HomeMy WebLinkAbout2017-06-27; City Council; ; Revise City Council Policy No. 2: Travel PolicyPage 79
CITY COUNC I L
Staff Report
Meeting Date:
To:
From:
Staff Contact:
Subject:
June 27, 2017
Mayor and City Council
1 1 /
Kevin Crawford, City Manage~V
Aaron Beanan, Finance Manager
aaron.beanan@carlsbadca.gov or 760-602-2414
Revise City Council Policy No. 2: Travel Policy
Recommended Action
CARevie~
Adopt a Resolution approving revisions to City Council Policy No. 2: Travel Policy.
Executive Summary
It is periodically necessary for city personnel to attend meetings, to travel outside the city to
conduct city business, and to attend conferences, seminars, or training sessions. The City Council
adopted Council Policy No. 2 ("Travel Policy") to control the costs involved and to compensate
individuals for actual necessary expenses related to meetings and business travel. Periodic review
of the Travel Policy is prudent to ensure the policy is still meeting the needs of the city, those
that travel on its behalf, and the current regulatory/sociopolitical environment. The Travel Policy
was last updated in April, 2006. As such, the proposed Travel Policy revisions address the
changing needs of the city, those that travel on its behalf, and the changes that have occurred in
the regulatory/sociopolitical environment over the last 11 years.
Discussion
The city spends resources each year on travel related to conducting city business. Over the last
11 years, the city has spent an average of $600,000 a year, adjusted for inflation, on business
related travel. This travel includes: Council and staff's attendance at legislative meetings to
ensure city interests are protected; staff's attendance at training and conferences to remain
experts in their field; and travel between city buildings for meetings. Staff is recommending
changes to the Travel Policy to address the changing needs of the city, those that travel on its
behalf, and the changes that have occurred in the regulatory/sociopolitical environment.
Finance staff met with 11 city departments and over 20 staff to understand their concerns,
opportunities for improvement, and new ideas for the Travel Policy. While not all suggestions
have been incorporated into the proposed revisions, many have been. Based on the discussions
with staff, and a review ofthe current regulatory/sociopolitical environment, there were several
unifying themes:
• Decrease authorization levels to those most qualified to make the decisions;
• Increase the daily meal and incidentals reimbursement rate;
• Require receipts for all staff in adherence to a high ethical and transparency standard; and
• Add volunteers to the policy.
Authorization Levels
A variety of unanticipated travel situations have arisen over the last 11 years, both in-state and
out-of-state. The unanticipated out-of-state travel can range from staff assisting with
Page 80
emergencies to public safety employment background checks requ1rmg staff to physically
interview references. The policy, as currently written, allows the City Manager to approve any
unanticipated in-state travel while Council must approve any unanticipated out-of-state travel.
Currently, unanticipated travel outside the continental United States requires Council approval.
In order to increase efficiencies and reduce operational costs, staff recommends giving the City
Manager or his/her designee authority to approve unanticipated out-of-state travel within the
continental United States, as well.
Daily Meal and Incidental Reimbursement Rate
The daily meal and incidentals rate of $50 has not kept pace with inflation or the relative price
differential between regions traveled by individuals on city business. The 1999 Travel Policy
Revision was the last time the daily meal and incidentals rate was updated. The corresponding
change in the CPI from 1999 to 2016 is over 44 percent. Inflating $50 over that time period by
the annual increase or decrease in CPI suggests a daily meal and incidentals rate of $72.29.
The United States General Service Administration (GSA) establishes per diem rates for the lower
48 Continental United States. The per diem rates are the maximum allowances that federal
employees are reimbursed for expenses incurred while on official travel. The GSA has a standard
rate that covers most travel destinations and non-standard area rates for those areas having
higher relative costs. The GSA standard rate for meals and incidental expenses is $51 per day.
The non-standard rates range from $54 to $74 per day.
As a part of reviewing the existing Travel Policy, staff analyzed anticipated travel listed in the
budget over the last 10 years. Staff t raveled on anticipated city business 709 times over the 10
year time period. Of this, 420 were to known locations and 289 were to "TBD" locations. The
"TBD" locations were excluded from the analysis as they would skew the rate data.
As shown in the chart below, staff traveled to locations subject to GSA non-standard area rates
over the last 10 years. The orange line represents the expected "normal distribution" of the data.
The blue bars represent the city's actual experience. Most staff traveled to areas with an average
non-standard rate of $65, or $14 more than the GSA standard rate. Further, most travel took
place to areas with average rates $65 or higher.
Q) .... "' a::
c 300 Q)
~ 250 V1 ....
~ 200
E
'Q) 150 a::
'0 100
>-~ 50
Q) & 0 E: u..
Distribution of Fe dera l Meals/Incidentals
Reimbursement Rate
$44 $51 $58 $65 $72 $79 $86
Reimbursement Rate
More
Page 81
Based on the CPI analysis and GSA analysis, staff recommends setting the daily meal and
incidentals rate at $70. A $70 daily rate represents the 94.5th percentile. In other words, less
than 6 percent of individuals traveling on city business have traveled to areas that would not be
covered by a $70 daily meal and incidentals rate.
Receipts
Staff recommends requiring receipts from all individuals traveling on city business. To account
for the occasional lost receipt, staff also recommends allowing a non-City Council individual (the
Government Code is definitive on requirements for elected officials) the ability to certify a meal
or incidental expense totaling $30 or less. Staff recommends this certification occur no more than
one time over a two day period, two times over a four day period, or three times over a five day
period.
Volunteers
Volunteers are integral to providing efficient and cost effective services for the city. During 2016,
1,863 volunteers spent over 152,000 hours helping the city serve those who live, work, and play
in Carlsbad. Of those volunteers, 25 volunteers spent over 1,000 hours driving approximately
20,000 miles while using their personal vehicles to deliver meals as part of the Senior Nutrition
Program's home delivered meals program. Under the current Travel Policy, for example,
volunteers are not eligible to receive mileage reimbursement while driving on official city
business. Staff recommends revising the Travel Policy so volunteers are allowed to receive travel
reimbursement while on official city business as outlined in a volunteer's position description.
Reimbursements to volunteers will almost always be mileage related. In some instances, a
volunteer may be reimbursed for using personal funds to purchase city supplies on its behalf.
This revision will recognize and appropriately reimburse these individuals who donate their time
to supporting city services.
Fiscal Analysis
While there will be a fiscal impact associated with some of the proposed Travel Policy revisions,
the fiscal impact cannot be accurately quantified at this time. While staff can estimate the
mileage impact of adding volunteers to the Travel Policy (i.e. ~$10,000), staff cannot accurately
estimate the impact of increasing the daily meals and incidentals rates, etc. However, the fiscal
impact is expected to be immaterial. As a result, departments should be able to manage any
incremental increases within existing budgets.
Next Steps
If approved by the City Council, the proposed revisions to the Travel Policy would take effect
immediately.
Environmental Evaluation (CEQA)
This action is does not qualify as a "project" under the California Environmental Quality Act
(CEQA) per State CEQA Guidelines Section 15378 as it does not result in a direct of reasonably
foreseeable indirect physical change in the environment.
Exhibits
1. Resolution approving revisions to City Council Policy No. 2: Travel Policy.
2. Revised Council Policy No. 2: Travel Policy.
3. Strike-Out Copy-Council Policy No. 2: Travel Policy.
RESOLUTION NO. 2017-124
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING REVISIONS TO CITY COUNCIL POLICY NO. 2:
TRAVEL POLICY.
Exhibit 1
WHEREAS, effective August 18, 1970 via a Supplement to AB 242, and as amended from time
to time, the City Council ofthe City of Carlsbad, California adopted Council Policy No.2 that established
the Travel Policy; and
WHEREAS, it is the policy of the Council to control the costs involved, ensure the costs are in
the best interest ofthe public and an appropriate use of taxpayer funds, and to compensate individuals
for the actual necessary expenses related to meetings and business travel; and
WHEREAS, staff proposes revisions to Council Policy No. 2 in order to, among other things,
increase operational efficiencies, appropriately compensate individuals for actual costs of travel,
promote the ethical and transparent use of taxpayer funds, and allow volunteers to receive certain
travel related reimbursements while on city business.
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. That Council Policy No. 2 is amended to read as set forth in Exhibit 2.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 27th day of June, 2017, by the following vote, to wit:
AYES: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
NOES: None.
ABSENT: None.
(SEAL)
Page 84
(city of
Carlsbad
Council Policy Statement
Category:
Specific Subject: TRAVEL POLICY
PURPOSE:
Policy No.
Date Issued:
Effective Date:
Resolution No.
Cancellation Date:
Supersedes No.
2
6/27/17
6/27/17
Exhibit 2
4 (dated 4/4/06)
To establish a policy to be followed by Council Members, other elected officials, commission/board
members, volunteers, and all city employees when traveling on city business. This policy supersedes all
other travel policies.
BACKGROUND:
It is periodically necessary for city personnel to attend meetings, travel outside the city to conduct city
business, and attend conferences, seminars and training sessions. Costs can vary considerably as there
are various modes of transportation, various options for lodging, and relative price fluctuations among
different geographic regions. The City Council has adopted a policy to control the costs involved, to
ensure the expenditures are in the best interest of the public and an appropriate use of taxpayer funds,
and to compensate individuals for actual necessary expenses related to meetings and business travel.
DEFINITIONS:
City Business Travel shall be defined as travel which requires elected officials, members of a commission
or board, volunteers, 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, members of
commissions, committees, authorities or boards, and volunteers.
Commissioner shall mean any person appointed by the city council to an established board, committee,
authority or commission.
Volunteer shall mean any person donating their time through the city's volunteer program in support of
city business and as outlined in a volunteer position description.
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 Ca lifornia.
Miscellaneous Meals/Mileage includes all miscellaneous costs not directly attributable to conferences or
training, such as travel to other city facilities.
Page 1 of 4
Page 85
Policy No.2
POLICY:
1. In all cases requests for travel shall 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 City 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 City 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 City Council appointed employees may attend conferences provided that
funds are available for such purposes.
4. Anticipated in-state and out-of-state travel should be approved in the operating budget. The
City Manager, or his/her designee, may approve any unanticipated in-state travel or
unanticipated out-of-state travel to destinations within the continental United States if a
business need exists and funds are available. City Council approval is required for unanticipated
travel to destinations outside the continental United States and/or when additional funds are
required.
5. Each officer, employee, advisory commissioner, and board member ofthe city is expected to be
as thrifty and prudent as possible when traveling at the city's expense. To ensure stewardship
of taxpayer funds and 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. In order to comply with Internal Revenue Service (IRS) and State regulations, receipts are
required for all business travel expenses, including all meal and entertainment expenses, for City
Council Members and Commissioners. Receipts are also required for all City Employee business
travel expenses. In the event a meal or incidental receipt totaling thirty dollars ($30) or less is
lost, a City Employee may certify the expense with the information below to receive
reimbursement. This certification may occur no more than one time over a two day period, two
times over a four day period, or three times over a five day period. For all business travel
expenses (including meals and entertainmentL 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.
The IRS considers the reimbursements "wages" subject to payroll tax withholding ifthe
expenditures are not substantiated with the aforementioned information. The use of a city
Page 2 of 4
Page 86
Policy No.2
credit card for payment of business meals and entertainment does not preclude the
requirement to complete and submit an expense report with the appropriate support.
7. Travel advances to City Employees need to be substantiated or reimbursed as soon as possible
upon completion of trip (normally within 30 days). No further city funds will be advanced for
travel until the employee files his/her outstanding expense report.
8. · Administration and interpretation ofthis policy will be as directed from time to time by the City
Manager or his/her designee. The policy should be reviewed every five years for effectiveness.
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 vehicle to destinations within 200 driving 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.
However, use of city-owned vehicles is allowed for travel within 200 driving miles of the city
limits.
If use of a private vehicle to destinations beyond 200 driving miles is approved by the City
Manager or his/her designee reimbursement shall not exceed the cost of a round trip coach or
equivalent class air fare plus ground transportation between the airport and place of lodging.
Exceptions, including use of a city-owned vehicle, are subject to approval by the City Manager or
his/her designee (such as in cases where items required to be transported are not allowed on
any other mode of public transportation). Such reimbursement, if applicable, 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 Council Member, Commissioner, City Employee or Volunteer is the
place where that individual 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 ofthe daily commute to the office is the City Council Member's, Commissioner's, City
Employee's or Volunteer'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. The City Manager, or his/her designee, may authorize exceptions when a
higher fare results in a lower overall cost to the city such as a fare that includes cancelation
insurance. Business related air carrier Wi-Fi charges will be reimbursed up to $10 per flight.
4. Authorized travel time shall be based on that required by the most appropriate and expedient
mode of public transportation. The additional travel time from anything less than the most
appropriate and expedient mode will not be considered city work hours.
Page 3 of 4
Page 87
Policy No.2
5. While traveling, City Council Members, Commissioners, and City 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 only be used when other
transportation is unavailable, untimely, or a rental vehicle is the most economical mode of
transportation. In no case shall valet services for parking be reimbursed.
6. Reimbursement for travel time will be made in accordance with Fair Labor Standards Act (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 beyond those required for the business traveler must be paid by the elected
official, Commissioner or City Employee.
2. Business related Wi-Fi charges which are added to the lodging bill will be reimbursed up to $10
per day. Reimbursement of Wi-Fi charges 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 that are substantiated with a physical receipt
while on official city business.
2. Each Commissioner or City Employee authorized to travel may submit the actual cost of meals,
tips and incidental expenses for reimbursement up to a limit of $70 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 or his/her designee 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 will not be
made in excess of 20%.
Page 4 of 4
Page 88
(city of
Carlsbad
Council Policy Statement
Category:
Specific Subject: TRAVEL POLICY
PURPOSE:
Policy No.
Date Issued:
Effective Date:
Resolution No.
Cancellation Date:
Supersedes No.
Exhibit 3
2
4/4/066/27/17
4/4/066/27/17
~(dated
12/14/994/4/06)
To establish a policy to be followed by Council Members, other elected officials, commission/board
members, volunteers, and all city employees when traveling on city business. This policy supersedes all
other travel policies.
BACKGROUND:
Occasionally, i!t is periodically necessary for f{;ity personnel to attend meetings, travel outside the city
to conduct city business, and attend conferences, seminars and training sessions. Costs can vary
considerably as there are various modes of transportation, various options for lodging, and relative price
fluctuations among different geographic regionsVarious modes oftransportation are available and other
associated costs vary considerably . .:.... The City Council has adopted a policy to control the costs involvedL
to ensure the expenditures are in the best interest ofthe public and ,an appropriate use oftaxpayer
funds, -and to compensate individuals for actual necessary expenses related to meetings and business
travel and meetings.
DEFINITIONS:
City Business Travel shall be defined as travel which requires elected officials, members of a commission
or board, volunteers, 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 officialsL a-A€1
members of commissions, committees, authorities or boards, and volunteers.
Commissioner shall mean any person appointed by the city council to an established board, committee,
authority or commission.
Volunteer sha ll mean any person donating their time through the city's volunteer program in support of
city business and as outlined in a volunteer position description.
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.
Page 1 ofS
Page 89
Policy No.2
Miscellaneous Meals/Mileage includes all miscellaneous costs not directly attributable to conferences or
training, such as travel to other city facilities.
POLICY:
1. In all cases rR:equests 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 City 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 City Council appointed
employees, the number of ~eity £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 City Council appointed employees may attend conferences provided that
funds are available for such purposes.
4. Anticipated in-state and out-of-state travel should be approved in the operating budget. The
City Manager, or his/her designee, may approve any unanticipated in-state travel,~
specifically approved in the operating budget, and any travel for educational purposesor
unanticipated out-of-state travel to destinations within the continental United States if a
business need exists and funds are available . City Council approval is required for unanticipated
travel to destinations outside the continental United States and/or when additional funds are
required. 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 (2)
days or less (one night's stay). Unanticipated out of state travel for a duration exceeding two
(2) 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 stewardship
of taxpayer funds and 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. In order to comply with Internal Revenue Service (IRS) and State regulations, receipts are
required for al l business travel expenses, including all meal and entertainment expenses, for City
Council Members and Commissioners. Receipts are also required for all City Employee business
travel expenses such as transportation, lodging and incidental costs,_ In the event a meal or
incidental receipt totaling thirty dollars ($30) or less is lost, a City Employee may certify the
expense with the information below to receive reimbursement. This certification may occur no
more than one time over a two day period, two times over a four day period, or three times
over a five day period. exceeding $5 dollars except for the City Council, ·.vhere receipts are
required for every item to be reimbursed. In order to comply with IRS and State Regulations,
Page 2 ofS
Page 90
I
Policy No.2
receipts are required for all meal and entertainment e><penses for City Council Members. In
addition, .Efor all business 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.
The IRS also requires considers the reimbursements ((wages" subject to payroll tax withholding
#Iat-if the expenditures are not substantiated with the a-Wve-aforementioned information~
may be considered '\vages" 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 with the appropriate support.
7. Travel advances to ~Eity femployees need to be substantiated or reimbursed as soon as possible
upon completion oftrip (normally within 30 days). If the expense report is not filed in a timely
manner, 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 and interpretation of this policy will be as directed from time to time by the City
Manager or his/her designee. The policy should be reviewed eve ry five years for effectiveness.
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 vehicle to destinations within 200 driving 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-fo.f
trips within 200 miles of the city limits. However, use of city-owned vehicles is allowed for
travel within 200 driving miles ofthe city limits.
If use of a private automobile vehicle to destinations beyond 200 driving miles is approved by
the City Manager or his/her designee, including those individuals 'Nith an auto allmuance,
reimbursement shall not exceed the cost of a round trip coach or equivalent class air fare~
ground transportation between the airport and place of lodging. Exceptions, including use of a
city-owned vehicle, are subject to approval by the City Manager or his/her designee (such as in
cases where required items required to be transported are not allowed on any other mode of
public transportation). Such reimbursement, if applicable, 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 Council Member, Commissioner, CEity femployee or Volunteer is the
Page 3 ofS
Page 91
Policy No.2
place where that employee individual 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 City Council Member's,
Commissioner's, City Eemployee's or Volunteer'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. The City Manager, or his/her designee, may authorize exceptions when a
higher fare results in a lower ove rall cost to the city such as a fare that includes cancelation
insurance. Business related air carrier Wi-Fi charges will be reimbursed up to $10 per flight.
4. Authorized travel time shall be based on that required by the most appropriate and expedient
mode of public transportation. The additional travel time from anything less than the most
appropriate and expedient mode will not be considered city work hours.
5. While traveling, City Council Members, Commissioners, and City Eemployees 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 Q!l[y_be used when other
transportation is unavailable, untimely, or a rental vehicle is the most economical mode of
transportation. In no case shall valet services for parking be reimbursed.
6. Reimbursement for travel time will be made in accordance with Fa ir Labor Standards Act (FLSAl
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 beyond those required for the business traveler must be paid by the elected
official, ~eommissioner or City Ee mployee.
2. Business related telephone Wi-Fi charges which are added to the lodging bill may-will be
reimbursed up to $10 per day. Reimbursement of personal calls 'Nil I be allowed in an amount
not to exceed the higher of $10 per day or ten minutes of phone time. Reimbursement of
personal calls Wi Fi charges 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 that are substantiated with a physical receipt
while on official city business.
2. Each ~eommissioner or City Eemployefyee authorized to travel may submit the actual cost of
meals, tips and incidental expenses for reimbursement up to a limit of ~SlQ_per day. If it is
anticipated that this limit will be exceeded, then prior approval by the City Manager or his/her
Page 4 of5
Page 92
Policy No.2
designee is required. The City Manager or his/her designee 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 will not be
made in excess of 20%.
Page 5 ofS