Loading...
HomeMy WebLinkAbout1976-09-07; City Council; 3756; Council Policy No. 2 - TravelCITY OF CARLSBAD AGENDA BILL NO. ^ _ ' ' • Initial: Dept.Hd. DATE: _ September 7, 1976 ' c> Atty.v DEPARTMENT: _ City Manager _ C. Mgr. Subject: COUNCIL POLICY. NO. 2 - TRAVEL . . (Amendment) \ Statement of the Matter • • Council Policy Number 2 - Travel, provides that officers and employees who attend conferences for the City, shall prepare a written report of the proceedings of the conference. This requirement sometimes imp'oses an unnecessary burden on the traveler and additional clerical work for the staff. The purpose of the attached proposed amendment is to allow the recording of proceedings in lieu of a written report. Oftentimes the most significant information at a conference is covered in a speech or during a seminar -session. In such cases, the taping of the session may be the better methodvof communicating information to other officers and employees of the City. In other instances, however, a written report may continue to be the better way to pass along information. The choice of making a recording or a written report will be left to the discretion of the individual. Amendment is the second paragraph of Item 2 • under Statement of Policy. Exhibit ' ; Council Policy No. 2 - Travel (amended) Recommendation " If Council cpncurs in the proposed amendment to the Travel Policy, the change should be approved by minute motion. Council Action: 9-7-76 Council Policy No. 2, as amended, was approved as recommended by the staff. WRITE IT—DON'T SAY IT INTER-DEPARTMENT MEMORANDUM A. M. TO City Council £ Ve.pt. Head*DATE Se.pt. 15, is 76 p- M Attached li> Council Policy Mo. 2, which <iA an ame.ndme.nt to the. o^iglnat poticy which wa& adopted by the. City Councli September 7, 1976. REPLY ON THIS SHEET FROM City CleA.k'A Ofifilce WILMER "SERVICE' imE Cr OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: ADMINISTRATION Specific Subject: Travel Policy No. 2 (Page 1 of 3) Amended Date Issued 9-7-76 Effective Date 9-7-76 Cancellation Date Supersedes No. 2 (datedi-b-yi)'l-b-71 City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File Copies to: PURPOSE: To establish a policy of the City Council regarding travel by Council, other elected and appointed officials, officers, and employees of the City of Carlsbad. For the purposes of this policy, travel is defined as City business or conference requiring an overnight stay and usually, but not always, involving transportation expense. STATEMENT OF POLICY: • 1. It is the policy of the City Council that authorized travel is to conduct City business outside the corporate limits or for the pur- pose of enhancing the knowledge of Council members, elected and appointed officials, officers, and employees of the City regarding areas of municipal endeavor with which their position with the City requires them to be familiar. 2. Each officer and employee of the City who attends a conference shall file with the City Manager a brief report, naming the conference, the areas discussed at said conference, and knowledge gained from attendance at such conference that will benefit the City of Carlsbad. The City Manager will prepare copies of this report for distribution to each member of the.City Council and elected officials. City Council members will transmit their reports to the City Manager who will effect distribution of copies to members of the Council and to appropriate City departments and officers. In certain instances it may be desirable to make use of a portable type recorder to record conference sessions .in lieu of preparing a written report. A brief memo should be prepared indicating that a tape is available and the subject matter covered. The memo and tapes should be forwarded to the City Manager for distribution. The Purchasing Agent can arrange for the use of a portable tape recorder. 3. Each department of the City is authorized travel only to that extent provided by funds budgeted for this purpose in their departmental budget. Travel that may become necessary during the course of the fiscal year that is not covered by budgetary allocation may, upon approval of the City Manager, be placed on the Council agenda for the purpose of permitting such travel. CIT" OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: ADMINISTRATION Specific Subject: Travel Policy No.2 (Page 2 of 3) Amended Date Issued 9-7-76 Effective Date 9-7-76 Cancellation Date Supersedes No.2 (dated 1-5-7JT Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 4. Since the purpose of travel is to benefit our municipal government, it is obvious that worthwhile conferences covering subjects of interes to Carlsbad will vary from year to year. It is for this reason that attendance at such conferences be determined during the annual budget process. Unbudgeted conferences or meetings require City Council approval prior to attendance except that the City Manager may approve attendance at an unbudgeted conference or meeting if he deems the matter urgent. In such cases the. City Manager shall report for ratification, the circumstances at the next regular City Council meeting. PROCEDURE: A. Any elected or appointed official, officer or employee of the City who plans to attend a conference or conduct City business outside the corporate limits involving an overnight stay where the expenses are partially or wholly paid by the City of Carlsbad, shall complete a travel request using the form, "Travel Request and Expense Report," and have such request approved by the City Manager. Prior to granting the request the City Manager may require submission of a copy of the agenda of the proposed conference or meeting, if such is available. B. Upon return from "travel" as defined herein, each person will prepare an expense report on the form, "Travel Request and Expense Report," and submit same to the City Manager for approval. Reimbursable travel expenses may include transportation, lodging, meals, taxi fare tips, and similar legitimate expenses. The following criteria will be used in submitting expense reports: 1. Lodging shall be obtained at a cost no more than the average room rental in the particular hotel for single occupancy. Any additional expense for double occupancy, where the wife attends the conference, must be paid by the individual officer or employee. 2. It is understood that at certain meetings or conferences, the breakfast, luncheon, or dinner includes addresses, and that part of the cost of this address is included in the meal price of this function; therefore, the cost of the particular meal may exceed that customarily expected. Consequently, each officer or employee authorized to travel may submit the actual cost of the.meeting or meal as a legitimate travel expense. It is expected that other charges for meals will be reasonably comparable to a meal in the area visited. CITV OF CARLSBAD ' . '• , . ~ policy No.2 (Page 3 of 3) COUNCIL POLICY STATEMENT General Subject: ADMINISTRATION Specific'Subject: Travel AmendedDate Issued 9-7-76 Effective Date 9-7-76 Cancellation Date Supersedes No.2 (dated l-t>-7JJ. Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File Procedure: (continued) 3. Transportation to a conference or meeting may be by airline, City vehicle, or private vehicle. When an airline is used, the City will not reimburse for an airline ticket in excess of the tourist charge or the lowest fare available to the place of the conference or meeting. If a City car is used, it is expected that no mileage charges will be submitted. If a private vehicle is used, a charge of 15$ per mile may be made. However, the total charge to the City for use of a private vehicle for transportation may not exceed the cost of air fare to the meeting or conference. TflAVEL REQUEST AND Fv'nENSE REPORT CITY OF CARLSBAD TRAVEL REQUEST - SECTION 1CM r>REPORT -SECTKUJ COZUJa.XUJ UJ ccH NAME REQUEST NO. TITLE DEPARTMENT OFFICIAL MEETING NAME SPECIFY BENEFITS TO BE DERIVED BY THE CITY THROUGH ATTENDANCE - 1 -r i "! " -• r- f ~,1 -:••.• ••> •• r -i : " . i , f i . - • r -•• '" I "-> V") ' • ' '• • ' i if ' ' 'l' ) ' ' "i i ' ) .-..."'"/ _ } _.l . .- v i-> _<. • . V ' i .• -^ -_ - - * i - -. '.' .1- . ' v • .< - i. 1 < / V •*.'.. ,.• . ' t. ' * • - t .' <• .J J~ -J .,.- > j f ^ ;"> '» f". *'•*'•' ' ' ' j c' '*•'•'. 4 ','"'"'' ;" : ' / ' > ' " ' •' 's • ' • ', ' ' •' -~J •' ' J "* ' * ' • ' '<" « ' t i "j \ ' '" ' • C ' '• ' ' : ' Destination Date of Meeting Date of Departure Date of Return Mode of Travel: [Check) ( ] Private Auto [ 1 Airline [ ICity Vehicle | J Other ESTIMATED EXPENSES ,, REQUEST FOR CASH ADVANCE AND/OR PREPAID EXPENSES CONFERENCE ' '"' " : --' :~ :" PAY. TO:' - -'- '.:'•'• ~- 1':^ ......'./• ..;",. AMT. REGISTRATION ... $ ' ' :':• ..--.- '•' i :? ^ •". . \. ' i 7 •- . J ,:...'. ;!"-.'-';. - >;' TRANSPORTATION LODGING MEALS OTHER ,r . •.'• TOTAL EST. f ' '".t <-."> i V r $$ - . $ •• • ••:, " ' . - ••- -. $ '$'"•"' ' : ' ' '"' ' ' ' " s .- $ - -:• •' - ' • ' • $ ' $ •-V-r> % : TOTAL CASH ADVANCE/PREPAID EXPENSES s ACCT. NO. VENDOR NO >j /.•;•:• ., :, .,• .-- -. ^ L... :,.i •• .,.- • • .. ..-• ...••. ..,>.. DEPARTMENT HEAD - DATE CITY MANAGER DATE . : : OATE[) TRANSPORTATION TAXIS/GARAGE/AUTO RENTAL LODGING TELEPHONE AND TELEGRAPH MEALSBREAKFAST • J LUNCH DINNER •-'->-' ' REGISTRATION FEES • ' " OTHER TOTALS - .' '.;ytj.j --.-.j ~u $ SUN i MON .; •\--:-,-- •-• • • TUES " --> - ' O'' i.' . 1 certify that the foregoing claim \% correct. Signature of Traveler WED '•' ' . '. , r : -> THURS ' * - " FBI •'. . - - SAT TOTAL EXPENSE LE Date Approved By SS CASH ADVANCED AND/OR EPAID EXPENSES DUE CITY DEPOSIT RECEIPT NO. DUE TRAVELER r>.n.r».«»nr MJ>»H Date City Manager Date TOTALS $ $ /" 0/5--a..];SAO :!O Yfto 'f:o;iv, :';';..];;Xr! GIOA INSTRUCTIONS FOR COMPLETING TRAVEL REQUEST AND EXPENSE REPORT |. The City Council Policy on Travel defines travel as "City \ business or conferences requiring an overnight stay and usually, but not always, involving transportation expense." This form shall be used for all overnight stays and for non-local travel. If only mileage reimbursement is being requested, use the Travel Request and Mileage Report form. < ; To request permission to travel. Complete Section 1 of form \ with the exception of the space titled "Request No." (The Finance Department will enter this number.) Be sure to indicate the account to which the travel expenses are to be charged in • the space titled "Account No.". ; -,- Give your best estimate of expenses. If you request a cash advance or prepayment of any expenses, indicate amount desired. Upon approval of department head, submit forms to City Manager's office. Upon approval of City Manager, the City Manager's office will submit the approved form to the Finance Department. Upon receipt -of the approved form, Finance shall be authorized to prepare warrants or to pay invoices when the City is to be billed in the amount approved by the City Manager. The Finance Depart- .. ment shall verify that funds are available in the indicated amount, assign a request number to the form, prepare warrants as necessary, and return the copy of the form and any warrants to. the requesting . department. It is the traveler's responsibility to remit registration fees, and to make transportation and hotel reservations. ..... .... _.,.,.„.„„ ........... _______ j ________________ .... ...... ______ i ..... __. _ ,__...„ ........... ___________ ............. \ i ., I i ' ; . j ..... ;; .To report travel expenses. . Within five working days of return from travel, the traveler shall complete Section 2 of the copy : of the form previously returned by Finance. Attach bills and receipts, as available, to document expenses. Upon approval of .the department head, forward completed form to .the City Manager's Office. ; i [ ' I | .,....'? Upon approval by the City Manager, the approved form will be forwarded to the Finance Department for preparation of warrant if money due traveler, or to collect overpayment. . . Travel expenses are permitted as indicated in the City Council Travel Policy. All employees are cautioned to carefully comply with the Travel Policy. < » ': .* 7/76