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HomeMy WebLinkAbout1999-12-14; City Council; 15541; Revision Of City Travel Policy- 79 - CITY OF CARLSBAD -AGENDA BILL Lb , ,- AB# /<g#/ T’TLE: DEPT dD. / MTG. 12-14-99 REVISION OF CITY TRAVEL POLICY CITY ATTY@?. DEPT. FINANCE CITY MGRS 1 RECOMMENDED ACTION: Adopt Resolution No. w-=53+ approving the City’s travel policy. ITEM EXPLANATION: Occasionally, it is necessary for City personnel to attend meetings, travel outside the City to conduct City business, and attend conferences, seminars and training sessions. Various modes of transportation are available and other associated costs vary considerably. A Travel Policy has been developed to help control the costs involved with traveling, and to compensate individuals for actual necessary expenses related to travel and meetings. The last revision to the Travel Policy was done in December 1989. An effort has been made to streamline the Policy, assuring that the Policy is in compliance with the Internal Revenue Service (IRS), and updating the Policy to reflect changes in costs, methods and modes of traveling. A number of administrative guidelines have been taken out of the Policy and will be communicated to the employees by the Finance department at a later date. These include the various forms to be used in reporting and obtaining payment for travel expenses and the instructions on how to fill out and file the forms. Some of the more significant changes and/or revisions from the prior Travel Policy (dated December 19, 1989) include: l Reimbursement for meals has been increased to $50 per day (from $45) for appropriately documented expenses. l Receipts are no longer required for business meals and entertainment expenses not exceeding $75. However, the following information must appear on the expense report and/or the receipts submitted: l The amount of the expenditure l The date and place of the expenditure l The business purpose of the expenditure l The business relationship to the person entertained, as well as the individuals’ names l Travel advances not substantiated or reimbursed in a timely manner may be subtracted from the employee’s payroll check. In addition, no further City funds will be advanced for travel until the employee files his/her outstanding expense report. l The reimbursement for personal telephone charges has been modified to read the higher of $10 per day or ten minutes of phone time (current policy allows one call not to exceed $5 per day). Reimbursement of personal calls in excess of this limit may be authorized by the City Manager or his/her designee, under special circumstances. l The City Manager or his/her designee, may authorize out-of-state travel for unanticipated purposes if funds are available and the subject travel has a duration of two days or less (one ‘, , .II ’ t Page 2 of Agenda Bill # -Ii 4=54 4 i night’s stay) or the travel is for educational purposes. Reimbursement for travel time will be made in accordance with FLSA guidelines. For the purpose of determining personal vehicle mileage reimbursement, the beginning and ending points have been defined in the policy. Individuals with an auto allowance are no longer precluded from using City vehicles for trips within 200 miles of the City. The policy now states that the City Managers designee (in addition to the City Manager) may authorize certain actions and reimbursements. Staff believes that these changes will provide clarity and ease of use with the Travel Policy. FISCAL IMPACT: The recommended changes should have a minimal fiscal impact on the City. EXHIBITS: 1. Resolution No. 97-53+ adopting a revised City Travel Policy. 2. Revised City Travel Policy. 3. Revised City Travel Policy marked to show changes from current policy. RESOLUTION NO. 99-534 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, REVISING THE CITY’S TRAVEL POLICY WHEREAS, City Council last revised the Travel Policy on December 19,1989; and WHEREAS, the City Council may from time to time revise this policy as may be necessary to provide proper guidance to City personnel; and WHEREAS, staff has reviewed the existing Travel Policy and has recommended modifications which will provide more clarity and ease of use when City personnel need to travel. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. The attached Travel Policy, revised December 14, 1999, (Exhibit 2) is hereby adopted and shall become effective immediately. PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council on the , 1999, by the following 14th day of DECEMBER vote, to wit: AYES: Council Members Lewis, NOES: None ABSENT: None v-v L DE A. LEWIS,“Mcyor ATTEST: KAREN R. KUNDTZ, Assistant City Clerk (SEAL) 3 CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: TRAVEL POLICY Specific Subject: Policy No. 2 (Page 1 of 5) Date Issued 12/14/99 Effective Date 12/14/99 Cancellation Date Supersedes No. 2 (Dated 12/19/89) 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 offkials, commission/board members, and all City employees when traveling on City business. This policy supersedes all other travel policies. BACKGROUND: Occasionally, it is necessary for City personnel to attend meetings, travel outside the City to conduct City business, and attend conferences, seminars and training sessions. Various modes of transportation are available and other associated costs vary considerably. The City Council has adopted a policy to control the costs involved, and to compensate individuals for actual necessary expenses related to travel and meetings. DEFINITIONS: Citv Business Travel shall be defined as travel which requires elected officials, members of a commission or board, or City employees to conduct specific items of City business away from their normal place of business. Citv Emnlovee means any person regularly employed by the City, excluding elected offkials and members of commissions, committees, authorities or boards. Commissioner shall mean any person appointed by the City Council to an established board, committee, authority or commission. Out-of-State Travel includes all costs related to business travel outside the State of California. In-State Travel includes all costs related to business travel within the State of California. Miscellaneous Meals/Mileage includes all miscellaneous costs not directly attributable to conferences or training, such as travel to other City facilities. CITY OF CARLSBAD Policy No. 2 (Page 2 of 5) COUNCIL POLICY STATEMENT Date Issued 12/14/99 Effective Date 12/14/99 General Subject: TRAVEL POLICY Cancellation Date Supersedes No. 2 (Dated 12/19/89) Specific Subject: Copies to: City Council, City Manager, City Attorney, Department and Division Heads Employee Bulletin Boards, Press, File POLICY IN GENERAL: 1. Requests for travel shall, in all cases, be limited to situations from which the City will derive a benefit through the attendance of a representative. 2. For City Council Members, all travel involving more than five (5) days should be approved in advance by the Council. Travel of five (5) days or less need not have prior approval if funds are available in the current budget. The Mayor is authorized to approve extended overnight travel for emergency cases. 3. Except for elected officials, commissioners and board members, and Council appointed employees, the number of City employees attending any single conference should be limited to those whose attendance will provide a benefit to the City. Any number of elected officials, commissioners, or Council appointed employees may attend conferences provided that funds are available for such purposes. 4. The City Manager, or his/her designee, may approve any in-state travel, travel specifically approved in the operating budget, and any travel for educational purposes. The City Manager (or his/her designee) may also authorize out-of-state travel for unanticipated purposes if funds are available and the subject travel has a duration of two days or less (one night’s stay). Unanticipated out-of-state travel for a duration exceeding two days must be autborized by the City Council. 5. Each offker, employee, advisory commissioner, and board member of the City is expected to be as thrifty and prudent as possible when traveling at the City’s expense. To ensure that City offkers, employees, commissioners and board members are able to travel when necessary to accomplish essential City business, travel funds must be expended in the most economical and effkient way possible. 6. Receipts are required for all business travel expenses such as transportation, lodging and incidental costs exceeding five ($5) dollars. In order to comply with IRS Regulations, receipts are required for all meal and entertainment expenses in excess of $75 per meal or item. In addition, for all travel expenses (including meals and entertainment), the following information must appear on the expense report and/or the receipts submitted: a. The amount of the expenditure. b. The && and place of the expenditure. c. The business nurnose of the expenditure. d. The business relationshin to the person entertained, as well as the individuals’ names. CITY OF CARLSBAD Policy No. 2 (Pane 3 of 5) COUNCIL POLICY STATEMENT Date Issued 12/14/99 Effective Date 12/l 4/99 General Subject: TRAVEL POLICY Cancellation Date Supersedes No. 2 (Dated 12119189) Specific Subject: Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File POLICY IN GENERAL (Continued): The IRS also requires that if the expenditures are not substantiated with the above information, they may be considered “wages” subject to payroll tax withholding. The use of a City credit card for payment of business meals and entertainment does not preclude the requirement to complete and submit an expense report. 7. Travel advances to City employees need to be substantiated or reimbursed as soon as possible upon completion of trip (normally within 30 days). If the expense report is not filed timely, any travel advances may be subtracted from the employee’s payroll check. No further City funds will be advanced for travel until the employee files his/her outstanding expense report. 8. Administration of this policy will be as directed from time to time by the City Manager. TRANSPORTATION: 1. Use of air, train, private automobile, or other mode of public transportation 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 a private automobile to destinations within 200 miles of the City limits is approved, mileage reimbursement shall be at the rate then currently prescribed by IRS regulations. Individuals with an auto allowance will not receive mileage reimbursements for trips within 200 miles of the City limits. However, use of City-owned vehicles is allowed for travel within 200 miles of the City limits. If use of a private automobile to destinations beyond 200 miles is approved by the City Manager or his/her designee, including those individuals with an auto allowance, reimbursement shall not exceed the cost of a round trip coach or equivalent class air fare. Exceptions are subject to approval by the City Manager or his/her designee (such as in cases where required items to be transported are not allowed on any mode of public transportation). Such reimbursement shall be computed based on the mileage from the normal work location to the final destination. For the purpose of determining personal vehicle mileage reimbursement, the designated normal work location for each City employee is the place where that employee spends the largest portion of his/her regular workday or working time, or the place to which he/she returns upon completion of regular or special assignments. The cost of the daily commute to the office is the employee’s responsibility. 3. When the use of public air carrier is approved, the City shall pay the lowest available fare at the time the reservation is booked. Upgrades to a higher class of air service will be at the employee’s expense. CITY OF CARLSBAD Policy No. 2 Wage 4 of 5) COUNCIL POLICY STATEMENT Date Issued 12114199 Effective Date 12/l 4/99 General Subject: TRAVEL POLICY Cancellation Date Supersedes No. 2 (Dated 12/19/89) Specific Subject: Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File TRANSPORTATION (Continued): 4. Authorized travel time shall be based on that required by the most appropriate and expedient mode of public transportation. The additional travel time will not be considered City work hours. 5. While traveling, employees are encouraged to use public transportation whenever possible. For example, courtesy shuttle service, buses, taxis, or limousine service should be utilized between airports and meeting locations when such services are reasonably available. Rental vehicles should be used when other transportation is unavailable, untimely, or a rental vehicle is the most economical mode of transportation. 6. Reimbursement for travel time will be made in accordance with FLSA guidelines. LODGING: 1. Lodging shall be obtained at the most economical rate available for good quality lodging. When there is an officially designated conference hotel, the traveler is encouraged to take advantage of these accommodations. Lodging expenses for spouses are not reimbursable, and any additional expenses must be paid by the elected official, commissioner or employee. 2. Business related telephone charges which are added to the lodging bill may be reimbursed. Reimbursement of personal calls will be allowed in an amount not to exceed the higher of $10.00 per day or ten minutes of phone time. Reimbursement of personal calls in excess of this limit may be authorized by the City Manager or his/her designee, under special circumstances. MEALS AND INCIDENTAL EXPENSES: 1. Notwithstanding other limits stated elsewhere, the City Council will be reimbursed the actual costs of meals, plus tips and incidental expenses while on official City business. 2. Each commissioner or employee author&d to travel may submit the actual cost of meals, tips and incidental expenses for reimbursement up to a limit of $50 per day. If it is anticipated that this limit will be exceeded, then prior approval by the City Manager or his/her designee is required. The City Manager may approve such additional expenditures, within the limits of his/her expenditure authority, as necessary. e t . . . L! , . -. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: TRAVEL POLICY Specific Subject: Policy No. 2 (Page 5 of 5) Date Issued 12/l 4/99 Effective Date 12/l 4/99 Cancellation Date Supersedes No. 2 (Dated 12/19/89: Copies to: City Council, City Manager, City Attorney, Department and Division Heads Employee Bulletin Boards, Press, File MEALS AND INCIDENTAL EXPENSES (Continued): 3. The City will not reimburse the cost of alcoholic beverages. 4. Reasonable amounts for tipping will be reimbursed, however, reimbursement for tips will not be madr in excess of 20%. CITY OF CARLSBAD Policy No. 2 (Page 1 of 6) COUNCIL POLICY STATEMENT Date Issued 12/l 9189 Effective Date 12/l 9/89 General Subject: TRAVEL POLICY Cancellation Date Supersedes No. 2 (Dated 212183) Specific Subject: 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 offkials, commission/board members, and all City employees when traveling on City businesh . , . . , w. This nolicv suuersedes all other travel policies. BACKGROUND: Occasionally, it is necessary for City personnel to attend meetings, travel outside the City to conduct City business, and attend conferences, seminars and training sessions. Various modes of transportation are available and other associated costs vary considerably. The City Council has adopted a policy to control the costs involved, and to compensate individuals for actual necessary expenses related to travel and meetings. DEFINITIONS: Citv Business Travel shall be defined as travel which requires elected offkials. members of a commission or board, or City employees to conduct specific items of City business awav from their normal place of business. Citv Emnlovee means any person regularly employed by the City, excluding elected offkials and members of commissions, committees, authorities or boards. Commissioner shall mean any person appointed by the City Council to an established board, committee, authority or commission. Out-of-State Travel includes all costs related to business travel outside the State of California. In-State Travel includes all costs related to business travel within the State of California. Miscellaneous Meals/Mileage includes all miscellaneous costs not directly attributable to conferences or training, such as travel to other Citv facilities. q CITY OF CARLSBAD Policy No. 2 (Page 2 of 6) COUNCIL POLICY STATEMENT Date Issued 12/19/89 Effective Date 12/l 9/89 General Subject: TRAVEL POLICY Cancellation Date Supersedes No. 2 (Dated 2/2/83) Specific Subject: Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File POLICY IN GENERAL: 1. Requests for travel shall, in all cases, be limited to w f . 9 EtrtBtffeekff%ssituations from which the City will derive H benefit through the’ attendance of a representative. 1 . . . . . . . . . 2. For City Council Members, all travel involving more tban five (5) days should be approved in advance by the Council. Travel of five (5) days or less need not have prior approval if funds are available in the murrent budget. The Mayor is autborized to approve extended overnight travel for emergency cases. 3. Except for elected officials, commissioners and board members, and Council appointed employees, the number of City employees attending any single conference should be limited to those whose attendance will provide a benefit to the City. Any number of elected officials, commissioners, or Council appointed employees may attend conferences provided that funds are available for such purposes and 4. . . IThe City Manager, or his/her designee, may approve any in-state travel, travel specifically approved in the operating budget, and any travel for educational purposes. The Citv Manager (or his/her designee) mav also author& out-of-state travel for unanticipated mu-noses if funds are available and the subiect travel has a duration of two days or less (one night’s stay). Unanticipated out-of-state travel for a duration exceeding two days must be authorized by the City Council. 5. Each officer, employee, advisory commissioner, and board member of the City is expected to be as thrifty and prudent as possible when traveling at the City’s expense. r . . . +To ensure that City offkers, employees, commissioners and . board members are able to travel when necessary to accomplish essential City business, travel funds must be expended in the most economical and efficient way possible. k CITY OF CARLSBAD Policy No. 2 (Page 3 of 6) COUNCIL POLICY STATiMENT Date Issued 12/19/89 Effective Date 12/l 9/89 General Subject: TRAVEL POLICY Cancellation Date Supersedes No. 2 (Dated 212183) Specific Subject: Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File POLICY IN GENERAL (Continued): 6. Receiuts are required for all business travel exnenses such as transnortation. lodging and incidental costs exceeding five ($5) dollars. In order to comnlv with IRS Regulations, receints are required for all meal and entertainment exnenses in excess of $75 ner meal or item. In addition, for all travel expenses (including meals and entertainmentI. the following information must annear on the exnense report and/or the receipts submitted: a. The amount of the exnenditure. b. The date and nlace of the exuenditure. c. The business mu-nose of the exnenditure. d. The business relationshiu to the nerson entertained. as well as the individuals’ names. The IRS also reauires that if the exnenditures are not substantiated with the above information, they may be considered “wages” subiect to navroll tax withholding. The use of a Citv credit card for pavment of business meals and entertainment does not ureclude the requirement to comvlete and submit an exnense renort. 7. Travel advances to Citv employees need to be substantiated or reimbursed as soon as nossible unon comuletion of trip (norrnallv within 30 days). If the exnense renort is not filed timely, any travel advances may be subtracted from the emulovee’s navroll check. No further Citv funds will be advanced for travel until the emnlovee files his/her outstanding: exnense report. 8. Administration of this policy will be as directed from time to time by the City Manager. TRANSPORTATION: I. Use of air, train, private automobile, or bus-other mode of nublic transnortation 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. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: TRAVEL POLICY Specific Subject: Policy No. 2 (‘Page 4 of 6) Date Issued 12/l 9/89 Effective Date 12/l 9/89 Cancellation Date Supersedes No. 2 (Dated 2/2/83) Copies to: City Council, City Manager, City Attorney, Department and Division Heads Employee Bulletin Boards, Press, File TRANSPORTATION (Continued): 2. Wben the use of a private automobile to destinations within 200 miles of the City limits is approved, mileage reimbursement shall be at the rate cf 25 -then currently prescribed bv IRS regulations. Individuals with an auto allowance will not receive mileage reimbursements for trips within 200 miles of the City limits. However, use of Citv-owned vehicles is allowed for travel within 200 miles of the City limits. If use of a private automobile to destinations beyond 200 miles is approved by the City Manager OI his/her designee, including those individuals with an auto allowance, reimbursement shall not exceed the cost of a round trip coach or equivalent class air fare. Exceptions are subiect to annroval bv the Citv Manager or his/her designee (such as in cases where required items to be transnorted are not allowed on any mode of nublic transnortation). Such reimbursement shall be commuted based on the mileage from the normal work location to the final destination.? For tbe nurnose of determining uersonal vehicle mileape reimbursement. the designated normal work location for each Citv emnlovee is the nlace where that emnlovee snends the largest nortion of hisker regular workday or working time. or the place to which he/she returns unon comnletion of regular or snecial assignments. The cost of the daily commute to the offrce is the emnlovee’s resnonsibilitv. . 3. When the use of public air carrier is approved, r . . &the Citv shall nav the lowest available fare at $e time the reservation is booked. bngrades to a higher class of air service will be at the employee’s exnense. 4. Authorized travel time shall be based on that required by the most appropriate and expedient mode of public transportation. The additional travel tirne will not be considered City work hours. . . 5. While traveling, - mnlovees are encouraged to use public transnortation whenever nossible. For example, courtesy shuttle service, buses, taxis, or limousine service should be utilized between airports and meeting locations when such services are reasonably available. Rental vehicles should be used when other transportation is unavailable, untimely, or a rental vehicle is the most economical mode of transportation. 6. Reimbursement for travel time for Citv emnlovees will be made in accordance with FLSA guidelines. CITY OF CARLSBAD Policy No. 2 (Page 5 of 6) COUNCIL POLICY STATFMENT Date Issued 12119189 Effective Date 12/l 9/89 General Subject: TRAVEL POLICY Cancellation Date Supersedes No. 2 (Dated 212183) Specific Subject: Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File LODGING: 1. Lodging shall be obtained at the most economical rate available for good quality lodging. T U. ‘LC vu . . . . -When there is an offkially hotel, the designated’conference traveler is encouraged to take advantage of these accommodations. Lodging expenses for spouses are not reimbursable, and any additional expenses must be paid by -the elected offkial, commissioner or emnlovee. 2. Business related telephone charges which are added to the lodging bill may be reimbursed. Reimbursement of personal calls will be allowed in an amount not to exceed the higher of $&W-10.00 per day or ten minutes of nhone time. Reimbursement of nersonal calls in excess of this limit may be authorized by the Citv Manaper or his/her designee. under snecial circumstances. 3. Recreational activities that are not included in the cost of registration or that are not an integral nart of the conference or training: session will not be reimbursed by the City. MEALS AND INCIDENTAL EXPENSES: 1. Notwithstanding other limits stated elsewhere, the City Council will be reimbursed the actual costs of meals, plus tips and incidental expenses while on official City business. 2. Each commissioner or employee authorized to travel may submit the actual cost of meals, tips and incidental expenses for reimbursement up to a limit of W&$50 per day m m. If it is anticipated that this limit will be exceeded, then prior approval by the City Manager or his/her designee is required. The City Manager may approve such additional expenditures, within the limits of his/her expenditure authority, as necessary. 3. The City will not reimburse the cost of alcoholic beverages. 4. Reasonable amounts for tipping will be reimbursed, however, reimbursement for tips shoukk+will not be made in excess of W&20%. . . - . CITY OF CARLSBAD COUNCIL POLICY STATEMFNI’ General Subject: TRAVEL POLICY Specific Subject: Policy No. 2 (Page 6 of 6) Date Issued 12/19/89 Effective Date 12/l 9/89 Cancellation Date Supersedes No. 2 (Dated 2/2/83) Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File MEALS AND INCIDENTAL EXPENSES (Continued):