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Home My WebLink AboutRES-96-5809 (TRAVEL POLICY/CITY OFFICIALS & EMPLOYEES)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 RESOLUTION NO. 96-5809 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH, CALIFORNIA, APPROVING THE ADMINISTRATIVE REGULATION CONCERNING EXPENSE REIMBURSEMENT AND TRAVEL POLICY FOR CITY OFFICIALS AND EMPLOYEES. THE CITY COUNCIL DOES HEREBY APPROVE AND ADOPT Administrative Regulation #F-7 (Travel & Expense Reimbursement Procedures, Rules and Regulations) dated May 23, 1996 and attached as Exhibit "A" to this resolution. PASSED, APPROVED, and ADOPTED this 28th day of May, 1996. PRESIDENT of the City Council and MAYOR of the City of Hermosa Beach, California ATTEST: CITY CLERK APPROVED AS TO FORM: I t CITY ATTORNEY Be ADMINISTRATIVE MEMORANDUM TO: All Department Heads FROM: Stephen Burrell City Manager FUNCTION: Finance NO: F-7 SUBJECT: Travel & Expense Reimbursement Procedures, Rules and Regulations The City of Hermosa Beach recognizes the constructive value of professional conferences, seminars, and meetings. To that end, the City provides travel funds for City officials, department directors, and other employees who attend such official events. This is recognized as "administrative" travel. However, in an effort to allow more employees to travel, while also keeping costs low, it is necessary to keep travel expenditures at a minimum. Travel funds for out-of-state meetings will normally be provided only for City elected officials, department directors. Other employees may be provided with travel funds for conferences held within the State of California. Any exceptions shall be submitted to the City Manager for approval. Final travel approval shall come from the City Manager via a Travel Advance/Report of Expenses form (attached), submitted near the actual date of travel. Requests for additional travel funds will not normally be approved except in cases of emergency or other special situations. In such instances, requests must be routed through the Finance Department for City Manager approval. Per Diem and Computation Any officer or employee who is required or authorized by the Council or City Manager to travel in the discharge of his/her duties shall receive, in addition to his transportation and hotel accommodation expenses, a per diem allowance for each day or fraction thereof while so engaged on a trip lasting more than one day. For those City employees who elect to use actual versus per diem rate, reimbursement will be made up to $80.00 per day. For trips of only one day, or when overnight lodging is not required, receipts must be submitted for expenses other than travel, and the employee will be reimbursed for either receipts or per diem, whichever is less. Per diem shall be allowed or reimbursed for days actually spend on City business, for programmed days of a conference or meetings, and for time spend in travel by air. Per diem for time spent in travel other than by air, such as rail or automobile, must be approved by the City Manager. Per diem shall be computed for the days of the conferences attended and for travel days not to exceed one day before and after the conferences, and shall be allowed only if time and/or travel schedules prohibit travel at reasonable hours on the actual beginning and ending days of a conference. Department directors shall adjust per diem (not to exceed the maximum allowable in instances (a) in which some or all meals are provided by the school or seminar or in the registration fee, or (b) in which the employee commutes to the conferences from home. A similar adjustment may be made in departure/arrival times. Transportation Travel by Air - All travel on City business by one employee outside the six county SCAG region and the City of Santa Barbara shall be by air unless the City Manager approves another mode of transportation. Reimbursement shall be calculated on the basis of the cost of travel by air using the shortest and most direct route. All air travel shall be booked at least a week in advance, when possible, so as to receive the lowest fares possible, other than night coach, which may be chosen by the individual but is not required. No air travel shall be first class. If two or more employees are traveling within a day's drive (no more than 4 hours), they should usually travel together, by car, instead of air. 2. Use of Private Vehicle - If a personal vehicle is used for travel, transportation allowance or reimbursement shall be based on the cost of air travel and transportation from the airport to the point of destination and return, or the current per mile rate allowed under IRS rules, whichever is less (see example below). Example: • Drive to Santa Barbara = 185 miles round trip • Reimbursed $.24 per mile = $.24 x 185 = $44.40 • Air travel to Santa Barbara = $101 round trip • Transportation to conference from airport by Air Limo = $13.00 round trip • $101 + $13 = $114.00 • ($44.40<$114.00, so the reimbursement is $44.40) 3. Use of City -owned Vehicle - There shall be no allowance or reimbursement for transportation when a City -owned vehicle is used. However, any out-of-pocket expenses incurred in operating the vehicle shall be reimbursed: All receipts, including those acquired from the use of a City credit card, must be turned in upon return and charged to the proper department. Hotel Accommodations All officers and employees shall either prepare a Travel Advance/Report of Expenses form and receive funds in advance, be reimbursed for hotel accommodations, or pay by City credit card. Reimbursable days for lodging requests should correspond to the foregoing travel policy regarding dates of arrival and departure. The expenses of local telephone calls and official long distance calls, which are billed on the hotel statement, are allowed as hotel accommodation expenses. Additional Allowance Authorized City officials and employees will be reimbursed for conference registration fees, vehicle parking expenses and, if travel is by air, transportation expenses at the point of destination to the hotel and for return from the hotel to the point of departure. The City Manager is authorized to make exceptions or restrictions in the above policy when such variations will be more economical to the City. PROCEDURE The traveler should submit a Travel Request/Report of Expenses form to his/her Department Director at least two weeks ahead of the scheduled trip. Once the trip is approved, the proper forms (explained below) must then be completed. A. Travel Advance Requested If an advance is approved by the Department Director the following procedure should be followed: A Travel Advance/Report of Expenses form should be prepared indicating expenses for which funds are required. Advance public transportation will usually be handled through a local travel bureau. Advance booking of air travel shall be expected so the City may take advantage of reduced rates. In most cases, the travel agency will bill the City directly. A Travel Advance/Report of Expenses form should be processed in those instances where the warrants are to be made payable to the travel agency. 2. Advance hotel reservations (requiring deposit) and registration fees should be processed on a Travel Advance/Report of Expenses form in those instances where the warrants are to be made payable to the hotel and/or the conference sponsor. 3. Immediately upon return from a trip, the traveler should complete a the Statement of Actual Expenses portion of the Travel Advance/Report of Expenses form according to instructions found on the form and forward it to Finance for processing. 4. If the form indicates that cash advances exceeded actual expenses, the traveler's personal check, made payable to the City, should accompany the submittal. 5. Where applicable, a reimbursing warrant will be issued to the traveler. 6. Travel Advance/Report of Expenses Form must be completed by all persons upon returning from travel within 5 working days and submitted to Finance. B. No Travel Advance Requested (Approved) 1. All expenses incurred by the traveler must be documented with receipts, except those covered by per diem. 2. Immediately upon return from trip, the traveler should complete a Travel Advance/Report of Expenses form according to instructions found on the form and forward it to Finance for processing. 3. If the form indicates cash advances have exceeded actual expenses, the traveler's personal check, made payable to the City, should accompany the submittal. 4. Where applicable, a reimbursing warrant will be issued to the traveler. 5. Travel Advance/Report of Expenses Form must be completed by all persons upon returning from travel within 5 working days and submitted to Finance. NOTE: WHEN TRAVEL IS REIMBURSED BY A GRANT, SPECIAL ARRANGEMENTS MUST BE MADE WITH THE FINANCE OFFICER TO ASSURE APPROPRIATE COMPENSATION. REVISED 5/23/96 STATE OF CALIFORNIA COUNTY OF LOS ANGELES CITY OF HERMOSA BEACH I, Naoma Valdes, Deputy City Clerk of the City Council of the City of Hermosa Beach, California, do hereby certify that the foregoing Resolution No. 96-5809 was duly and regularly passed, approved and adopted by the City Council of the City of Hermosa Beach at a Regular Meeting of said Council at the regular place thereof on May 28, 1996. The vote was as follows: AYES: Benz, Bowler, Reviczky, Mayor Oakes NOES: None ABSTAIN: None ABSENT: Edgerton DATED: June 3, 1996 Deputy City Clerk