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 specialist, 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. A "Staff Development Fund" 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 initially addresses general guidelines that apply to all travel and then focuses on additional specific requirements for various categories.
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.
2. LODGING
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.
3. REGISTRATION
Registration fees for a conference or seminar will be paid at actual cost.
Official literature indicating the cost of registration and conference or seminar dates must accompany the expense voucher requesting payment.
4. TRANSPORTATION
Transportation will be paid at actual cost, but in no event shall cost of ground transportation exceed the value of coach airline fare. The City Administrator,
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upon a showing of great inconvenience or lack of other airline jet service, may authorize more expensive fare.
5. 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 IRS -prescribed rate per mile 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.
Payment for mileage to a destination outside of the fifty (50) mile radius shall not exceed the cost of coach airline fare to the same destination.
This mileage allowance applies to authorized use of an employee's personal vehicle while on duty.
6. SPOUSE TRAVEL
The City shall not pay for the travel expenses of a spouse. If a spouse accompanies an individual on City -paid travel, arrangements must be made for separate billing of spouse's travel expenses.
7. SETTLEMENT OF TRAVEL ADVANCES
Within thirty (30) calendar days following completion of City -paid travel, settlement of cash advances must be made.
8. REPORTS FOLLOWING CONFERENCE
Any City official, except Members of the Council and the City Administrator, who attends a conference or meeting shall furnish the members of the City Council and the City Administrator, with a report summarizing the topics discussed and the conclusions reached, within thirty (30) days immediately subsequent to the conclusion of the conference or meeting, provided that this condition shall not be applicable to local meetings involving limited agendas. The City Administrator and Councilmembers may present a verbal report at a Council meeting.
CATEGORIES OF TRAVEL
In addition to the general requirements set forth above, specific requirements apply to these categories of travel:
1. ELECTED OFFICIALS:
A. Advance Approval Required
All requests for travel or conference expenses shall be submitted to the Mayor. The Mayor will determine whether the request has necessary Council approval. If so, he may approve the request and submit it to the City Administrator for advance of funds.
If the conference has not been approved by the City Council, it may be placed on the next Council agenda for consideration. If approved by the
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Council, the Mayor may sign the expense request and submit it to the City Administrator for advance of funds.
B. Travel Expenses
To defray costs for necessary and reasonable expenses other than those listed in Paragraph D, elected officials shall be allocated $100 for conference in the Southern California area, $250 for Northern California, and $500 for national conferences outside of the State of California.
Sums listed above may be adjusted for extenuating circumstances if approved by the City Council.
As an alternative to the specific lump sum cash advance described above, elected officials may request payment of travel expenses in accordance with the per diem policy established for commissioners and management staff.
C. Travel Arrangements
The City Administrator's Office shall arrange for lodging, travel arrangements, and conference registration for elected officials. Lodging, travel, and registration expenses shall be paid directly by the City. If a hotel will not accept payment by the City at a later date, the elected official may receive money to cover hotel accommodations.
D. Spouse's Travel Arrangements
The City Administrator's Office will, if requested by an elected official, arrange for identical travel accommodations for the spouse. Each elected official shall be billed directly by the travel agency, airline, etc.
E. Settlement of Travel Advances
Within thirty (30) calendar days after returning from a conference, each elected official shall complete, sign, and submit to the City Administrator the meeting and/or expense voucher form (previously approved by the Mayor) along with all monies not expended. If the meeting and/or expense voucher form is not submitted within the thirty -day period, no monies shall be advanced or approval given by the Mayor for the next conference requested by the delinquent elected official until the form has been completed, signed, and returned along with all monies not expended.
F. Travel with City Administrator
The provisions of this elected officials' section shall apply to the City Administrator when traveling with members of the City Council.
2. COMMISSIONERS
A. Advance Approval Required
Attendance at conferences shall be subject to prior City Council approval.
B. Eligibility to Attend
The chairman and vice-chairman shall be permitted to attend conferences.
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An additional commissioner shall also be permitted to attend conferences. The commissioner with the highest seniority shall have the first opportunity to attend a conference; the commissioner with the second highest seniority shall attend the second conference, and so on until all have attended a conference. The process then starts over again with the person of highest seniority.
In the event any of the three members should be unable to attend a conference, another commissioner shall be afforded the opportunity, again, based on seniority.
Notwithstanding the above, a commissioner must have attended 75 percent of the regular commission meetings during the six months prior to the conference in order to attend.
C. Travel Limited to State
Conferences shall be limited to those held within the State of California.
D. Travel Expenses
Travel expenses will be paid on the same basis as management staff.
3. MANAGEMENT STAFF
This category includes the City Administrator, department heads and staff members.
A. Advance Approval
The following approvals are required:
(i) A written request to travel on City business, providing an explanation of travel and justification must have prior approval of department head and City Administrator. If the subject of an approved request is a conference or meeting to be held outside of the State of California, the City Administrator shall furnish each member of the City Council, at least five (5) days prior to a regularly scheduled Council meeting, a report listing all pertinent information on said conference or meeting and the reason(s) for approval. Any member of the City Council may call for Council review and action concerning the request and/or approval at the said scheduled Council meeting. If the request and/or approval are not reviewed at said meeting, the approval shall be final.
(ii) A standard Travel and Meeting Expenses form is to be completed by the employee and approved by the department head and City Administrator.
B. 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)
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after arriving at the destination. Itemization of individual expenses covered by the per diem is not required. The per diem at the point of destination is $60. (Exception: No per diem will be paid for conferences held within fifty (50) miles of City Hall unless authorized by the City Administrator for exceptional circumstances).
C. Travel During Working Hours
Travel during working hours will be authorized for the time necessary to complete authorized City business and travel in both directions.
4. OTHER EMPLOYEES
A. Advance Approval
The following approvals are required:
(i) A written request to travel on City business, providing an explanation of travel and justification must have prior approval of department head and City Administrator.
(ii) A standard Travel and Meeting Expenses form is to be completed by the employee and approved by the department head and City Administrator.
B. Expenses
Funds estimated to be adequate to cover actual cost of food, incidental expenses, and ground transportation will be advanced. The employee is required to keep an itemized record of expenses. Upon return from travel, a settlement of the cash advance will be made. The unused portion is to be returned. If necessary, the claim for additional funds may be submitted with itemization of expenses and justification for additional expenditures.
C. Travel During Working Hours
Travel during working hours will be authorized for the time necessary to complete authorized City business and travel in both directions.
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