HomeMy WebLinkAbout1979-01-16; City Council; 5703-1; Revised Travel PolicyCITY OF CARLSBAD
AGENDA BILL NO. 5703 - Supplement Ho. 1
DATE: January 16, 1979
DEPARTMENT:CITY MANAGER
Initial
Dept.Hd.
C. Atty.
C. Mgr. <
Subject:
REVISED TRAVEL POLICY
Statement of the Matter
At its December 19, 1978 meeting, the City Council discussed a
draft travel policy. Following discussion, the Council directed
that certain changes be made to the draft policy.
The draft policy has been revised and is attached as Exhibit 1.
Exhibit
1. Memo to City Manager, dated January 3, 1979, with
revised draft travel policy.
Recommendation
Review draft policy and approve, revise or modify as Council
may desire.
Council action:
1-16-79 Council approved the draft Travel Policy as submitted.
DATE: JANUARY 3, 1979
TO: CITY MANAGER
FROM: Administrative Assistant
SUBJECT: REVISIONS TO DRAFT TRAVEL POLICY
At its December 19, 1978 meeting, the City Council reviewed
a draft travel policy. Following discussion, the Council
directed that certain changes be made to the draft policy.
The draft policy has been revised and is attached as
Attachment No. 1. The following revisions have been made:
1. The use of rental vehicles has been circumscribed.
2. A maximum limit on reimbursement for lodging of
$30.00 per day has been established.
3. Telephone charges will only be reimbursed for business
related purposes.
4. The use of room services is prohibited.
5. Reimbursement for tipping is limited to 15% of the
meal charge.
6. Reimbursement for meals, including tips, is limited
as follows:
$3.00 for Breakfast
$5.00 for Lunch
$8.00 for Dinner
FRANK N. MANNEN
Administrative Assistant
FNM:vm
Att.
f ?Y OP CARLSBAD
COUNCIL POLICY STATEMENT
General Subject: ADMINISTRATION
Specific Subject: Travel Policy
olicy No.2 (Page 1 of 5.)
Date Issued 1-16-79
Effective Date 1-16-79
Cancellation Date
Supersedes No.2
(Dated
9-7-761
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
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 traveSL 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
County of San Diego at which attendance of the participant is required to
conduct specific items of City business.
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
otficially established advisory board or commission.
POLICY IN GENERAL:
1. Requests for travel shall in all cases be limited to City bxisiness
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.
the
CITY OF CARLSBAD
COUNCIL POLICY STATEMENT
General Subject: ADMINISTRATION
Specific Subject: Travel Policy
"olicy No. 2 . (Page 2 of 5)
Date Issued 1-16-79
Effective Date 1-16-79
Cancellation Date
(Dated
Supersedes No.2 9-7-76)
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
POLICY IN GENERAL; (Continued)
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.
3. Conference travel for employees shall'be limited to department heads,
assistant-department heads, division heads or positions of a highly
technical dr 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 authoriza-
tion 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.
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.
0-TY OF CARLSBAD
COUNCIL POLICY STATEMENT
General Subject: ADMINISTRATION
Specific Subject: Travel Policy
olicy No. 2 (Page 3 of 5)
Date Issued 1-16-79
Effective Date 1-16-79
Cancellation Date
Supersedes No. 2
(Dated
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
POLICY IN GENERAL; (Continued) ' '
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. '
%
TRANSPORTATION i*
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 15C 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.{
'5. While traveling, the use of rental vehicles is to be discouraged.
Courtesy shuttle service, buses, or limousine service should be
utilized between airports and meeting locations. Rental vehicles
shall only be permitted when no other transportation 'is available.
r T-Y OF CARLSBAD
COUNCIL POLICY STATEMENT
General Subject: ADMINISTRATION
Specific Subject: Travel Policy
No. 2 (Page 4 of 5)
Date Issued 1-16-79
Effective Date 1-16-79
Cancellation Date
—- (Dated
Supersedes No. 2 9-7-76)
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
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. The maximum reimbursement for
lodging during any twenty-four (24) hour period shall not exceed $30.00.
Business related telephone charges which are added to the lodging bill may
be reimbursed. No reimbursement shall be made for telephone calls of a
personal nature. .
MEALS: X
At certain meetings or conferences, the breakfast, luncheon, -or dinner
includes addresses, and that part of the cost of the 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. Except as provided above, the re-
imbursement for meals including tips shall not exceed the following limits;
$3.00 for breakfast; $5.00 for lunch; $8.00 for dinner. The City will not
reimburse the cost of any alcoholic beverage.
Reasonable amounts for tipping may be reimbursed. However, reimbursement
for tips shall not exceed 15%. The use of room service for meals or
beverage service is not authorized and no reimbursement shall be allowed
for such service.
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. Re-
imbursement for such meals must be approved by the City Manager for all
employees.
ITY OF CARLSBAD
COUNCIL POLICY STATEMENT
General Subject: ADMINISTRATION
Specific Subject: Travel Policy
Policy No. 2 (Page 5 of 5)
Date Issued 1-16-79
Effective Date 1-16-79
Cancellation Date
Supersedes No.2
(Dated
9-7-76)
Copies to: City Council, City Manager, City Attorney, Department and
Division Heads, Employee Bulletin Boards, Press, File
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 j
granting the fequest, the City Manager may require submission of a copy I
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 j
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.