CC Resolution No. 1392 2640
RESOLUTION NO. 1392
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN,
TEXAS, APPROVING THE TRAVEL AUTHORIZATION AND EXPENSE
POLICY OF THE CITY OF BAYTOWN, TEXAS; AND PROVIDING FOR THE
EFFECTIVE DATE THEREOF.
WHEREAS, the City Council of the City of Baytown, desiring to protect the interest of the
City of Baytown, Texas, desires to approve the Travel Authorization and Expense Policy (the
"Policy") governing expense allowances to be granted city employees who travel out of the city on
city business, and
WHEREAS, the Policy complies with the meal and mileage reimbursement changes made
by the Internal Revenue Service, NOW THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS:
Section 1: That the City Council of the City of Baytown, Texas, hereby approves the
City of Baytown's Travel Authorization and Expense Policy,which is attached hereto as Exhibit"A"
and incorporated herein for all intents and purposes. The Policy supercedes and controls over all
other travel authorization and expense policies, which were in effect prior to the passage of this
resolution.
Section 2: This resolution shall take effect immediately from and after its passage by the
City Council of the City of Baytown.
INTRODUCED, READ and PASSED, by the affirmative vote of the City Council of the
City of Baytown this the 24' day of June, 1999.
PETE C. ALFAR , Mayor
ATTEST:
City Clerk
Myrrta I3ercn er, 0e. (At
APPROVED AS TO FORM:
ACIO RAMIREZ, S ., C ty Attorney
c:k1h177\city council\resolu[ions\TravelPolicyResolution
ADMINISTRATIVE REGULATIONS
TRAVEL AUTHORIZATION AND EXPENSE POLICY GUIDE
PAGE
1. Purpose of the Regulation 3
2. Travel Authorization 3
3. Advance Payments 3
4 Expenses Approved for Reimbursement 3
A. Transportation 4
B. Lodging 5
C. Meals and Tips 5
D. Telephone 5
E. Registration Fees 5
F. Lodging, Meals & Travel Time When Traveling by Personal Automobile 5
G. Other Methods of Reimbursement 5
H. Incidental Expenses 6
I. Non-Allowable Expenses 6
J. Spouse/Family Travel 6
5. Travel Expense Report 6
6. Reimbursement 6
7. Settlement of Advance Payments 6
APPENDIX A: Travel Policy Clarifications 7
I. Travel Authorization 7
II. Expense Report 8
III. Benchmark Reimbursement Rate 10
APPENDIX B: Mileage Reimbursement and Official Mileage Guide I I
EXHIBIT A
July 1, 1999 Page 1 of 12
SUMMARY OF CHANGES
TO TRAVEL POLICY
CHANGES EFFECTIVE 07/01/99
The travel policy update includes changes for meals and mileage. There were no other changes made to the
policy.
♦ Mileage rate changed from $0.325 per mile to $0.31 per mile. (Appendix B, Page 11)
♦ Daily allowance for meals changed from $28.00 per day to $34.00 and includes tips for meals.
(Moved from Page 5 to Appendix B, Page 11)
July 1, 1999 Page 2 of 12
ADMINISTRATIVE REGULATIONS
TRAVEL AUTHORIZATION AND EXPENSE POLICY
1. Purpose of the Regulation
To protect the interest of the City and insure like treatment for all, uniform policies are established to
govern expense allowances to be granted City employees and City officials who travel out of the City on
City business.
2. Travel Authorization
All out-of-the-City travel at the expense of the City shall be made only on authorization of the
department head, with approval of the City Manager or one of the Assistant City Managers (City
Management). Before making a trip, the City employee must submit a "Travel Authorization Request"
form on which the nature of the trip, destination, times and dates of the beginning and end of official
leave and detail estimates of the cost must be stated. Same day travel or travel in the area requires only
the approval of the department head.
3. Advance Payments
Employees will be allowed to request advance payment on estimated expenses to finance contemplated
travel on City business. Upon review, the City Management may authorize advance payment of the
estimated amount to the employee. When advance payments for travel expenses are made, the
reimbursement procedure, as stated in Section 6, must still be followed. Advancing money for travel
expense does not constitute approval for the expenditure of the entire amount so advanced, as all
expenditures must be justified and approved.
4. Expenses Approved For Reimbursement
The following list of expense classifications is for information and guidance in determining which
expenses are appropriate and reasonable when traveling on City business. The list is intended as a guide
and is not necessarily all-inclusive. Discretion remains with the City Management in approving travel
expenses to provide for unusual circumstances.
Items specifically prohibited include the purchase of personal items and alcoholic beverages. Prohibited
also are the expenses of the employee's family who accompany him/her on a trip.
Due to budgetary constraints, departments may set more restrictive policies for travel, but in no case can
the departmental policy exceed the limitations allowed in the City policy.
Officials and employees are expected to show good judgment about travel expenses and have proper
regard for economy in conducting business away from Baytown.
July 1, 1999 Page 3 of 12
(a) Transportation: The least expensive air fare (advance purchase, non-refundable tickets) will be
considered standard air travel. Other classes of air fare may be used if advance purchase, non-
refundable tickets are not available. Air travel is usually more economical in time and money
when making a long trip.
Round trip tickets shall be purchased when air, rail or bus transportation is used. Employees
should purchase tickets through a travel agency that will bill the City. A "Transportation
Authorization Request" should be completed and sent to Accounts Payable before tickets are
ordered. If the employee pays for the tickets, then receipts for travel expenditures must be
obtained and submitted with the Travel Expense Report. No travel allowances will be made over
the actual cost of travel.
Use of personal automobiles for travel may be approved when the convenience of the City is
served and when the convenience of the employee is served. When personal automobiles are
approved for the convenience of the City, reimbursement will be at the rate allowed by the
Internal Revenue Service using the most current "Official State Mileage Guide" to determine
mileage between cities. The same mileage reimbursement rate will be allowed between Baytown
and a Houston airport for employees (excluding employees who receive a monthly automobile
allowance) using personal automobiles to reach the airport. Parking fees will also be allowed if
the employee must park his/her car during the duration of his/her official leave of absence (a
receipt is necessary).
When personal automobiles are approved for the convenience of the employee, total allowance
shall in no case exceed the cost of the standard air travel. If an air travel rate is not available, the
allowance shall be determined by the City Management. When two or more employees are
traveling by personal automobile to the same destination on City business, they are encouraged
to car pool.
Mileage reimbursement will not be authorized for personal automobiles traveling within the City
or Harris and Chambers County if the employee is receiving a monthly automobile allowance
from the City.
Travel in City vehicles may be approved when circumstances warrant it. When such travel is
approved, purchase of gasoline, oil, other routine supplies and emergency repairs for the vehicle
will be allowed. The notation "City Vehicle Used" must be written on the Expense Report. All
receipts for such payments must be furnished to obtain reimbursements. Repairs to personal
vehicles will not be reimbursed by the City.
When air, rail or bus transportation is used, expenses for local transportation, such as taxicab
fare, will be allowed whenever such transportation is necessary for conducting City business.
(b) Lodeine: Expenses will be allowed for adequate lodging. Hotel accommodations should be
appropriate to the purpose of the trip. Detailed receipts for lodging must be provided to obtain
reimbursement. The City uses IRS publication 1542 to verify the reasonableness of the hotel
reimbursement allowed. Refer to incidental expenses (Item h) for other charges incurred in
addition to lodging costs.
July 1, 1999 Page 4 of 12
(c) Meals: Meal expenses will be reimbursed based upon a flat fee depending on when the trip
started and ended as per Appendix A. Receipts are required for expenses above the per day
allowance and cannot exceed the per diem rates established by the Internal Revenue Service
publication 1542 using the high-low rates. Meals included as part of the registration fee will not
be reimbursed. Copies of agendas from the event attended should be included with the expense
report. Tips are included in the meal allowance.
(d) Telephone: Telephone calls will be allowed reimbursement for official calls and messages only.
(e) Registration Fees: Fees charged for registration at any convention or meeting are allowed for
reimbursement. A receipt or some proof of the fee, such as a copy of the conference program
setting forth the fee rate, must be provided with the Expense Report.
(f) Lodging Meals and Travel Time When Traveling by Personal Automobile: In instances where
use of personal automobile for out-of-state travel is allowed for the convenience of the employee,
lodging, meals, and other expenses will be allowed on the same basis as if the employee traveled
by air.
(g) Other Methods of Reimbursement: If the City is to be reimbursed for the employee's travel
expenses by another government or agency, the employee may use the travel policy from that
government or agency for reimbursement of his/her travel expenses. A copy of the travel policy
for that government or agency must be attached to the employee's Expense Report. Also,
employees from other governments or agencies working with the City through joint task force
agreements may use the travel policy of their government or agency. A copy of the travel policy
for that government or agency must be attached to the Expense Report.
(h) Incidental Expenses: Incidental expenses include, but is not limited to fees and tips for services,
such as baggage handlers. It does not include expenses for laundry, cleaning and pressing of
clothing, movie rental and snacks. Note - Laundry, cleaning and pressing of clothing will be
reimbursed if stay is in excess of five (5) working days.
(i) Non-Allowable Expenses: In-hotel pay television and videos, health clubs, spas, alcoholic
beverages - dry cleaning or laundry.
(j) Spouse/Family Travel: When accompanied by a family member, an employee shall pay all
incremental costs related to having the member along on the trip. Examples of incremental costs
include the difference in lodging cost between single and double occupancy and all meal and
incidental costs of the family. Spouses may accompany a City employee on official business
with such expenses reimbursed by the City only when the spouse has specific duties to perform
for the benefit of the City and such expenses are approved in advance by the City Management.
Estimated costs of spouse travel must be clearly identified on the Travel Request Form for
approval by the City Management.
July 1, 1999 Page 5 of 12
5. Travel Expense Report
Any employee traveling on City business shall complete the "Travel Expense Report" in which a detail
record of his/her expenses must be stated. All items must be supported by receipts attached to the report
unless specifically exempted by this policy.
6. Reimbursement
To be reimbursed for travel expenditures, the employee must sign and have his/her department head
approve his/her "Travel Expense Report" and submit it to the Finance Department within five working
days after his/her return to Baytown. No reimbursement will be made or travel account closed until the
"Travel Expense Report" has been approved by the department head and the Finance Department. The
department head shall check for reasonableness and the Finance Department shall review the expenses
and check the accuracy of transportation costs and time covered. Where cause necessitates, the report
will be submitted to the City Management, together with the opinions of the department head and the
Finance Department, for review.
7. Settlement of Advance Payments
If an employee has drawn expense money in advance, a settlement must be made on the basis of actual
expenses and the unused balance promptly deposited with the Finance Department. If actual expenses
exceed the estimate, upon approval of the Finance Department, the employee will be reimbursed by the
City. Again, it is emphasized that when advance payments are made, they do not constitute approval to
spend this amount. All expenditures must be justified. Expenses not justified by the employee must be
reimbursed to the City and can be deducted from the employee's payroll check.. Reimbursement should
be deposited with the central caisher and the reciept should be attached to the Travel Expense Report.
Monte Mercer
City Manager
July I, 1999 Page 6 of 12
APPENDIX A
TRAVEL POLICY CLARIFICATIONS
Employees do not use the Travel Authorization Request form for same day travel from any location in Harris,
Chambers, or Galveston counties. Reimbursement can be received either from petty cash or by completing a
Travel Expense Report approved by the department director. The miles driven and the mileage reimbursement
rate must be shown on the document used for reimbursement. If the employee uses a personal automobile,
reimbursement for mileage will be at the "standard mileage rate" allowed by the Internal Revenue Service
(IRS). The mileage reimbursement rate will be updated to remain consistent with the IRS reimbursement rate.
TRAVEL AUTHORIZATION REQUEST FORM
This form must be completed before an employee can go on any trip. The travel policy requires that the
department director and the City Management approve any city business trip before the employee can leave. If
the trip is not approved, it is possible the employee will not be reimbursed. The template for the Travel
Authorization Form contains instructions for completing the form. To complete the Request form, fill in the
blanks:
A. Name - The name of the employee requesting permission to take a trip.
B. Department - The name of the department to which the employee is assigned. If the department
is divided into divisions, use the name of the division.
C. Destination - The name of the city to which the employee will be traveling.
D. Date and Time of:
1. Departure - The date and time of departure.
2. Return - The date and time the employee will return to Baytown.
E. Purpose of the Trip - The reason the employee is taking the trip (to attend conference, meeting
concerning grant, etc.).
F. Account Number - The organization and account number to which the expenses for this trip are
to be charged. For example, currently the account number for travel expenses is 74041.
G. Social Security Number.
H. Others going to the same destination for the same purpose.
The employee must sign the Request form and have his/her department head and City Management
sign to indicate their approval of the trip. The employee is to send the completed form to Accounts
Payable for check issuance. Several vendors can be paid using the Travel Authorization Request form.
Include names and address of vendors for hotel and registration payments on the form.
July I, 1999 Page 7 of 12
EXPENSE REPORT
When the employee returns from the trip, the Employee Expense Report is to be completed. Period
covered should include the date and time of departure. To complete the Report, fill in the blanks:
SECTION A - Expense: Under the Day of the Week, enter the date (i.e., 09/30/96).
1. Transportation
A. Auto (Fuel) - If the employee purchased fuel for a City owned Vehicle enter the
amount of the purchase here. Receipts must be attached to the report for
reimbursement.
B. Mileage - There are two categories for computing mileage when a personal
automobile is used: To destination - Mileage is obtained from the OFFICIAL
STATE MILEAGE GUIDE or from the Finance Department. At destination -
Mileage driven on City business while at the destination. Record the mileage
and corresponding detail in Section C. The total mileage will be automatically
multiplied times the current mileage reimbursement rate and recorded in Section
A under the appropriate date.
C. Taxi, Limo, Auto Rental - Enter the amount of fees paid under the appropriate
date. Receipts are required for reimbursement for Limo Services and Auto
Rental. Receipts are not required for reimbursement for taxi fees; however, they
will be reviewed for reasonableness.
D. Other Auto - Enter the amount of other automobile related expenses. Provide
detail in Section D.
E. Commercial Transportation - If the commercial transportation (airline ticket,
train ticket, etc.) was prepaid by the City enter the amount that was paid under
the appropriate date in Section A and in Section B under 'Prepaid". If the
employee paid for the commercial transportation, enter the amount in Section A
only. For reimbursement, the receipts must be attached to the report.
2. Hotel - If the hotel bill was prepaid by the City enter the amount that was paid under the
appropriate date in Section A and under the heading 'Prepaid" in Section B. The paid
receipt should be sent to Accounts Payable to attach to the Check Issuance
Authorization.
If the employee paid the hotel bill, enter the amount under the appropriate date. If
parking fees and telephone calls are included on the hotel bill, those costs should be
itemized under the appropriate category. Receipts must be attached to the report for
reimbursement.
July 1, 1999 Page 8 of 12
3. Meals - Enter the per diem amount paid for meals under the appropriate date. Refer to
the Benchmark Reimbursement Rate (Page 9) for clarification. If meals are included in
the registration fee, put "N/A" to indicate that there are no expenses claimed for the
meal.
4. Telephone - The City will reimburse for telephone expenses that are for official city
business. Enter the amount under the appropriate date.
5. Parking Fees - To be utilized for all parking fees including airport parking and hotel
parking. To be reimbursed, receipts must be attached. If the employee parked at a
parking meter, write meter parking beside "Parking Fees" and the City will reimburse
up to two ($2.00) dollars per day. No receipts are required for reimbursement. Enter the
amount under the heading "Employee Paid".
6. Registration - If the registration fee was prepaid by the City enter the amount that was
paid under the appropriate date in Section A and under the heading "Prepaid"in Section
B. Receipts are not required. If the employee paid the registration fee, enter the amount
under Section A only. For reimbursement, the receipts must be attached to the report.
7. Miscellaneous/Incidental Expenses - The City will reimburse for other expenses deemed
necessary for official city business (i.e., postage, etc.). List the type of expenses and
enter the amount under the appropriate date. Incidental expenses include, but is not
limited to fees and tips for services, such as waiter and baggage handlers. Tips should
generally not exceed fifteen percent (15%) of the cost of meals. It does not include
expenses for laundry, cleaning and pressing of clothing, movie rental and snacks. Note
- Laundry, cleaning and pressing of clothing will be reimbursed if stay is in excess of
five(5) working days.
SECTION B - Items Prepaid by or Charged to City
The purpose of this section is to account for costs listed in Section A that should not be
reimbursed to the employee since the employee did not pay for the expense. This section
would track costs that were paid in advance, paid by City credit card or being directly billed to
the City. List expenses in the appropriate category based on type of expenditure and method of
payment.
SECTION C - Mileage
Record actual mileage and the corresponding detail in this section. Total mileage per day will
be automatically calculated, multiplied times the current reimbursement rate and recorded in
Section A. The mileage rate is reviewed and revised each January to reflect the rate allowed by
the Internal Revenue Service. The mileage reimbursement rate and an official mileage guide
for several cities is included in Appendix B. MAKE SURE THAT YOU ARE USING THE
CURRENT APPENDIX B. Information regarding mileage to cities not listed can be obtained
by contacting the Finance Department. Unless otherwise authorized, the Official State Mileage
Guide for Texas should be utilized.
July 1, 1999 Page 9 of 12
SECTION D —Miscellaneous
Provide detail on miscellaneous expenses in this Section. For reimbursement, the receipts must
be attached to the report.
The Report has been set up to automatically calculate daily and Section totals. Enter the
amount of cash advance received by the employee on the "Travel Advance" line under
"Prepaid" in Section B. If the amount on the "Total Section A" line under 'Employee Paid" is
greater than the amount on the "Total Section B" line, enter the difference on the 'Due
Employee" line. If the amount on the "Total Section B" line is greater than the amount on the
"Total Section A" line, enter the difference on the 'Due City" line.
The employee must sign the form as the traveler and have the department head approve the
expenses. If money is due to the City, the employee must return the money to the City. The
receipt is attached to the report that is submitted to Accounts Payable. Please do not send cash
or checks to Accounts Payable.
July 1, 1999 Page 10 of 12
APPENDIX B
THE MILEAGE REIMBURSEMENT RATE FOR 1999 IS THIRTY-ONE CENTS ($.31) PER MILE.
THE MILEAGE REIMBURSEMENT RATE WILL BE UPDATED TO REMAIN CONSISTENT
WITH THE INTERNAL REVENUE SERVICE REIMBURSEMENT RATE.
OFFICIAL MILEAGE GUIDE
This is a list of cities and the official mileage from Baytown to that city. This is the mileage that must
be used when you use your personal automobile to travel to other cities on City business. If the city to
which you are traveling is not on the list, contact the Finance Department to get the official mileage.
Official mileage is available for all major cities in the nation.
CITY MILEAGE CITY MILEAGE
Abilene 373 Marshall 221
Amarillo 619 New Braunfels 200
Austin 187 Odessa 519
Beaumont 64 Orange 86
Brownsville 376 Plano 278
College Station 117 Port Arthur 68
Corpus Christi 225 San Angelo 387
Dallas 261 San Antonio 222
Denton 299 South Padre Island 390
El Paso 755 Temple 192
Fort Worth 282 Texarkana 290
Galveston 42 Tyler 209
Huntsville 92 Waco 205
Laredo 336 Wichita Falls 395
Longview 212 Baton Rouge, La. 243
Lubbock 535 New Orleans, La. 320
MEALS
THE MEAL REIMBURSEMENT RATE Meal expenses will be reimbursed based upon a daily
allowance of $34.00 per day, including tips, depending on when the trip started and ended. The
following table details the maximum reimbursements allowed based on when the trip starts and ends.
Receipts are not required for the daily per diem allowance.
Meal Travel Start/End Times Allowance
Breakfast Begins before 6 a.m. and extends beyond 8 a.m. $ 7.00
Lunch Before 12 noon to after 2 p.m. 9.00
Dinner Before 6 p.m. to after 8 p.m. 18.00
Total allowance per day $ 34.00
In the event, a traveler's expenses are above the $34.00 per day allowance, all receipts for the day must
be submitted and cannot exceed the per diem rates established by the Internal Revenue Service
publication 1542 using the high-low rates. Any reimbursement for meals in excess of the daily
allowance is at the discretion of the department head and in no event will exceed the Internal Revenue
July 1, 1999 Page I of 12
Service Publication rate for the specific city. If the specific city is not listed in the Internal Revenue
Service Publication 1572, then the per day allowance will be used.
Meals included as part of the registration fee will not be reimbursed. Copies of agendas from the event
attended should be included with the expense report. Tips are included in the meal allowance.
July 1, 1999 Page 12 of 12
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EMPLOYEE TRAVEL EXPENSE REPORT NO.
PERIOD COVERED
DEPARTMENT ACCOUNT#
NAME SOC.SEC.#
REASON FOR EXPENDITURE DESTINATION
SECTION(A),Expense-`gi „• ...-..
SUN. MON. TUES. WED. THURS`# FRI. SAT.
Calendar Date
Hour of Departure and Hour of Return
ITEM TOTALS
1 Transportation
TO Auto-Fuel 0.00
(b) Mileage X Rate(Detail Section C) 0.00
(c) Taxi,Limo,Auto Rental 0.00
(d) Other Auto(Detail Section D) - 0.00
(e) Air Travel(Detail Section B) 0.00
2 Hotel(Attach Receipt) 0.00
J Meals 0.00
a Telephone 0.00
5 IParking i 0.00
b Registration Fees 0.00
7 Miscellaneous(Detail Section D) 0.00
0.0I
DAILYTOTALS 400 ��0�0�0 0.00 1 0.00 0.00 0.00 0.00 0.00
SECTION"(B) Items Prepaid byor Charged to Cily ?F4Y:tigY'a«`?. '« y+Ja9r."F+ti�.-nar+'Kos"a•"het.�»+:-'•aercG'!C.':SH4'!'K!9t.�'•raT•'.^+SS.`• !�^2!a"!'
City
Credit Direct
ITEM Card Bill Prepaid Other TOTALS
Air Travel 0.00
Registration,Seminars.etc.•see note 0.00
Travel Advance(include under Prepaid) 0.00
Hotel 0.00
Other. 0.IX)
0.00
TOTALS 0.00 0.00 0.00 0.00 1 0.00 0.00 0.00 0.00
SECTION(Q Mlleage(Reimbuned@0-3l permile)aApaX "�2s::
DATE TOTALS
Item From 0
I.(b) To 0
To 0
To 0
TOTALS 0 0 0 0 0 0 0 0
SECTION(D) o•+.^ e•z+rG+. :^"`+.='^':rf^,'+Y=.WrXr>•,+YGY.a:`"":Y_:"--'^;- rs?°�..:+v+'K�.:rs';*'.:r v.�4Ca 'MK?0^!`.•sd
DATE TOTALS
Reason: 0.00
ODO
0.00
0.00
TOTAL AMOUNT 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
TOTAL SECTIONA O.DO
m I hereby certify or affir that above expenses were actually incurred by me as necessary traveling upcnscs in the LESS SECTIO,Y 0 0.00
perfomunce of my official duties:any meals or lodging included in a conference or convention agistrawn fee DUE EMMOYEE 000
have been deducted from this travel claim:and that this claim is true and cemect in every material nutter and same DUE CITY 000
conforms in every respect with the City Travcl Policy.
TRAVELER:
1 hereby certify or affirm that to the best of my knowledge We above travel was on official business
of the City of Baytown and was performed for the purpose(s)stated above:
• •race'ounrr,vcm:rnersufnrusr:mvcy•••
APPROVED:
CHECKED BY:
DATE: CONTROLLER.
DATE CI MCKED:
NOTES COMMENTS