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HomeMy WebLinkAbout1978-12-19; City Council; 5703; Revised Travel PolicyCITY OF CARLSBAD f) AGENDA BILL NO. <5"7O3 DATE: December 19, 1978 DEPARTMENT: CITY MANAGER Initial: ?*< Dept . Hd . C 7\x.a.... i \ f^-jj.* £* L. L. y * \ 1 f x } C. Mgr. JK «/ Subject: REVISED TRAVEL POLICY Statement of the Matter During the City Council consideration of the 1978-79 Fiscal Year Budget, the Council indicated that the policy on travel be reviewed. Exhibit No. 1 is a draft of a revised travel policy that spells out more specifically when and how travel is permitted. The draft is submitted for City Council review and discussion. If any revisions or modifications to the draft policy are desired by the Council, the staff will make such changes and return the policy for final Council consideration. Exhibit 1. Memo to City Manager dated December 11, 1978, with DRAFT revised travel policy. 2. Existing travel policy. Recommendation Review draft policy and approve, revise or modify as Council may desire. Council action: 12-19-78 Council directed that the policy be tightened to include maximum limits of tipping, phone charges, provisions for use of rental vehicles, no room service, and maximum amounts be set for meals. DATE: DECEMBER 11, 1978 TO: CITY MANAGER FROM: Administrative Assistant SUBJECT: REVISED TRAVEL POLICY Attached is a draft of a revised Travel Policy. The draft has been prepared for City Council review and consideration. It is intended that following Council discussion, the staff will incorporate any desired changes or revisions and bring the policy back for final approval. The revised policy does not substantially change the existing travel policy. However, the revised policy does provide more detailed definitions, is more restrictive regarding conference travel, specifies when reimbursement for meals is permitted, prohibits reimbursement for alcoholic beverages, and contains language encouraging prudence and economy in the use of travel funds. Maximum dollar limitations on expenditures or per diem amounts are not included in the policy since the costs of meals and lodging may vary greatly from place to place and depending on circumstances. If the City Council feels that dollar limitations are appropriate, two approaches are suggested. Maximum dollar limits could be established for lodging and for meals. An employee would only be reimbursed for actual expenses up to the dollar limit for lodging and meals. An alternate approach would be to provide a flat per diem amount which would cover all expenses except transportation. While traveling, an officer or employee would be granted the per diem amount and would have to pay all expenses from the per diem amount. If the Council is interested in establishing a per diem system, it is suggested that Council consider a system used by the State REVISED TRAVEL POLICY December 11, 1978 Page 2 of California (See Attachment No. 1). This policy governs all departments of State government and is promulgated by the State Board of Control. The per diem amounts are reviewed from time to time and up-dated as necessary. The current State per diem schedule could be incorporated by reference in the City policy. The difficulty with fixed dollar amount limits is that in some instances, the maximum amounts may be too low and the employee would not be fairly reimbursed for actual expenses. The use of a per diem system may cause the City to expend more than necessary if actual expenses fall below the per diem amount. FRANK N. MANNEN Administrative Assistant FNM:vm Att. 3 ATTACHMENT 1 O)10 •§!ga "3Mes § -c-a •"5_- c0) 0)sa £5o 4) c5 ||l III B S g"3 I 11*T *5 9^3 30"a O 4»» ,- C J s§2 _. OvStJ?S88^ eT3.ari ir D 2 I Qt 2 8-3 § 3 ««°O ,Q S hi J! !1Utl ? C-SX 0) '** *2 « CD a6 gfi-B, 8 Is-S- 1 15! i 3x* 3 *tg C Sg'o'o> B*"-— •"2 1 cgg Q3& s |ll * ?-s« 1lP^o t« C ., «5 Slp-g^Ihh'S.g'S «§^°|tt CJ3 oJ^-fi £>I* s ^4 J& B a°1ss ^^"S 01l!s<oItlj^-i«°3^cSS .S g * « ° fi i-a_c W-H t! S111*1 I •jjsiiiha1g2£'si!l£ 11llfl!!i ktJfiili:CTJ 3 IH 3 S S°•oS^-oS-SaS'f:$ $8 3 in, 0) rt13 -3- 8J5 rt- C «" 55.1 3§*s-s-Ss~^° ** §s£§sl^•SWs g* = SS>-o> cS^IlJS^^i*- c 3-2,5 .fl1!|-1SS «- K e OT <u DIlll!13^1••81tlll^58 ADMINISTRATION TITLE 2(Register 77. No. 48—11-26-77)706. Subsistence Allowance. When state officers and employeesare on travel status as defined in this Article, payment of a subsistenceallowance will be authorized by the Board of Control for both in-stateand out-of-state travel. The circumstances of travel will determine therate allowed. Agencies will authorize payment for lodging, meals andincidental expenses as claimed by the employee in accordance withSection 706 (c) . Each agency will be responsible for determining whichof the following allowances is applicable:(a) In-State Subsistence Allowance.(1) Short-Term Allowance. A short-term allowance will be au-thorized when the circumstances and duration of travel are such thatthe traveler incurs expenses comparable to those arising from the useof good, moderately priced establishments, catering to the generalpublic. The short-term allowance is intended for trips of such dura-tion that weekly or monthly rates are not obtainable.(2) Long-Term Allowance. A long-term allowance will be au-thorized when the circumstances of travel are such that the travelerincurs expenses in one location comparable to those arising from theuse of establishments catering to the long-term visitor. In computingallowances under this subsection, the long-term rate will apply onlywhile the employee is at the temporary location. Expenses incurredwhile traveling to or from the job site will be reimbursed at theshort-term rate.(3) Non-Commercial Allowance. A non-commercial allowancewill be authorized when the circumstances of travel are such that thetraveler incurs expenses comparable to those arising from the use ofnon-commercial subsistence facilities such as, but not limited to,house trailers or field camping equipment. In computing allowancesunder this subsection, expenses incurred at commercial establish-ments while traveling to or from the job site will be reimbursed atthe short-term rate.(b) Out-Of-State Subsistence Allowance. For out-of-state travel,state elected officials and other employees will be reimbursed actuallodging expenses, supported by a voucher, and reimbursed for meal andincidental expenses in accordance with Section 706 (c).(1) Out-of-Country Subsistence Allowance. When employeesare authorized to travel outside the continental United States, andcontinue to maintain a permanent residence either occupied by theemployees' dependents or held vacant at a monthly expense in excessof $200, reimbursement of subsistence expenses may exceed estab-lished rates if the agency obtains advance approval of specific ratesfrom the Board of Control. TRAVEL POLICY PURPOSE To establish a policy to be followed by Council Members, other elected officials, Commissioners, and all City employees when traveling on City business or to attend conferences. BACKGROUND Occasionally, it is necessary for City personnel to attend meetings and to travel outside the city to conduct city business or attend conferences. Various modes of transportation are available and other costs involved vary considerably. To control the costs involved and to compensate individuals for actual necessary expenses, the City Council has adopted a policy on travel and meetings. DEFINITIONS Out-of-town Travel shall be defined as travel outside the limits of the County of San Diego. Conference Travel shall be defined as travel outside the limits of the County of San Diego to attend meetings or conferences that are primarily for the educational or professional enrichment of the participant and not to transact specific business of the City, but for which the City will receive a secondary or indirect benefit. Business Travel shall be defined as travel outside the limits of the County of San Diego at which attendance of the participant is required to conduct specific items of City business. TRAVEL POLICY Page 2 City Employee means any person regularly employed by the City excluding elected officials and members of advisory commissions or boards. Commissioners means any person appointed by the City Council to an officially established advisory board or commission. POLICY IN GENERAL 1. Requests for travel shall in all cases be limited to City business, or conferences and meetings from which the City will derive a benefit through the attendance of a representative, Mere membership in an organization is not of itself a justification for travel authorization. 2. Except for elected officials, commissioners, and Council appointed employees, attendance at conferences shall be limited to one representative of the City. Any number of elected officials, commissioners or Council appointed employees may attend conferences provided that funds for such purposes are specifically provided and included in the annual budget. The City Manager may authorize the attendance of additional employees at the Annual League of California Cities if deemed appropriate by the Manager and travel funds are available. TRAVEL POLICY Page 3 3. Conference travel for employees shall be limited to department heads, assistant department heads, division heads or positions of a highly technical or professional nature as designated by the City Manager. Every effort shall be made to avoid the simultaneous absence of both the department head and assistant department head. Except for Council appointed employees, out- of-state conference travel for City employees shall not be authorized more frequently than once ;every three years. 4. Business or conference travel requests estimated to exceed $100 shall be submitted with the annual budget request. Travel requests approved during Council budget review do not require further Council authorization at the time the travel is taken. All other travel requests are considered to be unscheduled and shall be authorized as follows: A. Unscheduled requests for business travel within the state which require more than two full days and one night and all unscheduled requests for travel out of state require Council authorization on an individual trip basis. B. Unscheduled requests for business travel within the state of not more than two full days and one night may be approved by the City Manager. TRAVEL POLICY Page 4 5. Each council member, commissioner, or 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 appropriate officials. City Council members and commissioners 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. 6. Each officer and employee of the City is expected to be as thrifty and prudent when traveling at City expense as possible. The City has only a limited amount of funds available for travel expenses. To insure that City officers and employees are able to travel when necessary to accomplish essential City business, travel funds must be expended in the most economical and efficient way possible. Unnecessarily lavish or expensive meals or accommodations are not justified and all persons traveling at City expense should carefully control expenses to minimize the cost to the City. Be conservative in your expenditures. TRAVEL POLICY Page 5 TRANSPORTATION 1. Use of air, train, private car, or bus shall be selected on the basis of the least total cost to the City after all expense items are tabulated, including travel time salary costs. 2. When the use of private automobile to points within 100 miles of the City limits is approved, reimbursement shall be at the rate of 15£ per mile. If use of private automobile to points beyond 100 miles is approved, reimbursement shall not exceed the cost of a round trip coach or equivalent class air fare, or the most economical other means of transportation. 3. When the use of public air carrier transportation is approved, travel for all personnel shall be in coach class or equivalent service. 4. Authorized travel time shall be based on that required by the most appropriate mode of public transportation. Should an employee desire travel time in excess of the above, such time shall be considered and accounted for as vacation leave or leave without pay. LODGING Lodging shall be obtained at the most economical rate available for good quality lodging. Lavish or oversized accommodations are not justified. Convention or housing bureau reservations are permissible. Lodging expenses for spouses are not reimbursable and any additional expenses must be paid by the City officer or employee. TRAVEL POLICY Page 6 MEALS 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. Con- sequently, 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. The City will not reimburse the cost of any alcoholic beverage. For out-of-town travel, no reimbursement shall be made for breakfast unless such travel commences from office or residence prior to 6:00 a.m., or is completed after 8:00 a.m. No reimbursement for lunch shall be made unless such travel commences prior to 11:30 a.m., or is completed after 1:00 p.m. No reimbursement for dinner shall be made unless such travel commences prior to 5:00 p.m. or is completed after 7:00 p.m. For local travel, during the normal working day and for two hours prior to or beyond the normal working day, no reimbursement for meals will be made except for approved breakfast, luncheon or dinner meetings. Reimbursement for such meals must be approved by the City Manager for all employees. TRAVEL POLICY Page 7 ADVANCE FUNDS Whenever any City officer or employee is required to travel out of town on City business, advance travel funds may be authorized by the City Manager. PROCEDURE Each employee of the City who plans to attend a conference or conducts 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. Upon return from travel, each officer and employee will prepare an expense report on the form, "Travel Request and Expense Report," and submit same to the City Manager for approval. Instructions for completing the Travel Request and Expense Report are printed on the back of the form. CITY OF CARLSBAD EXHIBIT NO. 2 COUNClu 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 (dated— Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File 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: - • ' 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. Each officer and employee of the City who attends a conference shall file with the City Manager a brief report, naming the conferencef 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. 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. C General Specifi Copies CT-Y OF CARLSBAD COUNCIL POLICY STATEMENT Subject: ADMINISTRATION c Subject: Travel Policy No. 2 (Paae 2 of 3) Amended Date Issued 9-7-76 Effective Date 9-7-76 Cancellation Date Supersedes No. 2 (dated 1-5-71) to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File t. C 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 h§ deems the matter urgent. In such cases the. City Manager shall report for ratification, the circumstances at the next regular City Council meeting. PROCEDURE; .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 fares 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 y 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. c CJTY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: ADMINISTRATION Specific Subject: Travel Policy No.2 fpaqe 3 AmendedDate Issued ^-7,76 Effective Date 9-7-76 Cancel]ation Date Supersedes No.2 (dated ~~~~~~~ 1=5=71 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 C 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. C