Loading...
HomeMy WebLinkAbout2006-07-11; City Council; 18633; Designate Employees to Receive Ethics TrainingCITY OF CARLSBAD - AGENDA BILL AB# 18,633 MTG. 7/11/oe DEPT. CA Title: CITY COUNCIL TO DESIGNATE EMPLOYEES WHO MUST RECEIVE CTMIPQ TRAINING PI IRQI IANIT TO AR 1914.C 1 nilsO 1 r\MIIMIINO fUrxOUMIN 1 1 \J MO liOt DEPT. HEAD JSi CITY ATTY. W[ CITYMGR. *~5v>csVoS^ _, designating the employees who are required to take RECOMMENDED ACTION: . Adopt Resolution No. 2006-188 ethics training. ITEM EXPLANATION: AB 1234 became effective January 1, 2006 (Government Code §53234). The statute addresses ethics in local government and provides that if a local agency offers any type of compensation, salary, or stipend to a member of a legislative body, or provides reimbursement for actual and necessary expenses incurred by a member of a legislative body in the performance of official duties, then all local agency officials shall receive training in ethics (Govt Code §53235(a)). "Local agency official" means any member of a local agency legislative body or any elected local agency official who receives any type of compensation, salary, or stipend or reimbursement for actual and necessary expenses incurred in the performance of official duties; or any employee designated by a local agency legislative body to receive the training specified under this article. "Ethics laws" include, but are not limited to, the following: (1) Laws relating to personal financial gain by public servants, including, but not limited to, laws prohibiting bribery and conflict-of-interest laws. (2) Laws relating to claiming prerequisites of office, including, but not limited to, gift and travel restrictions, prohibitions against the use of public resources for personal or political purposes, prohibitions against gifts of public funds, mass mailing restrictions, and prohibitions against acceptance of free or discounted transportation by transportation companies. (3) Government transparency laws, including, but not limited to, financial interest disclosure requirements and open government laws. (4) Laws relating to fair processes, including, but not limited to, common law bias prohibitions, due process requirements, incompatible offices, competitive bidding requirements for public contracts, and disqualification from participating in decisions affecting family members. Each local agency official in local agency service as of January 1, 2006, except for officials whose term of office ends before January 1, 2007, must receive the training required by subdivision (a) of Section 53235 before January 1, 2007. Thereafter, each local agency official must receive the training required by subdivision (a) of Section 53235 at least once every two years. FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED rf D D D D CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER -SEE MINUTES Dn D n Page 2 Ethics training has already been provided on two alternative dates for the City's Council, Planning Commission and all City board and commission members. It is now recommended that the City Council designate those employees who must receive the training specified under this article. The City Attorney's office recommends that all employees who file a Form 700 Conflict of Interest Statement as shown on the appendix to the Local Conflict of Interest Code be required to take ethics training since they hold positions where a potential conflict of interest may arise. In addition to training, local agencies are required by the law to: • adopt expense reimbursement policies that specify the kinds of activities that will be reimbursable • use expense report forms, • identify a "reasonable time" within which requests for reimbursement must be submitted • require that all expenses must be documented with receipts (these documents are public records subject to disclosure). The existing City Council Policy No. 2 already complies with these requirements, except that no time limit is placed on submittal of the expense report form. Therefore, it is recommended that Council Policy No. 2 be amended to specify that all requests for reimbursement of expenses and documentation be submitted within 30 days from the time the expenses were incurred. FISCAL IMPACT: The cost of the proposed training is unknown at this time as there are several alternatives for obtaining the training including self assessment testing on line. The Group Training sessions of the Boards and Commissioners were contracted at a cost of $750 per session. ENVIRONMENTAL IMPACT: This action is not a project within the meaning of CEQA and no further review is required. EXHIBITS: 1- Resolution No. 2006-188 2. Appendix - Local Conflict of Interest Code 3. Red Line / Strike Out and Revised versions of Council Policy No. 2 DEPARTMENT CONTACT: Ronald R. Ball, 434-2891 §>vo: t£ °° gfcgjS a: a: £ aess5§3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO.2006-188 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, DESIGNATING THE EMPLOYEES REQUIRED TO RECEIVE ETHICS TRAINING The City Council of the City of Carlsbad, California does hereby resolve as follows: WHEREAS, Assembly Bill 1234 requiring mandatory ethics training for all local elected and appointed officials became effective January 1, 2006; and WHEREAS, Government Code section 53234(c)(2) allows the local agency legislative body to designate the employees who must receive the training specified under this article; and WHEREAS, the City Council has determined that all employees who file a Form 700 as shown on the appendix to the Local Conflict of Interest Code are required to take ethics training; and WHEREAS, each employee in local agency service as of January 1, 2006 must be completed by January 1, 2007 and repeated every two years. New employees must receive their first training within one year of commencing service. NOW, THEREFORE, BE IT RESOLVED 1. That the above recitations are true and correct. 2. That the employees who file a Form 700 as shown on the appendix to the Local Conflict of Interest Code, attached hereto as a part hereof and as amended from time to time, are required to take ethics training. 3. That the City Manager is authorized to implement the ethics training requirement. a. a: < 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 4. That the Human Resources Department is authorized to provide for the training. 5. That the City Clerk is authorized to keep copies of the proof of participation and maintain as public records subject to disclosure for at least five years. 6. That City Council Policy No. 2 be amended to require that all requests for reimbursement of expenses and documentation be submitted within 30 days from the time the expenses were incurred. PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad held on the iithdav of July , 2006 by the following vote, to wit: AYES: Council Members Lewis, Hall, Kulchin, Packard, Sigafoost NOES: None ABSENT: None ATTEST: "*^*"T^T I r_r> JiWSr V y-^^r*4 J LOR~R^INE M. WdOD, Ci (SEAL) APPENDIX TO THE LOCAL CONFLICT OF INTEREST CODE OF THE CITY OF CARLSBAD, THE HOUSING & REDEVELOPMENT AGENCY, CARLSBAD, CALIFORNIA PUBLIC FINANCING AUTHORITY AND THE CARLSBAD MUNICIPAL WATER DISTRICT The positions and categories within the City listed in this appendix are "designated positions." Any person whose position with the City is a designated position is a designated employee. Designated employees shall disclose in the manner provided in the Local Conflict of Interest Code of the City of Carlsbad those financial interests, which are within the categories represented by the number(s) following the listed position. The categories correspond to the subsections of Title 2, California Code of Regulations Section 18730, subsection 7 and represent the following disclosures: "1" investment and real property disclosure; "2" personal income disclosure; "3" business entity income disclosure; "4" business position disclosure. DESIGNATED POSITIONS DISCLOSURE CATEGORIES Mayor and Members of the City Council * City Manager * City Attorney * City Clerk Chairman and Members of the Housing and Redevelopment Commission * Executive Director to the Housing and Redevelopment Commission ** Attorney of the Housing and Redevelopment Commission ** Secretary of the Housing and Redevelopment Commission * President,and Members of the Board of Directors of the Carlsbad Municipal Water District * Executive Manager of the Carlsbad Municipal Water District ** General Counsel for the Carlsbad Municipal Water District ** Secretary of the CMWD Board * Chairman and Members of the Public Financing Authority * Executive Director of the Carlsbad Public Financing Authority ** General Counsel of the Carlsbad Public Financing Authority ** Secretary of the Public Financing Authority * Treasurer of the Public Financing Authority ** Page 1 of 4 1/13/2005 Officials Who Manage Public Investments: Administrative Services Director * Assistant to the Treasurer * City Treasurer * Deputy City Treasurer * Finance Director * City Staff under City Manager; Accountant 2, 3, 4 Accounting Supervisor 2, 3,4 Aquatics Supervisor 2, 3 Assistant City Manager 1,2,3,4 Assistant to City Manager 1,2,3,4 Assistant Engineer 1, 2 Assistant Finance Director 1, 2, 3,4 Assistant Library Director 1, 2, 3,4 Assistant Planner 1, 2, 3,4 Assistant Planning Director 1, 2, 3,4 Associate Analyst 1, 2, 3, 4 Associate Engineer 1, 2 Associate Planner 1, 2, 3,4 Benefits Administrator 2, 3 Building & Code Enforcement Manager 1,2,3 Building Inspector I & II 1, 2, 3 Buyer 1, 2, 3, 4 City Communications Manager 1, 2, 3, 4 Code Enforcement Officer I & II 1,2,3 Community Coordinator 2, 3, 4 Community Development Director 1, 2, 3,4 Community Coordinator 1,2,3,4 Construction Inspector I & II 1, 2, 3 Construction Manager 1, 2, 3,4 Cultural Arts Manager 1,2,3,4 Deputy City Engineer - 1^2,3,4 Deputy Fire Marshall 1, 2, 3 Deputy Public Works Director 1,2,3,4 Economic Development & Real Estate Manager 1, 2, 3,4 Environmental Programs Manager 1, 2, 3 Environmental Specialist I & II & Senior 1,2,3 Equipment Maintenance Supervisor 2, 3 Facilities Superintendent 1, 2, 3,4 Finance Manager 1,2,3,4 Fire Chief 1,2,3,4 Fire Division Chief 1, 2, 3,4 Fire Battalion Chief 1, 2, 3, 4 Fire Marshal 1,2,3,4 Gallery Coordinator 2, 3 Geographic Information Systems Manager 2, 3 Housing & Redevelopment Director 1, 2, 3, 4 Page 2 of 4 1/13/2005 Housing Program Manager 1,2,3 Human Resources Director 1,2,3,4 Human Resources Manager 2, 3 Information Technology Director 1, 2, 3,4 Information Technology Manager 1,2, 3,4 . Library Director 1, 2, 3,4 Management Analyst 1, 2, 3, 4 Management Assistant 2, 3 Management Intern 1, 2, 3,4 Media Services Specialist 2, 3 Municipal Projects Manager 1,2,3,4 Park Development Manager 1, 2, 3, 4 Park Planner 1, 2, 3, 4 Parks Superintendent 1, 2, 3,4 Planning Director 1,2,3,4 Planning Technician I & II 1, 2, 3,4 Police Chief 1,2,3,4 Police Captain 2, 3 Police Communications Manager 2, 3 Police Lieutenant 2, 3 Principal Librarian 2, 3 Principal Planner 1, 2, 3, 4 Public Works Director 1, 2, 3, 4 Public Works Manager 2, 3 Public Works Supervisor 2, 3 Records Supervisor (Police) 2, 3 Recreation Area Manager 2, 3 Recreation Director 1, 2, 3,4 Recreation Services Manager 2, 3,4 Risk Manager 1,2,3,4 Senior Accountant 1, 2, 3,4 Senior Building Inspector 1,2,3 Senior Civil Engineer 1,2,3 Senior Construction Inspector 1, 2, 3,4 Senior Management Analyst 1, 2, 3,4 Senior Planner 1, 2,3,4 Video Production Manager 2, 3 City Attorney's Office: Assistant City Attorney 1, 2, 3, 4 Deputy City Attorney 1, 2, 3, 4 City Clerk's Office: Assistant City Clerk 2, 3,4 Deputy City Clerk/Technician 2, 3,4 Records Manager 2, 3 Records Management Supervisor 2, 3 Page 3 of 4 1/13/2005 City Employees under the Executive Manager of the Carlsbad Municipal Water District: Accountant 2, 3, 4 Accounting Supervisor 2, 3 Associate Engineer 1, 2 Cross Connection Control Technician 1,2 Deputy City Engineer 1, 2, 3, 4 Deputy Public Works Director 1, 2, 3, 4 Management Analyst 2, 3 Public Works Manager 2, 3 Public Works Supervisor 2,3 Senior Civil Engineer 1,2,3 Senior Engineering Inspector 1,2,3 Consultants *** Boards and Commissions: Members of the Arts Commission 1, 2, 3, 4 Members of the Board of Library Trustees 1, 2, 3, 4 Members of the Design Review Board 1, 2, 3, 4 Members of the Housing Commission 1,2,3,4 Members of the Parks and Recreation Commission 1, 2, 3, 4 Members of the Planning Commission * Members of tne Senior Commission 1,2,3,4 Members of the Sister City Committee 1, 2, 3,4 Members of the Traffic Safety Commission 1,2,3,4 This position is required to report by virtue of Government Code Section 87200.lt is included for disqualification purposes only. See Government Code Section 87200 for disclosure requirements. When a designated employee is also required to file a conflict of interest form under Article 2 (Gov't Code §87200, Form 700) of the Act, he or she may expand their statement to cover reportable interests in both jurisdictions or both positions and file copies of this expanded statement with the City Clerk provided that each copy of such expanded statement filed in place of an original is signed and verified by the designated employee as if it were an original. The duties of each consultant will be separately evaluated to determine whether or not disclosure will be required, and the categories which will apply. The evaluation of the consultant's duties will be conducted by the department head of the department which is responsible for the hiring of the consultants. The disclosure requirement shall be included in the consultant's contract approved by the City Council, Housing and Redevelopment Commission, City Manager or Executive Manager of the Carlsbad Municipal Water District. Page 4 of 4 1/13/2005 CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject. TRAVEL POLICY Specific Subject: Policy No. 2 (Page 1 of 5) Date Issued 04/04/06 Effective Date 04/04/06 Cancellation Date Supersedes No. 3 (Datedl 2/14/99) 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, 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: City 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. City Employee means any person regularly employed by the City, excluding elected officials 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 04-04-06 Effective Date 04-04-06 General Subject: TRAVEL POLICY Cancellation Date Supersedes No. 3 (Dated 12/14/99) 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 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. To ensure that City officers, 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. 6. Receipts are required for all business travel expenses such as transportation, lodging and incidental costs exceeding five ($5) dollars except for the City Council, where receipts are required for every item to be reimbursed. In order to comply with IRS and State Regulations, receipts are required for all meal and entertainment expenses for City Council Members. In addition, for all travel expenses for other City employees (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 date and place of the expenditure. c. The business purpose of the expenditure. d. The business relationship to the person entertained, as well as the individuals' names. 10 CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: TRAVEL POLICY Specific Subject: Policy No. 2 (Page 3 of 5) Date Issued 04-04-06 Effective Date 04-04-06 Cancellation Date Supersedes No. 3 (Datedl 2/14/99) 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. All requests for reimbursement of expenses and documentation must be submitted within 30 days from the time the expenses were incurred. 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 fere 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 COUNCIL POLICY STATEMENT General Subject: TRAVEL POLICY Specific Subject: Policy No. 2 (Page 4 of 5) Date Issued 04-04-06 Effective Date 04-04-06 Cancellation Date Supersedes No. 3 (Dated 12/14/99) 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 me 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 maybe 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 that are substantiated with a physical receipt 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 $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. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: TRAVEL POLICY Specific Subject: Policy No. 2 (Page 5 of 5) Date Issued 04-04-06 Effective Date04-04-06 Cancellation Date Supersedes No. 2_ (Datedl2/14/99) 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 made in excess of 20%. < b CITY OF CARLSBAD ~42c V i ^ c C°0f\u COUNCIL POLICY STATEMENT & \ i ca General Subject: TRAVEL POLICY O Specific Subject: Policy No. 2 (Page 1 of 5) Date Issued 7/1 1/06 Effective Date 07/1 1/06 Cancellation Date Supersedes No. 2 (Dated 4/4/06) 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, 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: City 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. City Employee means any person regularly employed by the City, excluding elected officials 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 07/11/06 Effective Date 07/11/06 General Subject: TRAVEL POLICY Cancellation Date Supersedes No. 2 (Dated 04/04/06) 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 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. To ensure that City officers, 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. 6. Receipts are required for all business travel expenses such as transportation, lodging and incidental costs exceeding five ($5) dollars except for the City Council, where receipts are required for every item to be reimbursed. In order to comply with IRS and State Regulations, receipts are required for all meal and entertainment expenses for City Council Members. In addition, for all travel expenses for other City employees (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 date and place of the expenditure. c. The business purpose of the expenditure. d. The business relationship to the person entertained, as well as the individuals' names. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: TRAVEL POLICY Specific Subject: Policy No. 2 (Page 3 of 5) Date Issued 07-11-06 Effective Date 07-11-06 Cancellation Date Supersedes No. 2 (Dated 04/04/06) 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. All requests for reimbursement of expenses and documentation must be submitted within 30 days from the time the expenses were incurred. 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. n CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: TRAVEL POLICY Specific Subject: Policy No. 2 (Page 4 of 5) Date Issued 07-11-06 Effective Date 07-11-06 Cancellation Date Supersedes No. 2(Dated 04/04/06) 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 maybe 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 that are substantiated with a physical receipt 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 $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. CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: TRAVEL POLICY Specific Subject: Policy No. 2 (Page 5 of 5) Date Issued 07/11/06 Effective Date 07/11/06 Cancellation Date Supersedes No. 2 (Dated 04/04/06) 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 made in excess of 20%.