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CC Resolution No. 1846 24 RESOLUTION NO. 1846 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS, ADOPTING A TRAVEL POLICY; CONTAINING A REPEALING CLAUSE; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 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 adopts a Travel Policy, which policy is attached hereto as Exhibit "A" and incorporated herein for all intents and purposes. The policy supersedes and controls overall other travel authorization and expense policy, which were in effect prior to the passage of this resolution, including,but not limited to,Resolution No. 1392. Section 2: All resolutions or parts of resolutions inconsistent with the terms of this resolution are hereby repealed; provided, however, that such repeal shall be only to the extent of such inconsistency and in all other respects this resolution shall be cumulative of other resolutions regulating and governing the subject matter covered by this resolution. Section 3: This resolution shall take effect immediately from and after its passage by the City Council of the City of Baytown. RODUCED,READ and PASSED,by the affirmative vote of t1 City Council of the City fa6p .s the 12th day of April, 2007. f .. ., T� 4 S PfPHEN H. DONCARLOS,Mayor City Clerk APPROVED AS TO FORM: ACIO RAMIREZ, SR., it Attorney R\KarenAFilesVCity Counci1AReso1utions\2007AApo1 12\TravelPolicy.doc ADMINISTRATIVE REGULATIONS TRAVEL AUTHORIZATION AND EXPENSE POLICY GUIDE PAGE 1. Summary of Changes 2 2. Purpose of the Regulation 3 3. Travel Authorization 3 4. Advance Payments 3 5. Expenses Approved for Reimbursement A. Transportation 4 B. Lodging 5 C. Meals 5 D. Telephone 5 E. Registration Fees 5 F. Lodging, Meals & Travel Time When Traveling by Personal Automobile 5 G. Other Methods of Reimbursement 6 H. Incidental Expenses 6 I. Non-Allowable Expenses 6 J. Spouse/Family Travel 6 6. Travel Expense Report 6 7. Reimbursement 6 8. Settlement of Advance Payments 7 9. Effective Date 7 BXlW A April 3, 2007 Page 1 of 7 SUMMARY OF CHANGES TO TRAVEL POLICY CHANGES EFFECTIVE APRIL 12, 2007 Approval by "one of the Assistant City Managers" has been changed to "Deputy City Manager or Assistant City Manager." Where conferences, seminars or meeting are offered at different locations and the content of such conferences, seminars or meeting is essentially the same at each location, officials and employees are expected to attend the conference, seminar or meeting that is closest to Baytown and may not attend more than one such conference, seminar or meeting has been added. The Mayor or City Manager may grant exceptions for special circumstances. Using a travel agency to book airfare has been eliminated. Galveston County has been added as a destination for which persons receiving a car allowance will not be reimbursed mileage for travel to be consistent with the Car Allowance Policy The IRS Meal and Incidental Expenses (M&IE) rates for cities as determined by the U.S. General Services Agency and accepted by the Internal Revenue Service has been added and replaces the previous per diem rates. One telephone call home per day not to exceed 20 minutes in length per day on overnight stays has been added. Any travel expense owed the City must be paid within one week after returning from the conference, seminar or meeting has been added. Added Council Members and City officials (elected official or board, committee or commission member) to travel policy. Travel authorization for elected officials must be approved by the Mayor first and then by the City Manager. Travel authorization for board, committee or commission members must be approved by the City Manager. Made miscellaneous changes for clarification and readability. April 3, 2007 Page 2 of 7 ADMINISTRATIVE REGULATIONS TRAVEL AUTHORIZATION AND EXPENSE POLICY 1. Purpose of the Regulation The purpose of this regulation is to establish the policy and procedures for travel on City business. This document establishes uniform policies to govern expense allowances to be granted City employees and City officials (elected officials or persons who serve on a board, committee or commission) who travel on City business. 2. Travel Authorization All employee out-of-the-City travel which requires overnight stay at the expense of the City shall be made only on authorization of the department head, with approval of the City Manager, Deputy City Manager or Assistant City Manager (City Management). Before making a trip, the employee must submit a "Travel Authorization Request' form on which must be stated: the nature of the trip, destination, and dates of the beginning and end of official leave and detail estimates of the cost. Same day travel requires only the approval of the department head. Travel authorization for members of the City Council must be approved by the Mayor first and then by the City Manager. Travel authorization for board, committee or commission members must be approved by the City Manager. Where conferences, seminars or meeting are offered at different locations and the content of such conferences, seminars or meeting is essentially the same at each location, officials and employees are expected to attend the conference, seminar or meeting that is closest to Baytown and may not attend more than one such conference, seminar or meeting. The Mayor or City Manager may grant exceptions for special circumstances. 3. Advance Payments Employees or officials may request advance payment on estimated expenses to the Finance Department for expected travel on City business. Upon review, City Management may authorize advance payment of the estimated amount to the employee or official. When advance payments for travel expenses are made, the reimbursement procedure, as stated in Section 6, must 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 April 3, 2007 Page 3 of 7 intended as a guide and is not necessarily all-inclusive. Discretion remains with City Management in approving travel expenses to provide for unusual circumstances or to decide if an expense is justified. 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. 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. A "Travel Authorization Request" should be completed and sent to Accounts Payable before tickets are ordered. If the employee or official 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. Mileage shall be determined from the employee's worksite to the destination. City Councilmembers and board, commission or committee members shall use Baytown City Hall as the initial starting point to their destination. When personal automobiles are approved for the convenience of the City, reimbursement will be at the rate allowed by the Internal Revenue Service (www.IRS.gov) using the State of Texas' official "Texas Mileage Guide" (http://www.window.state.tx.us/comptrol/texastra.html) to determine mileage between cities. If no mileage can be obtained from the Texas Mileage Guide, then mileage using Mapquest (www.mat)quest.com) will be used. Official travel while in a destination city is reimburseable. The mileage reimbursement will be allowed between Baytown and either Houston airport for employees (except employees receiving a monthly automobile allowance) or officials using personal automobiles to reach the airport. Parking fees will also be allowed (the employee or official must attach a receipt to their travel expense report) if the employee or official must park their car during the travel period. When personal automobiles are approved for the convenience of the employee, total allowance shall not exceed the cost of the least expensive air fare. If an air fare is not available, the allowance shall be determined by 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. Repairs to personal vehicles will not be reimbursed by the City. Mileage reimbursement will not be authorized for personal automobiles traveling within the City or Harris, Galveston or Chambers County if the employee is receiving a monthly automobile allowance from the City. April 3, 2007 Page 4 of 7 Travel in City vehicles may be approved when circumstances warrant. When such travel is approved, purchase of gasoline, oil, other routine supplies and emergency repairs for the vehicle will be allowed but mileage reimbursement is not allowed. The notation "City Vehicle Used" must be written on the Expense Report. All receipts for such payments must be furnished to obtain reimbursements. 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. Lodging: Expenses will be allowed for reasonable lodging, using Internal Revenue Service publication 1542 to verify the reasonableness of the hotel reimbursement allowed. Hotel accommodations should be appropriate to the purpose of the trip. Detailed receipts for lodging must be attached to the travel expense report to obtain reimbursement. Other incidental expenses (Item h) incurred in addition to lodging costs are covered under Item (h). C. Meals: Meal expenses will be reimbursed based upon the Internal Revenue Service publication 1542 Meal and Incidental Expense (M&IE) rate for the destination city as amended from time to time (www.gsa.gov). The M&IE rate includes tips and incidental expenses as defined in section (h) below. The employee will be reimbursed 75% of the M&IE rate for first day of travel and last day of travel. Receipts are not required for the daily per diem allowance. Meals included as part of the registration fee will not be reimbursed where the cost of the meal is identified. Where a meal(s) is included in the registration fee but not separately identified, the M&IE rate will be reduced by 25% for any day for which one meal was included in the registration fee; the per diem rate will be reduced by 50% for any day in which two meals were included in the registration fee; and the per diem rate will be decreased by 75% for any day in which three meals were included in the registration fee. Copies of agendas from the event attended should be included with the expense report to verify if a meal was included in the registration fee. D. Telephone: Telephone calls will be allowed reimbursement for official calls and messages and one telephone call home not to exceed 20 minutes per day if overnight travel is required. E. Registration Fees: Fees charged for registration at any convention or meeting are allowed for reimbursement. A receipt or other 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 City Management has approved use of personal automobile for out-of-state travel for the convenience of the employee, the lodging, meals, and other expenses will be allowed on the same basis as if the employee traveled by air. For instance, if the employee or official took two days to travel to a conference site by personal automobile whereas it would have taken only three hours to fly to the conference site, the employee or official would only April 3, 2007 Page 5 of 7 receive 75% of the M&IE rate for the conference city as first day travel. The employee or official would not be reimbursed the M&IE rate or lodging for the second day of travel. G. Other Methods of Reimbursement: If the City is to be reimbursed for an employee's or official's travel expenses by another government or agency, the employee or official may use the travel policy from that government or agency for reimbursement of their travel expenses. A copy of the travel policy for that government or agency must be attached to the employee's or official'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 are not limited to fees and tips for services, such as baggage handlers.' I. Non-Allowable Expenses: Non-allowable expenses include, but are not limited to: in-hotel pay television and videos, health clubs, spas, alcoholic beverages, movie rentals, snacks, personal items (such as, but not limited to: toiletries, gifts, or medication) or dry cleaning and laundry unless the stay is in excess of five working days, in which case laundry, dry cleaning and pressing of clothing will be reimbursed if receipts are included on the travel expense report. . J. Spouse/Family Travel: When accompanied by a family member, an employee or official 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 or official 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 City Management. Estimated costs of spouse travel must be clearly identified on the Travel Request Form for approval by the City Management. 5. Travel Expense Report Any employee or official traveling on City business shall complete the "Travel Expense Report' in which a detail record of their 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 or official must sign and have their department head approve their "Travel Expense Report" and submit it to the Finance Department within five working days after their return to Baytown. No reimbursement will be made or travel account closed until the "Travel Expense Report" has been approved by the 1. I Chapter 300, Part 300-3, in the Federal Travel Regulation (LA .gsa.gov/ftr), under Per Diem Allowance, describes Incidental Expenses as: A. Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses and others on ships, and hotel servants in foreign countries. B.Transportation between places of lodging or business and places where meals are taken, if suitable meals cannot be obtained at the temporary duty site. C. Mailing cost associated with filing travel vouchers and payment of Government charge card billings. April 3, 2007 Page 6 of 7 department head and the Finance Department. Department heads will have their travel approved by the Assistant City Manager, the Deputy City Manager or the City Manager. 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 or official has drawn expense money in advance, a settlement must be made on the basis of actual expenses and the unused balance deposited with the Finance Department within one week after returning from the conference or meeting. If actual expenses exceed the estimate, upon approval of the Finance Department, the employee or official will be reimbursed by the City. Expenses not justified by the employee or official must be reimbursed to the City and can be deducted from the employee's payroll check. Reimbursement should be deposited with the central cashier and the receipt should be attached to the Travel Expense Report. 8. Effective date This policy becomes effective on the date approved by the City Council. April 3, 2007 Page 7 of 7