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HomeMy WebLinkAbout6524RESOLUTION NO. 6524 A RESOLUTION ADOPTING THE CITY OF PUEBLO EXPENSE REIMBURSEMENT POLICY AND TRAVEL PROCEDURE WHEREAS, it is the desire of the City Council that the City reimburse employees for reasonable expenses incurred while conducting business on behalf of the City; and WHEREAS, this travel reimbursement policy and procedure would allow uniform treatment for all City Council members and City employees; and WHEREAS, this travel reimbursement policy and procedure would allow City Council members and City employees to carry out their business in a manner that is dignified and reflects the City in a positive manner; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PUEBLO, that: SECTION 1: The City Council hereby adopts the City of Pueblo Expense Reimbursement Policy and Procedure, which attachment is made a part of this Resolution. SECTION 2: The City Manager is hereby authorized and directed to implement the attached Expense Reimbursement Policy and Procedure which is to be used by City Council and City of Pueblo employees. SECTION 3: This Resolution shall become effective upon final passage. INTRODUCED April 9 ,1990 BY: FAY KASTELIC Councilperson ATTEST: ;7 r Ci y Clerk Pr dent of the Council It is the policy of the Citv of Pueblo to reimburse employees for reasonable expenses incurred while conducting business on behalf of the Citv. The policy and procedures allow uniform treatment for all City Council members and employees which allow these individuals to carry out their business in a manner that is dignified and reflects the City in a positive manner. General Policy and Procedures A. All Council members and employees of the City of Pueblo shall show good judgment and proper regard to the costs of the trip in incurring travel expenses as he or she normally would if utilizing their own personal funds. B. A travel advance can be requested at least two weeks prior to the time the check is desired. Such a request may be secured by completing the Advance Travel Section of the Travel Request and Expense Form This completed portion must then be submitted to the City's Finance Director after receiving approval from either the Department Head and City Manager. Travel expenses must be itemized. C. A City voucher or check will then be forwarded to the employee with a copy of the Travel Request and Expense Form D. Upon returning from the trip, the employee must complete and submit the Travel Expense Section of the Travel Request and Expense Form Unless otherwise previously prepaid or prearranged, all receipts for hotel, motel, registration or other uncommon expenses required by the trip shall be submitted in support of such expenses. No reimbursements shall be made for these items unless the receipts are attached to the form. E. A per diem expense amount will be issued in conjunction with the minimum number of days required to conduct the assigned City business. The per diem expense amount is intended to cover expenses which will include breakfast, lunch, dinner, taxi fare, tips, miscellaneous items and all other expenses not covered by the itemized statement of expenditures. Per diem expense amounts will be issued in two categories - Category A - $50.00 a day; and Category B - $85.00 a day. F. If an extraordinary travel expense were to occur where the travel procedure rules would not cover this situation, the City Manager/ Department Head may authorize an exception in writing. Any exception which does not have prior approval must be explained in writing. G. Any expense which occurs because of an error or fault of the employee or Council member prior to, during, or after the business trip, must be paid by that employee. H. Authorization to approve Travel Request and Expense Reports shall be performed by the Department Head, with the exception of the Department Heads which will be approved by the City Manager, as well as those employees reporting directly to the City Manager. The City Manager will approve Travel Request and Expense Reports of City Council members. EXPENSE REIMBURSEMENT POLICY AND PROCEDURE PAGE TWO TRAVEL PROCEDURE RULES I. TRANSPORTATION Transportation on official City business shall be by one of the following methods of transportation: a. Air Travel - Reimbursement shall be limited to " coach " fare. Travel to and from airports should be by limousine, bus or taxi taking into consideration the various factors involved in arriving or departing. b. City Car - May be used to travel within the state of Colorado so long as a Citv car is used only for travel directly related to official business. Special written approval for out -of -state trips may be granted by the City Manager/Department Head if there will be more than one passenger making the trip or if there is some other justification. Receipts should be obtained for all expenses attributable to the vehicles. If spouses or children accompany you, prior approval must be received from the City Manager/Department Head. Only City employees are permitted to operate City vehicles or others with authorization of the City Manager. c. Personal Car - May be used for travel on official City business and reimbursement for in -state travel shall be at the approved City rate per mile. Any employee traveling by auto on an official business trip out of state, will be allowed one day travel time each way as a part of the authorized absence. In the event the trip is included with vacation leave, only one day travel time will be authorized. d. Car Rental - May be used at destination only when public transportation is not reasonably available or when such public transportation would be the more expensive option. e. Other Commercial Travel - At the request of the employee and at the final discretion of the City Manager, the employee may be granted permission to use commercial transportation other than air coach. In these cases, other commercial transportation will be at the rate of prevailing airline coach fare from Pueblo the the approved destination. The City Manager will be the final authority on the amount of work time allowed for transportation where commercial transportation is used. Receipts or other substantiation of expense shall be provided by the employee. f. It is permissible to combine vacation leave with out -of -town conferences or training seminars if the vacation is taken before or after the conference or seminar. II. LODGING GUIDELINES a. An employee is expected to make hotel or motel reservations well in advance whenever possible and to take other actions to insure that lodging is secured at moderate rates. b. Reimbursement for lodging shall be limited to the number of nights required to conduct the assigned City business. c. If a Council person or employee's spouse or other family members share lodging with him or her, reimbursement shall be limited to the single occupancy rate for the room. EXPENSE REIMBURSEMENT POLICY AND PROCEDURE PAGE THREE III. PER DIEM ALLOTMENT Per diem expense amounts will be issued in one of two categories. The categories will be Category A - $50.00 a day or Category B - $85.00 a day. Category B shall be used for expenses in only high cost metropolitan areas which will be determined by the City Manager at time of travel request. The per diem expense amount is intended to cover expenses which will include breakfast, lunch, dinner, taxi .fare, tips, miscellaneous items, and all other expenses not covered by the itemized statement of expenditures. Per diem expenses will be issued only when travel exceeds one day. IV. MISCELLANEOUS GUIDELINES a. Employee conference or seminar registration fees can be reimbursed. b. The City will pay for all costs of conference luncheons, dinners, and banquets. c. If registration fees include any meals, no additional expense shall be charged separately to the City for those meals. d. Alcoholic beverages purchased are at personal expense. CITY OF PUEBLO TRAVEL REQUEST AND EXPENSE REPORT NAME DATE DEPARTMENT REASON FOR REQUEST DESTINATION DATE(S) OF ATTENDANCE EXPENSES: Transportation: Private Car ( ) Rail ( ) Estimated Air ( ) City Car ( ) Lodging Per Diem (Tips, Meals, Misc. items) Registration Fees Other (Specify) Total Expenses SIGNED TRAVEL ADVANCE APPROVED: Department Head Date FUNDS ARE AVAILABLE: Director of Finance Date ty Manager Date Amount Issued: Voucher Check No: (Travel Request - File two weeks prior to departure) Actual SIGNED I certify that the forgoing is correct TRAVEL EXPENSE APPROVED Expense Advance Due Employee Date Paid Receipt /Check No. Department Head Date City Manager Date (File with Finance Department upon completion of travel) CITY OF PUEBLO EXPENSE REIMBURSEMENT p0LICy AND PROCEDURE It is the .policy of the Citv of Pueblo to reimburse employees for reasonable expenses incurred while conducting business on behalf of the City. The policy and procedures allow uniform treatment for all City Council members and employees which allow these individuals to carry out their business in a manner that is dignified and reflects the City in a positive manner. General Policy and Procedures A. All Council members and employees of the City of Pueblo shall show good judgement and proper regard to the costs of the trip in incurring travel expenses as he or she normally would if utilizing their own personal funds. B. A travel advance can be requested at least two weeks prior to the time the check is desired. Such a request may be secured by completing the Advance Travel Section of the Travel Request and Expense Form This completed portion must then be submitted to the City's Finance Director after receiving approval from either the Department Head and City Manager. Travel expenses must be itemized. C. A City voucher or check will then be forwarded to the employee with a copy of the Travel Request and Expense Form D. Upon returning from the trip, the employee must complete and submit the Travel Expense Section of the Travel Request and Expense Form. Unless otherwise previously prepaid or prearranged, all receipts for hotel, motel, registration or other uncommon expenses required by the trip shall be submitted in support of such expenses. No reimbursements shall be made for these items unless the receipts are attached to the form. E. A per diem expense amount will be issued in conjunction with the minimum number of days required to conduct the assigned City business. The per diem expense amount is intended to cover expenses which will include breakfast, lunch, dinner, taxi fare, tips, miscellaneous items and all other expenses not covered by the itemized statement of expenditures. Per diem expense amounts will be issued in two categories - Category A - $50.00 a day; and Category B - $85.00 a day. F. If an extraordinary travel expense were to occur where the travel procedure rules would not cover this situation, the City Manager/ Department Head may authorize an exception in writing. Any exception which does not have prior approval must be explained in writing. G. Any expense which occurs because of an error or fault of the employee or Council member prior to, during, or after the business trip, must be paid by that employee. H. Authorization to approve Travel Request and Expense Reports shall be performed by the Department Head, with the exception of the Department Heads which will be approved by the City Manager, as well as those employees reporting directly to the City Manager. The City Manager will approve Travel Request and Expense Reports of City Council members. EXPENSE REIMBURSEMENT POLICY AND PROCEDURE PAGE TWO WWWWR 5 P191 a W 111 I. TRANSPORTATION Transportation on official City business shall be by one of the following methods of transportation: a. Air Travel - Reimbursement shall be limited to " coach " fare. Travel to and from airports should be by limousine, bus or taxi taking into consideration the various factors involved in arriving or departing. b. City Car - May be used to travel within the state of Colorado so long as a City car is used only for travel directly related to official business. Special written approval for out -of -state trips may be granted by the City Manager /Department Head if there will be more than one passenger making the trip or if there is some other justification. Receipts should be obtained for all expenses attributable to the vehicles. If spouses or children accompany you, prior approval must be received from the City Manager/Department Head. Only City employees are permitted to operate City vehicles or others with authorization of the City Manager. C. Personal Car - May be used for travel on official City business and reimbursement for in -state travel shall be at the approved City rate per mile. Any employee traveling by auto on an official business trip out of state, will be allowed one day travel time each way as a part of the authorized absence. In the event the trip is included with vacation leave, only one day travel time will be authorized. d. Car Rental - May be used at destination only when public transportation is not reasonably available or when such public transportation would be the more expensive option. e. Other Commercial Travel - At the request of the employee and at the final discretion of the City Manager, the employee may be granted permission to use commercial transportation other than air coach. In these cases, other commercial transportation will be at the rate of prevailing airline coach fare from Pueblo the the approved destination. The City Manager will be the final authority on the amount of work time allowed for transportation where commercial transportation is used. Receipts or other substantiation of expense shall be provided by the employee. f. It is permissible to combine vacation leave with out -of -town conferences or training seminars if the vacation is taken before or after the conference or seminar. II. LODGING GUIDELINES a. An employee is expected to make hotel or motel reservations well in advance whenever possible and to take other actions to insure that lodging is secured at moderate rates. b. Reimbursement for lodging shall be limited to the number of nights required to conduct the assigned City business. c. If a Council person or employee's spouse or other family members share lodging with him or her, reimbursement shall be limited to the single occupancy rate for the roan. EXPENSE REIMBURSEMENT POLICY AND PROCEDURE PAGE THREE III. PER DIEM ALLOTMENT Per diem expense amounts will be issued in one of two categories. The categories will be Category A - $50.00 a day or Category B - $85.00 a day. Category B shall be used for expenses in only high cost metropolitan areas which will be determined by the City Manager at time of travel request. The per diem expense amount is intended to cover expenses which will include breakfast, lunch, dinner, taxi .fare, tips, miscellaneous items, and all other expenses not covered by the itemized statement of expenditures. Per diem expenses will be issued only when travel exceeds one day. IV. MISCELLANEOUS GUIDELINES a. Employee conference or seminar registration fees can be reimbursed. b. The City will pay for all costs of conference luncheons, dinners, and banquets. c. If registration fees include any meals, no additional expense shall be charged separately to the City for those meals. d. Alcoholic beverages purchased are at personal expense. CITY OF PUEBLO TRAVEL REQUEST AND EXPENSE REPORT NAME DATE DEPARTMENT REASON FOR REQUEST DESTINATION DATE(S) OF ATTENDANCE EXPENSES: Transportation: Private Car ( ) Rail ( ) Estimated Air ( ) City Car ( ) Lodging Per Diem (Tips, Meals, Misc. items) Registration Fees Other (Specify) Total Expenses SIGNET) TRAVEL ADVANCE APPROVED Department Head Date FUNDS ARE AVAILABLE: Director of Finance Date City Manager Date SIGNED I certify that the forgoing is correct I Expense Due Employee Date Paid Receipt /Check No. Amount Issued: Voucher Check No: (Travel Request - File two weeks prior to departure) Department .Head Date City Manager Date (File with Finance Department upon completion of travel) Advance