8.d. Costs for travel by non -City employees or officers shall not be reimbursed. 5.8.e. Costs included in a registration fee or other City expense shall not be reimbursed. 5.8.f. There will be no reimbursement allowed for any cost not actually incurred. 5 6.0 REPORT OF TRAVEL EXPENSES AND REQUEST FOR REIMBURSEMENT 6.1 All travel expenses must be reported and reconciled within ten business days after returning from the trip by submitting to the Department of Finance a fully itemized REPORT OF TRAVEL EXPENSES AND REQUEST FOR REIMBURSEMENT form. Receipts for all travel expenses actually incurred must be attached, excluding receipts for meals and incidentals covered by a per diem. A copy of the REQUEST FOR TRAVEL AUTHORIZATION AND ADVANCE must also be attached. This form must be signed by the employee. If any amounts remain due to the employee, the department director must approve the final reimbursement request. The City Manager shall approve department director requests. A Field Purchase Order should be prepared and submitted to the Finance Department for payment in the usual manner. 6.2 A separate REPORT OF TRAVEL EXPENSES AND REQUEST FOR REIMBURSEMENT form shall be completed for each traveler even though the traveler may be joined by one or more City employees from the same or another department. 6.3 If the reconciliation of travel expenses is not received from the employee or officer within the ten day limit, the Department of Finance shall withhold any travel expense advance, or any portion thereof not properly accounted for or repaid to the City, from the employee's or officer's next regularly scheduled paycheck. 6.4 City employees or officers who are delinquent in accounting for or repaying a prior travel expense advance shall be ineligible for any additional advances until such time as repayment and acceptable justification for the delinquent advance has been made. 6.5 The Finance Director must review and approve all REPORT OF TRAVEL EXPENSES AND REQUEST FOR REIMBURSEMENT forms for appropriateness and compliance with this policy. Any disputed costs should be discussed between the Finance Director and the department director. The Finance Director will bring to the attention of the City Manager any disputed costs that cannot be reconciled. The City Manager shall make a final determination as to whether reimbursement shall be made. T Employee name: Department/Division: Purpose of travel: Travel destination: If no, please explain: Mode of transportation: [ ]City vehicle [ ]Other (specify) [ ]Personal vehicle [ ]Airline ESTIMATED COSTS AND ADVANCE REQUESTED Estimated Costs CITY OF PUEBLO REQUEST FOR TRAVEL AUTHORIZATION AND ADVANCE Date: Travel dates: TRANSPORTATION - City vehicle (expenses only): Personal vehicle (mileage x current rate): Rental car: Airline or other common carrier fare: MEALS — PER DIEM RATE $ /DAY Breakfast (20% of per diem): Lunch (30% of per diem): Dinner (50% of per diem): REGISTRATION: LODGING: INCIDENTALS - Parking: Taxi /shuttle: Tolls: Other (specify) - TOTAL Advance Requested NOTE: Attach conference /seminar program and /or registration information re: registration fees, transportation, lodging, and meals. Travel Authorization Advance Request [ ]Approved [ ]Approved [ ]Denied [ ]Denied Authorizing Signature Are funds available for this request? [ ]YES [ ]NO Date City Manager (If Required) Date CITY OF PUEBLO REQUEST FOR TRAVEL AUTHORIZATION AND ADVANCE INSTRUCTIONS FOR PREPARATION 1. NAME: Name of the employee requesting travel authorization. 2. DATE: Date prepared. 3. DEPARTMENT/ Employee's department and /or division. DIVISION: 4. TRAVEL DATES: Dates the employee will be authorized for travel. 5. PURPOSE State the purpose of the travel, i.e., meeting, training, seminar, OF TRAVEL: conference, continuing education, etc. 6. TRAVEL Location of the meeting, training, seminar, etc., including the DESTINATION: hotel, city and state. 7. ARE FUNDS Check the appropriate box indicating whether or not this travel is AVAILABLE: funded. If not, provide a brief explanation of how the travel will be funded. 8. MODE OF Check the mode of travel which the employee plans to use. TRANSPORTATION: ESTIMATED COSTS AND ADVANCE REQUESTED 9. ESTIMATED COSTS An employee requesting travel authorization must complete the estimated AND ADVANCE costs for transportation, meals, registration, lodging and other incidental REQUESTED: expenses of the trip (first column) and total these costs. If required, the employee should then complete the "Advance Requested" (second column). If using a personal vehicle, multiply the estimated miles by the current mileage reimbursement rate. Next, calculate the amount to be advanced for meals based upon the times of departure and return. NOTE: Employees will not be advanced money for meals that will be otherwise provided. Next, fill in any other incidental travel expenses which the employee reasonably expects to incur while traveling and total all costs. Typically, expenses for registration, lodging, and airfare will be prepaid so there should not be a request for advance in these areas. CITY OF PUEBLO REQUEST FOR TRAVEL AUTHORIZATION AND ADVANCE INSTRUCTIONS FOR PREPARATION (CONTINUED) 10. DEPARTMENT The approving authority should mark the authorized request and DIRECTOR/ advance request either approved or denied in the two separate areas. APPROVAUDENIAL: If the travel is authorized and the advance is approved, prepare a separate Field Purchase Order for the advance amount granted and each of the prepayments requested (lodging, registration, airfare, etc.) Attach this form to the Field Purchase Orders and process in the usual manner. A copy of the approved form should be maintained in the originating department's files to be attached to the REQUEST FOR TRAVEL REIMBURSEMENT form after the travel has been completed. CITY OF PUEBLO REPORT OF TRAVEL EXPENSES AND REQUEST FOR REIMBURSEMENT Employee name: Date: Department/Division: Purpose of travel: Travel destination: Date and time of departure: TRANSPORTATION Date and time of return: SUMMARY OF REIMBURSEMENT REQUEST Personal vehicle - miles @ per mile= Airline (attach receipt, explain if more than coach fare) Rental car (attach receipt, explain if more than standard size) SUBTOTAL-Transportation MEALS (not included in programs) - Breakfast @ 20% of per diem = Lunch @ 30% of per diem = Dinner @ 50% of per diem = SUBTOTAL — Meals REGISTRATION FEE (attach receipt if not prepaid and agenda): LODGING (attach receipt): Less non - reimbursable expenses: SUBTOTAL — Lodging INCIDENTALS (attach receipts) - Parking: Taxi /shuttle: Tolls: Other (specify) SUBTOTAL — Incidentals SUBTOTAL Less: Advances Less: Prepaids BALANCE DUE I hereby certify that, to the best of my knowledge, the above information is a complete and accurate accounting of my travel expenses which were incurred as reasonable and necessary expenses in the performance of my City duties and responsibilities. I further certify that this request conforms in all material aspects with established City policies. Employee Signature Department Director Date Date City Manager /Finance Director (If Required) Date NOTE: A copy of the Request for Travel Authorization and Advance Form must be attached. CITY OF PUEBLO REPORT OF TRAVEL EXPENSES AND REQUEST FOR REIMBURSEMENT 1. NAME: 2. DATE: 3. DEPARTMENT/ DIVISION: 4. PURPOSE OF TRAVEL: 5. TRAVEL DESTINATION: 6. DATE AND TIME - DEPARTURE AND RETURN: INSTRUCTIONS FOR PREPARATION Name of the employee requesting travel reimbursement. Date prepared. Employee's department and /or division. State the purpose of the travel, i.e., meeting, training, seminar, conference, continuing education, etc. Location of the meeting, training, seminar, etc., including city and state. State the date and time of departure and return. SUMMARY OF REIMBURSEMENT REQUEST 7. TRANSPORTATION: If a personal vehicle was used, enter the number of miles used and multiply by the established current reimbursement rate per mile. This amount cannot exceed the cost of round trip coach class. 8. MEALS: Indicate the number of breakfasts, lunches and /or dinners and calculate the amount for each. Add the amounts to arrive at a subtotal for meals. SPECIAL NOTE: Meals which exceed the established limits by reason of location or type of function will be reimbursed provided that original receipts are attached and the higher reimbursement is approved. The per diem meal rate is inclusive of tips. Employees will not be reimbursed for any alcoholic beverages, tobacco or personal entertainment expenses. 9. REGISTRATION: Show amount paid (attach receipts). Also attach the agenda or outline for the conference or seminar attended. CITY OF PUEBLO REQUEST FOR TRAVEL REIMBURSEMENT INSTRUCTIONS FOR PREPARATION (CONTINUED) 10. LODGING: Attach receipt from hotel showing all charges incurred. Deduct all personal and /or non - reimbursable charges to arrive at a subtotal for lodging. 11. INCIDENTALS: List the appropriate amounts for each item. Receipts or other documentation must be provided for reimbursement. Subtotal all incidental charges. Add the amounts for lodging, meals, transportation, registration, and incidentals and subtotal. Subtract the amount of any advance and /or prepayment to arrive at the balance due to the employee. The employee must then sign and date the form. The department director and /or City Manager must approve. Once approved, a Field Purchase Order should be prepared and forwarded to the Finance Department for processing. The REQUEST FOR TRAVEL AUTHORIZATION AND ADVANCE form and the REQUEST FOR TRAVEL REIMBURSEMENT form must be attached to the check request. All REQUEST FOR TRAVEL REIMBURSEMENT forms shall be audited by the Finance Department to ensure compliance with established policies.