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HomeMy WebLinkAboutCC AG PKT 2008-11-10 #EAGENDA STAFF REPORT DATE November 10, 2008 TO Honorable Mayor and Clty Council THRU• David Carmany, City Manager FROM Robbeyn Blyd, Director of Administrative Services/Treasurer SUB.IECT: APPROVE CITY COUNCIL TRAVEL AND MEETING ATTENDANCE POLICY (300-10) SUMMARY OF REQUEST: City Councll approval of an Administrative Directive regarding payment and/or reimbursement of staff travel and meeting attendance while conducting Clty business BACKGROUND: The City's annual budget provides for staff members to attend conferences, meetings and other events that are sponsored by those organizations in which the City holds memberships or are sponsored by the City or other governmental entities. The staff has prepared an Administrative Directive that updates the policies and guidelines for payment and/or reimbursement for such attendance by City staff FISCAL IMPACT: The allocation of funds for City Council travel and meeting attendance is approved as part of the annual budget adoption procedure Therefore, approval of this policy will not have a fiscal impact on the budget. RECOMMENDATION: Staff recommends the City Council approve the attached Administrative Directive for staff travel and meeting attendance while conducting City business. SUBMITTED BY NOTED AND APPROVED ~rb~a.u... ~e.w~ ~~ Robbey Bird, David Carmany, ity Manager Director of Administrative ServiceslTreasurer Attachments A Council Policy #300-10 Agenda Item E CITY OF SEAL BEACH COUNCIL POLICY /ADMINISTRATIVE DIRECTIVE SUBJECT: TRAVEL AND MEETING EXPENSE POLICY SECTION INDEX NO. ISSUE DATE REVISION DATE COUNCIL CITY MANAGER APPROVAL APPROVAL 300 10 10/30/08 11 / 10/08 11 / 10/08 10/30/08 1. SCOPE All Departments. 2. PURPOSE AND INTENT The City of Seal Beach takes its stewardship over the use of its limited public resources seriously. Periodically, the City Council has adopted ordinances, resolutions and policies relating to expenses actually and necessarily incurred by public officials and employees in connection with their official duties on Ciiy business. The City recognizes the constructive value of professional conferences, seminars, meetings, and training and provides travel and expense funds for elected and appointed officials, department heads and other employees who attend such approved events. This policy provides the required guidelines that City employees must follow when arranging travel, lodging and other approved expenses. If the outlined procedures are followed, reimbursement of reasonable expenses for travel, conferences, meetings, and meals will be made. Also, the intent of the policy is to ensure that payments made by the City are for actual and necessary expenses incurred while conducting official City business. 3. POLICY Department Heads may authorize reimbursement of all normal and necessary expenses for local conferences and meetings incurred by employees in the course of official City business according to the following guidelines. All overnight travel and reimbursement is subject to review by the Finance Department. A travel request form (see Attachment 3) must be submitted to the Finance Department a minimum of 21 days prior to travel date. All multiple day conferences/overnight travel requires approval by the Finance Department head and the City Manager. 1 of 7 (300-10) General Employees are to make every effort to minimize travel and meeting expenses by utilizing the least expensive method of travel. Travel arrangements shall be made as far in advance as possible to take advantage of discounted or reduced fares and rates. The City's reimbursement plan is considered to be an "accountable plan" by the Internal Revenue Service (IRS). The plan includes a combination of reimbursements based upon receipts and a "per diem" component approved by the IRS. Travel reimbursement amounts are not reported on the employees' W-2 form. All departments that require use of a City credit card for travel arrangements will need to contact Administrative Services for assistance. Travel expenditures charged to a City issued credit card are limited to the following: airline, lodging, rental cars, and conference/seminar/training session registration or enrollment fees. Employees incurring out-of-pocket expenses on behalf of the City for a hotel and/or car rental may obtain a cash advance (via check) from the Director of Administrative Services with City Manager approval. Advances must be accounted for within 30 days after receipt by fling an itemized Statement of Expense or the advanced amount may be deducted from the employee's next remuneration. Under no circumstances will an employee obtain an advance when there is a prior outstanding advance balance still unaccounted for by any employee. All expense reports must be submitted to finance within 30 days of commenced travel date. All expense reports submitted after 30 days will be reimbursed at the discretion of the City Manager. Lodaing Lodging is allowed when approved by the City Manager for attendance at conferences, seminars or meetings. Individuals are expected to stay at a hotel or motel in close proximity to the conference or event sde. If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor, if such rates are available at the time of booking. If group rates are not available, employees and officials should request the "Government Rate" when available. In the event that government rates are not available, the median retail price for lodging for that area shall be considered reasonable. Pre-conference lodging shall be granted for regional sites, e.g. San Diego, San Francisco, Sacramento, if the conference starts at or before nine (9) o'clock in the morning. Lodging costs will not normally be approved for one-day meetings or 2of7 (300-10) programs, when the event is within a reasonable commuting distance from Seal Beach (50 mile radius), unless approved by the City Manager. Lodging arrangements can be paid for in advance using a personal credit card or by submitting a request for payment to the hotel. Original receipts should be submitted with the "Statement of Expense" within 30 days. A traveler canceling reservations shall do so according to the hotel's policy in order to avoid penalty charges. The City does not reimburse for non-canceled reservations, early departure, or late cancellation charges unless approved by the City Manager. Meals Officials and employees will receive a daily allowance ("per diem") for meals and inadental expenses (M&IE) relating to business travel. The per diem limit will be updated periodically in accordance with changes to IRS Publication 1542, Per Diem Rates (for travel within the continental United States. The current allowable per diem rate for M&IE is $46.00. Using the Per Diem rate allows for less paperwork for both the employee and the City (since receipts are not regwred), as well as provides adequate resources for meals while traveling on City business. When traveling for partial days, or when meals are provided as part of a program or while in transit, the following amounts are to be used to reduce the daily allowance: Per Diem Rate Inclusve of tax and ti Breakfast -$10 Lunch - $12 Droner - $24 Employees can not claim the Per Diem rate when meals are provided as part of a program/conference. In lieu of the per diem allowance, upon Department Head approval, actual costs may be reimbursed. Actual costs incurred will be reimbursed up to a maximum amount as follows, with the submittal and audit of ongmal receipts: Actual Reimbursement Limit Inclusive of tax and ti Breakfast - $15 Lunch - $20 Droner - $35 Per diem rates or use of the actual reimbursement limit cannot be combined. Employee must decide to use one or the other method on a specific day. For same day travel, expenses for meals are limited to activities outside normal duties. Meal expenses incurred while conducting routine daily work assignments wdl not be considered reimbursable (ie. employee evaluations, project discussions, etc.), except for de minimus amounts, without prior approval of the City Manager. Reimbursement for a meal is provided when it is not reasonable for a person to prowde his or her own meal (ie. when attending anon-City 3of7 (300-10) sponsored conference, non-City sponsored training course, or other situations which may be considered on a case-by-case basis). Travel to a temporary worksite does not qualify for meal reimbursement, unless approved by the City Manager. It is sometimes appropriate to conduct City business with non-employees, such as consultants, oral board participants, prospective businesses, etc., whereby expenses wdl be incurred for food, beverage, taxes, tip, etc. Actual amounts will be reimbursed with approval from the Department Head and/or City Manager. Such costs should fall within the maximum actual meal limits as described above. The names of the individuals attending the function and business purpose must be documented on the Statement of Expense form and original receipts must be attached. Air Travel City officials and staff should utilize the most economic method to secure airline reservations. Internet reservations can be made using the city credit card or the employee's personal credit card. A completed "Travel Request' form must be completed and approved by the City Manager prior to booking reservations. Individuals will be reimbursed for pre-approved reservations made on their personal credit card after they submit a detailed receipt of the charges. The City wdl not reimburse for excess baggage fees if not related to City business. This includes sporting egwpment. Rental Cars Use of rental cars should be pre-approved by the Department Head prior to City Manager approval Rental cars shall be approved only when such rental is necessary due to geographical location of airport or accommodations in relation to conference or meeting site, when other local group conveyance transportation is unavailable, and/or when a rental car is the most economical means of accomplishing travel to the final destination. When possible, use of airport or hotel shuttle is encouraged. When a rental car is authorized, the employee shall be limited to a compact or mid-size vehicle. The employee shall keep receipts for reimbursement. City officials and staff should utilize the most economical method to secure the most cost effective car reservations. Internet reservations can be made using the city credit card or the employee's personal credit card. Individuals will be reimbursed for pre-approved reservations made on their personal credit card after they submit a detailed receipt of the charges. The City is self-insured for vehicle liability, third party physical damage and provides for workers' compensation coverage. Accordingly, the insurance coverage should be waived. When completing the rental agency contract, sign for 4 of 7 (300-10) the City, not as an individual, for example, City of Seal Beach, CA, by (your name). Officials and staff are regwred to notify the City's Risk Manager at 562-431-2527 x1308 and the employee's supervisor within 24 hours of any event, incident, or accident related to the rental vehicle. Private Automobile Automobile mileage is reimbursable if an employee is required to use a personal vehicle for travel within the City's geographical area, which includes Orange, Los Angeles, Ventura, San Bernardino, Riverside, San Diego, Imperial and Kern Counties. Reimbursement for personal auto usage for business will be calculated per the current IRS gwdelmes. Mileage is based on the following: • If an individual drroes round-trip from their residence to a meeting or training function, the round-trip mileage the employee would have driven from his/her residence to work must be subtracted from the round-trip mileage to the event. Any excess mileage is reimbursable to the employee at the current IRS approved rate. • If an individual doves round-trip from work to a meeting or training function, the round-trip mileage from the City location to the event is reimbursable at the current IRS approved rate. When a department head authorizes use of a private vehicle for the convenience of the employee, instead of more economical travel by air, reimbursement shall not exceed the cost of usual airfare plus related subsistence and surface common carver expenses. Elected officials and employees are required to notify the City's Risk Manager at 562-431-2527 x1308 and the employee's supervisor within 24 hours of any event, incident or accident while traveling on City business. Exception for Elected Officials and Employees Receiving Car Allowances Elected officials and department heads receiving a car allowance will not receive any additional mileage/travel reimbursement for travel within the local vicirnty. Local vicinity is defined as Los Angeles, San Bernardino and/or Orange County subject to a 50-mile radius from Seal Beach. These employees and/or officials will, however, receive mileage reimbursement for distances outside the 50-mile radius. For example, ~f an employee receiving a car allowance attends a meeting in Santa Barbara, 150 miles from Seal Beach, mileage can only be claimed for the distance traveled that is over 50 miles. Thus, the employee would be compensated for the 200 miles (roundtnp). Conference Registration Fees 5of7 (300-10) Elected officials and staff are expected to arrange conference attendance sufficiently in advance to obtain any registration discounts that may be offered. Registration fees can be paid by submitting a Warrant Request form. Department Heads are responsible for ensuring that employees under their supervision follow budgetary limitations Telecommunication Costs On authorized travel, necessary business-related telephone calls incurred and modem connections; fax or Internet service for employees with City-issued laptop computers, must be approved by the City Manager 21 days in advance of travel dates may be reimbursed. In addition, individuals may be reimbursed for reasonable costs incurred for phone calls to their personal residences. Internet connection fees will be reimbursed up to $15.00 per day, if access is necessary for Cdy-related business. The Director of Administrative Services shall make the final determination of reasonable costs on a case-by-case basis. Miscellaneous Expenses Miscellaneous expenses, including charges for vehicle parking, bridge tolls, and any other justifiable business expense may be allowed. A satisfactory explanation of the charge(s) is required for expenditures that are large or unusual. A receipt or other voucher shall accompany the employee reimbursement request for miscellaneous expenses. Excluded Expenses The costs of alcoholic beverages, drugs, laundry/dry cleaning, in-room movies, tours, personal entertainment and other personal related expenses are not reimbursable. Optional tours, banquets, or other activities offered through the conference, but as an additional cost to registration, are solely at the discretion of the employee and will be considered a personal expense. The City will not pay the costs of an employee or elected officials' spouse or domestic partner who is attending an event on behalf of the City. 4. PROCEDURE Cash Advances To receive a cash advance, a complete Cash Advance Form/Warrant Request must be submitted to the Department Head for approval 21 days prior to the travel date. The Cash Advance Form/Warrant Request must then be submitted to Administrative Services for review and to the City Manager for final approval. A check will be issued for the cash advance, unless the cash request can be accommodated by Petty Cash. 6of7 (300-10) Statement of Expense Upon return from a trip, the Statement of Expense form (copy attached) must be submitted for reimbursement of travel and meeting expenses within 30 days of the travel date commencement. All travel related expenses, including air and lodging expenses, must be accomparned by receipts. Use either the per diem rates for meal reimbursements or actual receipts. Per diem allowances should not be blended with actual receipts (e.g. a per diem rate is used for breakfast and lunch followed by an actual receipt for dinner The GL Account heading under "General Ledger" should reflect the appropriate fund account. Job Ledger and Protect Number are not regwred unless the Department tracks expenses accordingly. The Statement of Expense form must be approved by the Department Head and then forwarded to Administrative Services for auditing and processing. Administrative Services will verify the availability of travel funds and determine that all expenses are reasonable and in compliance with this policy. 5. ISSUANCE Council Approved: Attachments• 1. Statement of Expenses Form 2. Warrant Request Form -Cash Advance 3. Travel Request Form 7 of 7 (300-10) City of SCI Beach STATEMENT OF EXPENSES Admm Svcs 13/06 EMPLOYEE ID: NAME DEPARTMENT, DIVISION EXPENSE DATE(S) Purpose of expenses claimed Clty SCHEDULE -TRAVEL AN MEETING EX ENSES (Itemize below In detail ITEM OF EXPENSE LIST DAT SAND EXPENSES INCURRE BELOW SCHEDULE S M T W Th F S TOTALS DATE TRANSPORTATION (Attach receipts) LODGING (Attach receipts) MEALS Breakfast Lunch Droner REGISTRATION (Attach receipts) OTHER EXPENSES (Itemrze an reverse side) DAILY TOTA SCHEDULE B -MILEAGE ALLOWANCE (Itemize on reverse side) TOTAL AMOUNT CLAIMED (Schedules A and B combined) I comfy that this claim is a true record of expenses mcurred on official 6usmess for the City of Seal Beach dunng the above penad By Approval Recommended Date Submitted Signature Classihcahon Depanment Director Amount of Leas Net Amount Due iClam Advance or (Returned) General Ledger Job Led er If R uved Pro'ect Account JL Key Ob act Number Amount Audited by Date Director, Admm Svcs Date City Manager Date Finance Department Approved for Payment (Requred) (Not Required) SPECIAL INSTRUCTIONS t SubmR this form completed in detail to Admin Svcs for audR Unused cash advances must be receipted by Departmem Attach copy of receipt or note receipt number below Receipt # 2 Upon audR and approval for payment, reimbursement wail be mcluded orVvath biweekly payroll check as anon-taxable Rem 3 All other expenses shown above must be Remized in detail m order to qualRy for rambursement 4 Any expenses paid for guests must have addiAonal information provided on Page 2 of this form SCHEDULE A - DETAIL OF OTHER EXPENSE ITEM OF EXPENSE LIST DATES AND EXPENSES INCURR ED BELOW GUEST EXPENSES SUN MON TUES WED THUR FRI SAT ENTER NAME AND ORGANIZATION ALL OTHER EXPENSES Tele hone, Co ,Fax, etc Parkin Fees Cab, Bus, etc Other lease Itemize below Maid Ti s Office Su lies DAILY TOTALS (to front page) SCHEDULE B -MILEAGE RECORD -PRIVATELY OWNED AUTOMOBILE ODOMETER READING NO.OF PURPOSE/DESTINATION DATE FROM TO MILES State u oae of to , b imm~ and endin locahone for each odometer readin TOTAL MILEAGE at 0.445 cents er mile = $ CITY OF SEAL BEACH p DATE: AMOUNT: S ND, 17703 REASON:FOR EXPENDIT.URE'.~ NEXT WARRANT LIST Q IMMEDIATELY 0 WARRANT LIST ~ HANDWRITTEN CHECK Date Date DEPARTMENT APPROVAL REQUESTED BY DEPARTMENT HEAD APPROVAL PREPARE WARRANT AND FORWARD TO PAYEE PREPARE WARRANT AND FORWARD TO PAYEE WITH SUPPORT DOCUMENT PREPARE WARRANT AND RETURN TO DEPARTMENT OTHER. White Ongmal - Finance Department Canary Copy -Department Rles (upon return) Pmk Copy -Department Original SBFD-5 rev 9.01 RBS Ciiy of Seal Beach SEAS ~+ . a _,: TRAVEL REQUEST FORM DepartmenUDivision EMPLOYEE NAME •~', ,_.~ "_~ DEPARTMENT LOCATION: :.v!9: ~~ •~ ''C,.~•,;; ~ j•4,;,,'",:_;~.~ PURPOSE OF,TRAVEL ' , t '• TRAVEL PERIOD,; ".~ . ; s~ .. •t1 TOTAL ESTIMATED,COST'°' •'.!~ 'r °*_W' ^r% s s~ • sa • a •a s -s e- a ~ r Organization Ragistntion De Head - rdval'. k CM A ravel d Re . Cost .Yea •, •No~?; .Yea .ke M'st'.NO',:ei Registration (Attach PrograntlRegiatration Info)' ' As Car Rental De Head A rovai,„•. CM A ravel Estimated Coat Estimated Cost ., Yas . +' -No •- ,^;,•Yaa.% .+, . '~ruNOn "ra Transportation (Requires City ° Manege~Approvsi). " • Notes total ~ • De Head A ravel CM A ravel Nama• Eatlmaled Coat Yes ,NO ;„ '6h° Yin: x.No".;r Lodging (Requires City Manager Appraval)~_ ~ _~_ Phone Imarnat De t Head,A rovai' .' CM A ravel Reason for access 'Reason for aeeeasi Ye8 • Nox? ;-' $i, ,YSC;:,' -~ `NO ' i e av ~M~_~^~_~ Telecommunication (Requires,Cay ~ Manecei~A` provaQ TRANSPORTATION , LODGING De Head APPROVAL'^t, CM APPROVAL YF~ •. NO. •" ,' 1•~; Yt.S•i'' .°.1; NO • ~• dance (Requires City Manager • •'. Date Submitted Empbyee Signature DeparlmeM Approval Date Date Review by Cary Manager Approval Data Finanra Departrnent SOCIAL INT~SSRUCTIONS~~ 1 Submit this form completed In detail to Admin Svcs 21 days before travel date. City Manager approval required 2 Attach all supporting documents with this form including completed warrant request 3 Incomplete forms/supporttng documents well not be processed and well delay approval process.