Loading...
HomeMy WebLinkAbout1999-12-14; City Council; Resolution 99-5341 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 W W RESOLUTION NO. 99-53 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, REVISING THE CITY'S TRAVEL POLICY WHEREAS, City Council last revised the Travel Policy on December 19, 1989; and WHEREAS, the City Council may from time to time revise this policy as may be necessary to provide proper guidance to City personnel; and WHEREAS, staff has reviewed the existing Travel Policy and has recommended modifications which will provide more clarity and ease of use when City personnel need to travel. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. The attached Travel Policy, revised December 14, 1999, (Exhibit 2) is hereby adopted and shall become effective immediately. PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council on the 14th day of DECEMBER , 1999, by the following vote, to wit: AYES: Council Members Lewis, Hall, Finnila, Nygaard, Kulp NOES: None ABSENT: None ATTEST: E A. LEWIS, Mayor (SEAL) KAREN R. KUNDTZ, Assistant City Clerk Policy No. 2 (Page 1 of 5) COUNCIL POLICY STATEMENT Date Issued 12/14/99 Effective Date 12/14/99 Supersedes No. 2 (Dated General Subject: TRAWL POLICY Cancellation Date 12/19/85 Specific Subject: I Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Err Bulletin Boards, Press, File PURPOSE: To establish a policy to be followed by Council Members, other elected officials, commissior members, and all City employees when traveling on City business. This policy supersedes a1 travel policies. BACKGROUND: Occasionally, it is necessary for City personnel to attend meetings, travel outside the City to c City business, and attend conferences, seminars and training sessions. Various modes of transpc are available and other associated costs vary considerably. The City Council has adopted a PO control the costs involved, and to compensate individuals for actual necessary expenses related to and meetings. DEFINITIONS: City Business Travel shall be defined as travel which requires elected officials, member: commission or board, or City employees to conduct specific items of City business away fion normal place of business. City Emdoyee means any person regularly employed by the City, excluding elected officia members of commissions, committees, authorities or boards. Commissioner shall mean any person appointed by the City Council to an established board, corn authority or commission. Out-of-state Travel includes all costs related to business travel outside the State of California. In-State Travel includes all costs related to business travel within the State of California. Miscellaneous MealsMileage includes all miscellaneous costs not directly attributable to conferen training, such as travel to other City facilities. 1 0 0 CITY OF CARLSBAD Policy No. 2 (Page 2 of 5 COUNCIL POLICY STATEMENT Date Issued 12/14/99 Effective Date 1211 4/99 Supersedes No. 2 (Dated General Subject: TRAVEL POLICY Cancellation Date 12/19/8 Specific Subject: I Copies to: City Council, City Manager, City Attorney, Department and Division I Employee Bulletin Boards, Press, File I POLICY IN GENERAL: 1. Requests for travel shall, in all cases, be limited to situations from which the City will derive a I through the attendance of a representative. 2. For City Council Members, all travel involving more than five (5) days should be approved in ad by the Council. Travel of five (5) days or less need not have prior approval if funds are available current budget. The Mayor is authorized to approve extended overnight travel for emergency case: 3. Except for elected officials, commissioners and board members, and Council appointed employe( number of City employees attending any single conference should be limited to those whose atten will provide a benefit to the City. Any number of elected officials, commissioners, or CI appointed employees may attend conferences provided that funds are available for such purposes. 4. The City Manager, or hisher designee, may approve any in-state travel, travel specifically appro the operating budget, and any travel for educational purposes. The City Manager (or his/her desi may also authorize out-of-state travel for unanticipated purposes if funds are available and the SI travel has a duration of two days or less (one night’s stay). Unanticipated out-of-state travel duration exceeding two days must be authorized by the City Council. 5. Each officer, employee, advisory commissioner, and board member of the City is expected to thrifty and prudent as possible when traveling at the City’s expense. To ensure that City of employees, commissioners and board members are able to travel when necessary to accomplish ess City business, travel funds must be expended in the most economical and efficient way possible. 6. Receipts are required for all business travel expenses such as transportation, lodging and incident; costs exceeding five ($5) dollars. In order to comply with IRS Regulations, receipts are required fc all meal and entertainment expenses in excess of $75 per meal or item. In addition, for all travt expenses (including meals and entertainment), the following information must appear on th expense report and/or the receipts submitted: a. The amount of the expenditure. b. The && and place of the expenditure. c. The business purpose of the expenditure. d. The business relationship to the person entertained, as well as the individuals’ names. I e 0 - CITY OF CARLSBAD Policy No. 2 (Page 3 of 5) COUNCIL POLICY STATEMENT Date Issued 12/14/99 Effective Date 12/14/99 Supersedes No. 2 (Dated General Subject: TRAVEL POLICY Cancellation Date 12/19/8! Specific Subject: I Copies to: City Council, City Manager, City Attorney, Department and Division Hea Employee Bulletin Boards, Press, File I POLICY IN GENERAL (Continued): The IRS also requires that if the expenditures are not substantiated with the above information, tl may be considered “wages” subject to payroll tax withholding. The use of a City credit card payment of business meals and entertainment does not preclude the requirement to complete i submit an expense report. 7. Travel advances to City employees need to be substantiated or reimbursed as soon as possible UI completion of trip (normally within 30 days). If the expense report is not filed timely, any tra advances may be subtracted from the employee’s payroll check. No further City funds will advanced for travel until the employee files hisher outstanding expense report. 8. Administration of this policy will be as directed from time to time by the City Manager. TRANSPORTATION: 1. Use of air, train, private automobile, or other mode of public transportation shall be selected on thl of the least total cost to the City after all expense items are tabulated, including travel time salary co 2. When the use of a private automobile to destinations within 200 miles of the City limits is apl mileage reimbursement shall be at the rate then currently prescribed by IRS regulations. Individua an auto allowance will not receive mileage reimbursements for trips within 200 miles of the City 1 However, use of City-owned vehicles is allowed for travel within 200 miles of the City limits. If use of a private automobile to destinations beyond 200 miles is approved by the City Manager or I designee, including those individuals with an auto allowance, reimbursement shall not exceed the co round trip coach or equivalent class air fare. Exceptions are subject to approval by the City Mane hisker designee (such as in cases where required items to be transported are not allowed on any m public transportation). Such reimbursement shall be computed based on the mileage from the r work location to the final destination. For the purpose of determining personal vehicle mileage reimbursement, the designated normal location for each City employee is the place where that employee spends the largest portion of 1 regular workday or working time, or the place to which he/she returns upon completion of regu special assignments. The cost of the daily commute to the office is the employee’s responsibility. 3. When the use of public air carrier is approved, the City shall pay the lowest available fare at the tir reservation is booked. Upgrades to a higher class of air service will be at the employee’s expense. I I W 0 CITY OF CARLSBAD Policy No. 2 (Page 4 of 5 COUNCIL POLICY STATEMENT Date Issued 12/14/99 Effective Date 12/14/99 Supersedes No. 2 (Dated 12/11 General Subject: TRAVEL POLICY Cancellation Date Specific Subject: I Copies to: City Council, City Manager, City Attorney, Department and Division 1 Employee Bulletin Boards, Press, File I TRANSPORTATION (Continued): 4. Authorized travel time shall be based on that required by the most appropriate and expedient m public transportation. The additional travel time will not be considered City work hours. 5. While traveling, employees are encouraged to use public transportation whenever possible. I example, courtesy shuttle service, buses, taxis, or limousine service should be utilized betwe airports and meeting locations when such services are reasonably available. Rental vehicles shol be used when other transportation is unavailable, untimely, or a rental vehicle is the most economil mode of transportation. 6. Reimbursement for travel time will be made in accordance with FLSA guidelines. LODGING: 1. Lodging shall be obtained at the most economical rate available for good quality lodging. When tl an officially designated conference hotel, the traveler is encouraged to take advantage of accommodations. Lodging expenses for spouses are not reimbursable, and any additional expense: be paid by the elected official, commissioner or employee. 2. Business related telephone charges which are added to the lodging bill may be reimb Reimbursement of personal calls will be allowed in an amount not to exceed the higher of $1 O.( day or ten minutes of phone time. Reimbursement of personal calls in excess of this limit m authorized by the City Manager or hisker designee, under special circumstances. MEALS AND INCIDENTAL EXPENSES: 1. Notwithstanding other limits stated elsewhere, the City Council will be reimbursed the actual co meals, plus tips and incidental expenses while on official City business. 2. Each commissioner or employee authorized to travel may submit the actual cost of meals, tip, incidental expenses for reimbursement up to a limit of $50 per day. If it is anticipated that this limj be exceeded, then prior approval by the City Manager or his/her designee is required. The City Ma may approve such additional expenditures, within the limits of hisker expenditure authorit necessary. I 0 0 .. CITY OF CARLSBAD Policy No. 2 (Pane 5 of: COUNCIL POLICY STATEMENT Date Issued 12/14/99 Effective Date 12/14/99 Supersedes No. 2 (Date( 121 General Subject: TRAVEL POLICY Cancellation Date Specific Subject: I Copies to: City Council, City Manager, City Attorney, Department and Division 1 Employee Bulletin Boards, Press, File I MEALS AND INCIDENTAL EXPENSES (Continued): 3. The City will not reimburse the cost of alcoholic beverages. 4. Reasonable amounts for tipping will be reimbursed, however, reimbursement for tips will not bc in excess of 20%. Policy No. 2 (Page 1 of 6) COUNCIL POLICY STATEMENT Date Issued 12/19/89 Effective Date 1211 9/89 Supersedes No. 2 (Dated General Subject: TRAVEL POLICY Cancellation Date 2/2/83) Specific Subject: Copies to: City Council, City Manager, City Attorney, Department and Division Heads, En. Bulletin Boards, Press, File - PURPOSE: To establish a policy to be followed by Council Members, other elected officials, commissioI members, and all City employees when traveling on City business+..cz, xmii -. This policy supersedes all other travel policies. .. I BACKGROUND: Occasionally, it is necessary for City personnel to attend meetings, travel outside the City to c City business, and attend conferences, seminars and training sessions. Various modes of transpc are available and other associated costs vary considerably. The City Council has adopted a PO control the costs involved, and to compensate individuals for actual necessary expenses related tc and meetings. I DEFINITIONS: Citv Business Travel shall be defined as travel which requires elected officials, members commission or board, or City employees to conduct specific items of City business away fron normal place of business. City Employee means any person regularly employed by the City, excluding elected officia members of commissions, committees, authorities or boards. Commissioner shall mean any person appointed by the City Council to an established board, corn authority or commission. Out-of-state Travel includes all costs related to business travel outside the State of California. In-State Travel includes all costs related to business travel within the State of California. Miscellaneous Mealshiileane includes all miscellaneous costs not directly attributable to conferen training. such as travel to other Citv facilities. 1 I 0 0 CITY OF CARLSBAD Policy No. 2 (Page 2 of 6 COUNCIL POLICY STATEMENT Date Issued 124 9/89 Effective Date 1211 9/89 Supersedes No. 2 (Dated General Subject: TRAVEL POLICY Cancellation Date 2/2/83: Specific Subject: I Copies to: City Council, City Manager, City Attorney, Department and Division I Employee Bulletin Boards, Press, File I - ~~~ ~ ~ ~~ ~~ ~ ~~ POLICY IN GENERAL: 1. Requests for travel shall, in all cases, be limited to -ce, m -situations fiom which the City will derive a benefit through the attendance representative. &re rwmbmhq x - ie MA ef k!f 2 7 .. .. .. .. 2. For City Council Members, all travel involving more than five (5) days should be approved in ai by the Council. Travel of five (5) days or less need not have prior approval if funds are available murrent budget. The Mayor is authorized to approve extended overnight travel for emer cases. 3. Except for elected officials, commissioners and board members, and Council appointed employer number of City employees attending any single conference should be limited to those whose atten will provide a benefit to the City. Any number of elected officials, commissioners, or Cc appointed employees may attend conferences provided that funds are available for such purpose T1=2 city - 4. jThe City Manager, or hisher designee, may ap, any in-state travel, travel specifically approved in the operating budget, and any travel for educa purposes. The City Manager (or hisher designee) may also authorize out-of-state trave unanticipated purposes if funds are available and the subiect travel has a duration of two days o (one night’s stav). Unanticipated out-of-state travel for a duration exceeding two days mu authorized by the City Council. 5. Each officer, employee, advisory commissioner, and board member of the City is expected to thrifty and prudent as possible when traveling at the City’s expense. Q IT0 ensure that City officers, employees, commissioner: board members are able to travel when necessary to accomplish essential City business, travel : must be expended in the most economical and efficient way possible. - .. I 0 CITY OF CARLSBAD Policy No. 2 (Page 3 of 6 COUNCIL POLICY STATEMENT Date Issued 12/19/89 Effective Date 12/19/89 Supersedes No. 2 (Dated 2/2/83, General Subject: TRAVEL POLICY Cancellation Date Specific Subject: Copies to: City Council, City Manager, City Attorney, Department and Division He Employee Bulletin Boards, Press, File POLICY IN GENERAL (Continued): 6. Receipts are required for all business travel expenses such as transportation, lodging and incide costs exceeding five ($5) dollars. In order to comply with IRS Regulations, receipts are required all meal and entertainment expenses in excess of $75 per meal or item. In addition, for all tr; expenses (including meals and entertainment), the following information must appear on the expt report and/or the receipts submitted: a. The mount of the expenditure. b. The date and place of the expenditure. c. The business purpose of the expenditure. d. The business relationship to the person entertained, as well as the individuals’ names. The IRS also requires that if the expenditures are not substantiated with the above information, t may be considered “wages” subject to payroll tax withholding. The use of a City credit card pavment of business meals and entertainment does not preclude the requirement to complete submit an expense reoort. 7. Travel advances to City employees need to be substantiated or reimbursed as soon as possible u, completion of trip (normally within 30 days). If the expense report is not filed timely, any tr; advances may be subtracted from the employee’s payroll check. No further City funds will advanced for travel until the employee files hisker outstanding expense report. 8. Administration of this policy will be as directed from time to time by the City Manager. TRANSPORTATION: 1. Use of air, train, private automobile, or kther mode of public transportation shall be selected basis of the least total cost to the City after all expense items are tabulated, including travel timc costs. I - W 0 CITY OF CARLSBAD Policy No. 2 (Pane 4 of 6 COUNCIL POLICY STATEMENT Date Issued 12/19/89 Effective Date 12/19/89 Supersedes No. 2 (Dated 2/2/ General Subject: TRAVEL POLICY Cancellation Date Specific Subject: L Copies to: City Council, City Manager, City Attorney, Department and Division Employee Bulletin Boards, Press, File I - -~~~ ~_______ ~_____ ~~~ TRANSPORTATION (Continued): 2. When the use of a private automobile to destinations within 200 miles of the City limits is apy mileage reimbursement shall be at the rate cf 25 :,-then currently prescribed t. regulations. Individuals with an auto allowance will not receive mileage reimbursements fc within 200 miles of the City limits. However, use of City-owned vehicles is allowed for travel 200 miles of the City limits. If use of a private automobile to destinations beyond 200 miles is approved by the City Man2 hisker designee, including those individuals with an auto allowance, reimbursement shall not ’ the cost of a round trip coach or equivalent class air fare. Exceptions are subiect to approval bv d Manager or hisker designee (such as in cases where required items to be transported are not a1lo.c any mode of public transportation). Such reimbursement shall be computed based on the mileag the normal work location to the final destination. Thh . .. For the purpose of determining personal vehicle mileage reimbursement, the designated normal location for each City employee is the place where that employee spends the largest portion of 1 regular workday or working time, or the place to which he/she returns upon completion of reg;! special assignments. The cost of the daily commute to the office is the emplovee’s responsibility. 3. When the use of public air carrier is approved, m rthe City shall pay the lowest available fare at th the reservation is booked. Upgrades to a higher class of air service will be at the employee’s exper 4. Authorized travel time shall be based on that required by the most appropriate and expedient m public transportation. The additional travel time will not be considered City work hours. 5. While traveling, tibwc cf rue- - . mployees are encouraged to use .. transportation whenever possible. For example, courtesy shuttle service, buses, taxis, or limc service should be utilized between airports and meeting locations when such services are reasc available. Rental vehicles should be used when other transportation is unavailable, untimely, or a vehicle is the most economical mode of transportation. 6. Reimbursement for travel time for City employees will be made in accordance with FLSA guidelin m 0 - CITY OF CARLSBAD Policy No. 2 (Page 5 of ( COUNCIL POLICY STATEMENT Date Issued 12/19/89 Effective Date 12/19/89 Supersedes No. 2 (Datec 2L General Subject: TRAWL POLICY Cancellation Date Specific Subject: 1 Copies to: City Council, City Manager, City Attorney, Department and Division I Employee Bulletin Boards, Press, File LODGING: 1. Lodging shall be obtained at the most economical rate available for good quality lodging. Lttt -n cIrn n At P nn 4 no +Lo . ?When ,- there is an officially designated conference hot. traveler is encouraged to take advantage of these accommodations. Lodging expenses for spous not reimbursable, and any additional expenses must be paid by -the elected of commissioner or employee. *VU CUV u. L*L V 3 . .. 2. Business related telephone charges which are added to the lodging bill may be reimb Reimbursement of personal calls will be allowed in an amount not to exceed the higher of W per day or ten minutes of phone time. Reimbursement of personal calls in excess of this limit n authorized by the City Manager or hisker designee, under special circumstances. 3. Recreational activities that are not included in the cost of registration or that are not an integral t the conference or training session will not be reimbursed by the City. MEALS AND INCIDENTAL EXPENSES: 1. Notwithstanding other limits stated elsewhere, the City Council will be reimbursed the actual co meals, plus tips and incidental expenses while on official City business. 2. Each commissioner or employee authorized to travel may submit the actual cost of meals, tip incidental expenses for reimbursement up to a limit of %"$SO per day - -. If it is anticipated that this limit will be exceeded, then prior approval k City Manager or hisker designee is required. The City Manager may approve such addir expenditures, within the limits of hisker expenditure authority, as necessary. 3. The City will not reimburse the cost of alcoholic beverages. 4. Reasonable amounts for tipping will be reimbursed, however, reimbursement for tips sAeel&w not be made in excess of 3334~20%. I rn 0 I CITY OF CARLSBAD Policy No. 2 Page 6 of C COUNCIL POLICY STATEMENT Date Issued 12/19/89 Effective Date 1211 9/89 Supersedes No. 2 (Dated 212 General Subject: TRAVEL POLICY Cancellation Date Specific Subject: I Copies to: City Council, City Manager, City Attorney, Department and Division € Employee Bulletin Boards, Press, File I MEALS AND INCIDENTAL EXPENSES (Continued): 6. Act- pzr : .. . AT TRATICT * 1 R*i hn LL h-7 thn "0 Tf -4" 1- c A* T. , "L A L