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