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HomeMy WebLinkAbout2023-02-07; City Council; Resolution 2023-042RESOLUTION NO. 2023-042 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING REVISIONS TO CITY COUNCIL POLICY NO. 2 - TRAVEL POLICY WHEREAS, on August 18, 1970, as amended from time to time, the City Council adopted Council Policy No. 2 that established the city's Travel Policy; and WHEREAS, it is the policy of the City Council to ensure that all costs incurred by the city are in the best interest of the public and an appropriate use of taxpayer funds, and to compensate elected officials, commissioners, City Council appointed employees, city employees and volunteers for their actual and necessary expenses for city-related travel; and WHEREAS, staff proposes revisions to the Travel Policy in order to, among other things, increase operational efficiencies, appropriately compensate for city-related travel expenses, and promote the ethical and transparent use of taxpayer funds. 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 City Council Policy No. 2 -Travel Policy is amended to read as set forth in Attachment A. 3.That the maintenance of the Travel Guidelines and Procedures that help implement C_ity Council Policy No. 2, will be the responsibility of the City Manager or designee. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 7th day of February, 2023, by the following vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: Blackburn, Bhat-Patel, Acosta, Burkholder. None. None. None. KEITH BLACKBURN, Mayor �SHERRY FREISINGER, City Clerk (SEAL) City Council POLICY STATEMENT Subject: Travel Policy Purpose Policy No. Date Issued 2 2/7/2023 Resolution No. 2023-042 To establish a policy to be followed by all elected officials, commissioners, City Council appointed employees, city employees and volunteers 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. Statement of policy 1.In all cases, requests for travel shall be limited to situations from which the city will derive a benefit though the attendance of a representative. 2.For all elected officials, all travel involving more than 5 days should be approved in advance by the City Council. Travel of 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 City Council appointed employees, the number of city employees or volunteers 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.Travel should be approved by the operating budget. The City Manager, or designee, may approve any travel to destinations within the continental United States if a business need exists and funds are available. City Council approval is required for travel to destinations outside the continental United States and/or when additional budget appropriations are required. 5.Elected officials, commissioners, City Council appointed employees, city employees and volunteers of the city are expected to be as reasonable as possible when traveling at the city's expense. To ensure stewardship of taxpayer funds and that elected officials, commissioners, City Council appointed employees, city employees and volunteers are Attachment A City Council Policy Statement 2/7/2023 Page 2 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, the city will reimburse lodging and meals based on GSA.gov rates, relevant to the location of travel where applicable. Designated conference lodging for attendees may exceed GSA rates and these exceptions may be reimbursable to the traveler. 7.Per diem rates will apply based on GSA.gov rates for all meals and incidental expenses (M&IE). M&IE includes taxes and tips for meals and the Federal Travel Regulation Chapter 300, Part 300-3, under Per Diem Allowance, describes incidental expenses as: Fees and tips given to porters, baggage carriers, hotel staff, and staff on ships. Receipts and documentation are required in the following instances where per diem reimbursement is not permitted: a.M&IE incurred by any elected official b.M&IE reimbursement requests from commissioners, City Council appointed employees, employees or volunteers below the per diem allowance c.All or partial M&IE incurred on a city credit card that fall into the per diem calculation d.M&IE incurred and reimbursement is being requested beyond the per diem rates Receipts will be required to include the following details: i.The amount of the expenditure. ii.The date and place of the expenditure. iii.The business purpose of the expenditure. iv.The business relationship to the person entertained, as well as the individuals' names. 8.Travel Advances will not be provided without City Manager or designee approval. 9.Administration and interpretation of this policy will be as directed from time to time by the City Manager or designee. The policy should be reviewed every five years for effectiveness. Procedure Transportation 1.Use of air, train, private automobile, or other mode of public transportation shall be selected on the basis of the most reasonable total cost to the city after all expense items are tabulated, including travel time salary costs. 2.When the use of a private vehicle-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. City Council Policy Statement 2/7/2023 Page 3 •If use of a private vehicle is approved, 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 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 elected officials, commissioners, City Council appointed employees, city employees and volunteers is the place where that individual spends the largest portion of their regular workday or working time, or the place to which they return upon completion of regular or special assignments. The cost of the daily commute to the office is the elected official's, commissioner's, City Council appointed employee's, city employee's and 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 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. 5.While traveling, elected officials, commissioners, City Council appointed employees, city employees and volunteers 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 City Council Policy Statement 2/7/2023 Page 4 1.Lodging shall be obtained at the ITIOSt reasonable rate available for good quality lodging. Lodging expense limits will be based on current GSA rates for the location in which the travel occurs. Although, when there is an officially designated conference hotel, the traveler is encouraged to take advantage of these accommodations even if this _rate exceeds GSA rates for the area. Lodging expenses for spouses or other non­ agency individuals are not reimbursable, and any additional expenses beyond those required for the business traveler must be personally paid by the elected officials, commissioners, City Council appointed employees, city employees and volunteers. Lodging expense limits will be based on current GSA rates for the location in which the travel occurs other than conference hotel. 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 designee, under special circumstances. Meals and Incidental Expenses 1.Notwithstanding other limits stated elsewhere, the elected officials 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, City Council appointed employee, city employee or volunteer authorized to travel may be reimbursed for meals based on the per diem rates established by the GSA for the location in which the travel occurs. If it is anticipated that this limit will be exceeded, then prior approval by the City Manager or designee is required. The City Manager or designee may approve such additional expenditures, within the limits of expenditure authority, as necessary. 3.The city will not reimburse the cost of alcoholic beverages and may not be included in the per diem reimbursement. 4.Reasonable amounts for tipping up to 20% will be reimbursed; however, excessive tipping may not be included in the per diem reimbursement.