Loading...
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.