HomeMy WebLinkAbout1971-01-05; Council Policy No. 02 - Travel Policy{City ofCarlsbad Policy No.
Date Issued:
Effective Date:
Resolution No.
Cancellation Date:
2
6/27/17
6/27/17
Exhibit 2
Supersedes No. 4 (dated 4/4/06)
Council Policy Statement
Category:
Specific Subject: TRAVEL POLICY
PURPOSE:
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 California.
Miscellaneous Meals/Mileage includes all miscellaneous costs not directly attributable to conferences or
training, such as travel to other city facilities.
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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 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 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 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 considers the reimbursements "wages" subject to payroll tax withholding if the
expenditures are not substantiated with the aforementioned information. The use of a city
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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 of this 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 of the 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.
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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%.
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