EMPLOYEE/PERSONNEL MATTERS Policy No. 344
TRAVEL AND MEETING ALLOWANCES
It is necessary for the City's elected, appointed officials and employees to be well informed regarding current developments in local government. Relevant training, conferences, meetings sponsored by local government associations, professional societies, training specialists, universities and colleges, provide such information. City Officials are encouraged to attend and participate in conferences, meetings, etc., dealing with subject matter appropriate to their respective functions in the City government. Funding for staff development is included in the annual budget for this purpose.
To facilitate attendance and participation, the City Administrator shall be responsible for reviewing available information on conferences and meetings and recommend, in the annual preliminary budget, those that should be attended by City officials. In turn, said recommendations shall be reviewed by the City Council by the adoption of the annual budget.
This policy establishes procedures to ensure uniform and fair payment of expenses while traveling on City business. The policy applies to all full and part time City Staff as well as elected and appointed officials. It is the responsibility of each employee and/or representative of the City of Placentia to be fiscally responsible and consider the financial impact of their choices while attending training and/or traveling on behalf of the city.
GENERAL REQUIREMENTS
These requirements apply to all City -paid travel:
1. ADVANCE APPROVAL
Payment for out-of-town travel will be authorized only after advance approval has been given. Specific approval authority for each category is outlined in later portions of this policy. A standard travel and meeting expense form is to be used by all individuals requesting authorization to travel. The form contains information describing the funds requested, authorization to travel, and accounting for funds expended following completion of travel. City staff will seek advance approval from their Department Head and/or City Administrator; the City Administrator shall seek approval from the Mayor; elected officials will seek advance approval from the Mayor; and the Mayor shall seek advance approval from the City Administrator and/or by vote of the City Council.
2. LODGING
The cost of lodging accommodations for approved conferences; seminars or meetings will be paid directly by the City, either by check or City credit card, or employee personal credit card for reimbursement after return from travel.
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EMPLOYEE/PERSONNEL MATTERS Policy No. 344
Hotel and motel charges shall be based on single occupancy rates. The City will not pay for or reimburse employees for lodging expenses incurred for additional guests. In instances where conference hotels are filled, the employee should attempt to secure comparable rates at the nearest hotel.
Pre -conference lodging will be allowed for travel requiring extensive travel time and must be identified in the travel request, supported by a copy of the conference schedule and approved by the Department Head and/or City Administrator. Note: Starting time is for actual conference, not registration or optional tours or conference sponsored events unless related to professional development as approved by Department Head and/or City Administrator.
Lodging will be allowed for travel if the following conditions are met:
• The length of the conference is more than one day, extensive travel time is required or the distance is more than 100 miles from City Hall or the employee's residence, whichever is more or,
• If the employee's presence is required for activities before or after the regular conference hours.
Lodging will be paid at actual cost. The cost of hotel accommodations during a conference shall not exceed the standard room rates at official conference hotels.
When making lodging reservations, employees shall inquire about local exemptions for transient occupancy taxes (TOT) as some cities exempt travelers on city business from the local tax.
3. REGISTRATION
Registration fees for a conference or seminar will be paid directly by the City at actual cost. Early registration is encouraged whenever possible to take advantage of early registration discounts. Official literature indicating the cost of registration and conference or seminar dates must accompany the expense reimbursement form requesting payment and/or the City P -Card statement containing the expense.
4. TRANSPORTATION
Transportation will be paid at actual cost, with use of air, train, private car or bus selected on the basis of the most reasonable and appropriate method, taking into consideration distance, time and total costs to the City. When traveling by air, all flights shall be booked at coach class or an equivalent level. The City Administrator, upon a showing of great inconvenience or lack of other airline jet service, may authorize more expensive fare.
Airline tickets shall be paid directly by the City, either by check or City credit card, or personal credit card for reimbursement. If an employee has been issued a City credit card but chooses to use his or her personal credit card, reimbursement will be made
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EMPLOYEE/PERSONNEL MATTERS Policy No. 344
with proper documentation after attendance at the conference, seminar or meeting. If an employee does not have a City issued credit card and uses their personal credit card for the purchase of airline tickets they may receive payment with proper documentation prior to the attendance of the conference. If the airline tickets are not used, it is the employee's responsibility to reimburse the City within five calendar days of notification of cancellation.
When rental vehicles or ride -sharing services are used, the least expensive vehicle practical will be used. In cases where more than one employee is attending the same event, employees will normally be expected to travel together when feasible and share the rental vehicle.
5. PER DIEM
The per diem is a daily allowance that covers the cost of all meals, incidental living expenses, and any ground transportation (i.e., taxis) after arriving at the destination.
Itemization of individual expenses covered by the per diem is not required. The per diem amount shall be the IRS per diem rate for the travel destination and is the same for all employees regardless of payment method.
Meal Allowance: Receipts are not required if you stay within current IRS per diem regulations. Receipts are required to substantiate expenses over the current IRS per diem regulation. While discouraged, under special circumstances employees may receive a meal allowance in excess of IRS per diem regulations, and will be reimbursed upon recommendation of Department Director and approval of the City Administrator.
Meals provided by the conference or included in the registration fee will not be eligible for per diem and employees will not be reimbursed for meals purchased in addition to or replacement of the conference provided meal unless there is a specific dietary need for it and approved by the Department Director or City Administrator. A continental breakfast is not considered a meal for purposes of calculating meal allowance. In calculating the meal allowance for partial days, the following guidelines should be used:
Departure
If you depart after 7:00 a.m., you may not claim meal expenses for breakfast for that day.
If you depart after 1:00 p.m., you may not claim meal expenses for breakfast and lunch for that day.
If you depart after 7:00 p.m., you may not claim meal expenses for that day.
Return
If you return after 8:00 a.m., you may claim the breakfast allowance.
If you return after 1:00 p.m., you may claim the breakfast and lunch allowances.
If you return after 7:00 p.m., you may claim expenses for the full day.
Tips/ gratuities will be reimbursed up to 20% of the total receipt amount.
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EMPLOYEE/PERSONNEL MATTERS Policy No. 344
6. MILEAGE — USE OF PERSONAL AUTO
Within a radius of fifty (50) air miles, personal automobile or City vehicle may be used.
If personal automobile is used, reimbursement will be made at the current rate set by the Internal Revenue Service (IRS) for actual business mileage traveled. Beyond the fifty (50) air mile radius, personal automobile or City vehicle may be used only with the advance written permission of the City Administrator upon a showing that the interests of the City are best served thereby. Employees may be reimbursed for parking costs and incidental toll charges if its determined the toll road is the most advantageous route in either cost (mileage) or time -savings. Receipts for parking and toll charges are required for reimbursement.
In cases where more than one employee is attending the same event, employees will normally be expected to travel together when feasible and mileage reimbursement will be for one vehicle only.
This mileage allowance applies to authorized use of an employee's personal vehicle while on duty. Employees receiving monthly auto allowances may not receive mileage reimbursement in addition to the monthly allowance. The City will not reimburse employees for damage to a personal vehicle or maintenance costs resulting from the use of a personal vehicle for City related travel.
If the travel occurs on a work day, and an employee travels directly from their residence to the conference site, an employee shall only be reimbursed up to the total miles between the employee's residence and the conference site, or the employee's work site and the conference site, whichever is less. On non -work days, the employee may be reimbursed for the total miles traveled.
7. FAMILY MEMBERS OR GUESTS TRAVEL
The City shall not pay for the travel expenses of family members or guests. If family members or guests accompany an individual on City -paid travel, arrangements must be made for separate billing of family members or guests' travel expenses.
8. SETTLEMENT OF TRAVEL ADVANCES
Within thirty (30) calendar days following completion of City -paid travel, settlement of cash advances must be made.
9. UNAUTHORIZED EXPENSES
The following items of a personal nature, even if they are incurred in conjunction with expenditures that are subject to reimbursement, are not reimbursable: movies, entertainment, premium television services, alcoholic beverages, dry-cleaning, spas, gyms, barber, magazines, shoe shines, travel insurance, purchase of clothing or toiletries, loss of tickets, fines or traffic violations, excess baggage costs, golf related expenses, personal losses incurred while on City business, repairs to personal vehicles,
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EMPLOYEE/PERSONNEL MATTERS Policy No. 344
office equipment and other items of a personal nature. Optional tours, banquets or other activities not related towards professional development offered through the conference, but as an additional cost to registration, are solely at the discretion of the employee and will be considered as a personal expense. The department head and/or City Administrator shall determine what constitutes professional development. • Political or charitable contributions or events unless it is to a 501(c)(6) Business League, Chamber of Commerce are unauthorized expenses.
• A local elected official purchasing meals for third parties, such as constituents, legislators, and private business owners at meetings held to conduct City related business is an unauthorized expense.
The use of a City credit card to pay for unauthorized or personal expenses is not allowed. If unauthorized expenses have been paid by the City, the employee will be responsible for reimbursement to the City within five (5) days. If the unauthorized charge was on a City credit card, the employee should submit to Finance a check made payable to the City of Placentia.
10. DISCRETION
This policy does not claim to have addressed all contingencies and conditions. Any necessary and reasonable expense that may from time -to -time be justified due to circumstances or opportunities for the City will be honored upon authorization by the department director and approval of the City Administrator. Those expenses will be reimbursed to the employee with adequate documentation and justification.
POLICY MANUAL
TRAVEL & MEETING ALLOWANCES
® Printed on Recycled Paper
CITY COUNCIL
4/82, 12/82, 1/84, 8/04, 2/23