CITY PROCEDURE. SUBJECT: Travel Policy & Out-of-Town Travel Procedures

Transcription

1 CITY PROCEDURE SUBJECT: Travel Policy & Out-of-Town Travel Procedures No. F-13.0 Effective: March 24, 1989 Revised: August 1, 2001 Revised: June Revised: October 14, 2013 Approved: {!_~o, p fa Constance P. Sanchez Director of Financial Services Date: 10-Jq-1 3 PURPOSE: The City of Corpus Christi (the "City'') recognizes the need for travel in carrying out City business and for development and training of the City's workforce. Operating procedures for travel reimbursement are provided to ensure reasonable cost constraints are applied to all expenditures incurred in directly related business travel. SCOPE: This Policy applies to all City employees, including City Council members, City Board members, and Police and Fire personnel who travel on City business, except where collective bargaining agreements take precedence over this policy. City temporary employees and individuals hired through third party temporary employee services do not qualify for reimbursement under this policy unless specifically authorized by the City Manager or designee. Reimbursement for individuals that have contracts with the City must comply with Section 5 of this policy unless otherwise noted in their contract. This Policy supersedes City Policy G-13.0 Travel Policy & Out of Town Travel Procedures. POLICY: The City of Corpus Christi (the "City'') recognizes the need for travel in carrying out City business and for development and training of the City's workforce. Operating procedures for travel reimbursement are provided to ensure reasonable cost constraints are applied to all expenditures incurred in directly related business travel. Page 1of9

2 This policy applies to all City employees, including City Council members, City Board members, and Police and Fire personnel who travel on City business, except where collective bargaining agreements take precedence over this policy. City temporary employees and individuals hired through third party temporary employee services do not qualify for reimbursement under this policy unless specifically authorized by the City Manager or designee. Reimbursement for individuals that have contracts with the City must comply with this policy unless otherwise noted in their contract. City of Corpus Christi travelers who travel on the behalf of the City are expected to spend funds prudently and plan appropriately so costs do not exceed budgets. Directly related business travel expenses will be paid by the City when expenses are reasonable, appropriately documented and within the procedures outlined below. Any costs paid on behalf of traveler by an outside entity should not be included in the travel report. Staff is encouraged to attend conferences related to their professional development. The number of conferences a traveler can attend will be determined by the Department Director or designee based on, among other things, budget constraints. It is the responsibility of the traveler and his/her Department Director or designee to ensure that the training opportunities are the most relevant and practical available. PROCEDURE: I. Traveler Responsibilities A. Provide Contact information All individuals traveling on City business will provide their supervisors with all information whereby they may be contacted. This includes facility and organization name, location, and phone numbers. B. Accuracy in Reporting Travelers are responsible for accurately reporting and properly substantiating all expenses for reimbursement. Failure to provide accurate and complete expenditure information may be considered falsification of a City document and may result in disciplinary action up to and including termination. C. Trip Cancellation The traveler shall promptly notify their respective supervisor and the Financial Services Department when travel plans are cancelled, and charges have already been incurred. If the trip is cancelled due to a conflict with City business, the City will be responsible for any fees that result from the cancellation. If the trip is cancelled for personal reasons, the traveler shall reimburse the City for any fees charged as a result of the cancellation. Any charges made on the traveler's personal credit card will be the responsibility of the traveler if the trip is cancelled for personal reasons. At the discretion of the Department Director or designee, the City may reimburse traveler for costs Page 2of9

3 II. incurred if he/she determines that the traveler had no choice butto cancel due to extraordinary circumstances. To seek reimbursement underthis clause, the Department Director or designee must submit an explanatory memo to Financial Services to be included with the travel report. Reimbursement of Directly Related Business Expenses A. Transportation - Generally The City will reimburse travelers for the cost deemed by the traveler and Department Director or designee to be the most reasonable and economical mode of transportation to reach a designated location. Emergency or urgent travel for City business may be reimbursed at a rate that may not be the least expensive rate in the event that travel is immediately required. Likewise, a traveler, in order to operate in the overall best interest in the City organization, may not be able to select the most economical business travel. In an instance such as this, the travel can be justified upon approval of the appropriate Department Director, Assistant City Manager, or City Manager. B. Mileage Reimbursement - Generally 1. A traveler who uses his/her personal vehicle for out-of-town business travel will be eligible for mileage as designated by the Financial Services Department. 2. For a City traveler to receive mileage reimbursement in the operation of his/her personal vehicle for out-of-town business travel, the traveler must meet the following criteria: a. Have a valid Texas Driver's License for the class of vehicle driven; b. Maintain a City Driver's Authorization Card (obtained through Risk Management); c. Maintain current proof of minimum liability insurance coverage as required by the State of Texas; and d. Maintain the vehicle in compliance with applicable state laws, including a current Texas Vehicle Safety Inspection Sticker and a valid Vehicle License Registration Sticker. 3. City travelers who are eligible for mileage reimbursement cannot use City-owned gasoline, oil or City-provided maintenance services for privately-owned vehicles used for City business. 4. Eligible travelers are responsible for accurately reporting mileage for reimbursement. Failure to provide accurate and complete information will be considered falsification of a City document and may result in disciplinary action up to and including termination. C. Transportation: Out-of-Town Page 3of9

4 For travelers who use their privately-owned vehicles for out-of-town travel, mileage reimbursement must be pre-approved by the Department Director or designee and should be the most reasonable and economical method of travel. If more than one traveler is attending the same function, carpooling is encouraged. In some instances, the use of a traveler's privately-owned vehicle may not be the most reasonable and economic method. However, this might be necessary for the traveler to operate in the overall best interest of the City organization. Details for mileage reimbursement are listed in section 2.8. above. 1. Rental Cars - In the event that a City traveler must utilize a rental car for business travel, a small to mid-size car should be requested at the most economical rate to the City. Additionally, the City traveler should purchase the maximum additional insurance on the rental car. Three (3) or more travelers who travel to the same meeting or conference may rent a full-sized vehicle. Special purpose vehicles, such as vans or pick-up trucks, may be rented with prior approval and justification by the traveler's Department Director or designee. For a City traveler to drive a rental car for City business, the traveler must have a valid Texas Driver's License for that class of vehicle driven. 2. Airline Tickets - The lowest priced domestic coach dass airfare at time of booking as determined by traveler and Department Director or designee will be paid for by the City. Reservations should be made as early as possible in order to minimize cost to the City. Luggage fees are reimbursable, but upgrades and preferred seating charges are not unless due to extraordinary circumstances and subsequently approved by the Department Director or designee. Dues for airport or airline frequent flyer programs are not reimbursable. Frequent flyer miles programs should not influence your selection of an airline. 3. If a traveler cancels an airline reservation for a City trip that was charged on a City procurement card or reimbursed to traveler, and a voucher/credit is issued to the traveler, it is up to the Department Director or designee to utilize the voucher within the allocation period. D. Expenses for Overnight Travel for Meals and Hotel 1. Expenses for meals and all tips involving overnight travel will be paid on a per diem basis based on meal charges recommended by the federal per diem rate. Destination cites that are not listed will be reimbursed at the standard continental United States (CONUS) per diem rate. The rates can be accessed at or by calling the Financial Services Department. Page 4 of 9

5 2. When a traveler travels only part of the day, the federal per diem rate may not be claimed for the entire day. The following times should be considered when requesting meal reimbursement for partial days: Departure Time Before 8am By 12pm By5pm Returning Time Before 12 pm 12pm- 5pm after 5pm Breakfast Lunch Dinner 3. Where meals are provided and included in the conference/training registration fees, advances or reimbursements (per diem) should not be requested for those meals. Conference itinerary should be attached to the travel advance request to substantiate amounts requested. If traveler elects to forego provided meals, a receipt will be required for reimbursement. 4. Utilization of government or conference discount rates is recommended when making hotel reservations. 5. Travelers are allowed brief daily personal telephone calls to check on the safety and welfare of their families. Travelers are expected to use good judgment in minimizing such cost to the City. City cellular phones should be used when possible, as all calls within the United States are considered local calls. 6. If a traveler incurs costs for Internet connections and/or other business related costs while on City business, City will reimburse with receipts. 7. When traveling by vehicle, reimbursement will be made for self-parking only. If valet parking is selected, however, then the City will reimburse the traveler for the cost for self-parking only. The difference in cost between valet parking and self-parking will be the responsibility of the traveler. E. Guidelines for City Traveler's Spouse or Guest Who Accompanies Him/Her on Out-of-Town Travel 1. Travel expenses for a traveler's spouse or guest are not reimbursable unless the traveler has an official function, such as helping to host a conference or meeting, or unless the expenses are approved by the City Manager. 2. Spouses or guests may accompany traveler. The City Manager, or designee, must approve a spouse's or guest's travel in a City vehicle. Page 5of9

6 F. Airport Parking If a traveler parks at the Corpus Christi International Airport parking lot while traveling on City business, he/she may complete a parking authorization form to authorize free parking. The form may be accessed in the "Forms" folder on the City's Shared network drive. The form must be signed by the Department Director. G. Non Allowable Expenses The cost of alcoholic beverages, laundry/dry cleaning, in-room movies, tours, personal entertainment, limousines, expenses related to a personally owned vehicle, parking and traffic violations, lost baggage, and spouse or other family expenses are specifically excluded from reimbursement except when approved by the City Manager as "extraordinary expenses". Ill. Travel Report Procedures A. Initial Travel Report - 1. Travel report forms (Standard Form 33) may be obtained from the City's travel software module {"Travel Module"). This form contains a description of basic expenses eligible for reimbursement. 2. The Department Director or designee must assure that funds are available before approving a_ny travel request. 3. An initial Travel Report must be filled out completely through the Travel Module to request a travel advance and must have the proper authorization. Conference/training brochure should be attached to the initial travel report_as well as a report showing that funds are available from the applicable fund, org, and account. 4. The form will be forwarded through the Travel Module to the Travel Section of the Financial Services Department at least three (3) working days prior to departure (ten (10) calendar days prior if requesting payment by check). In the case of unplanned travel, contact the Travel Section of the Financial Services Department for notification. 5. In order to receive a travel advance, the travel advance form with supporting documentation should be filled out and sent to the Travel Section of the Financial Services Department. Advances will not be dispersed until the form has been properly reviewed by the Travel Section of the Financial Services Department. Allow no less than three (3) hours processing time. Use one form per traveler. Page 6of9

7 6. Bring original documents to the Travel Section at the time of funds disbursement. a. If a cash advance is requested, the cash advances should be obtained from Central Cashiering following confirmation by the Travel Section of Financial Services. The audited Travel Report will be required for disbursement of cash. a. If a check is requested for the travel advance, note this on Line 6 of the Travel Report. The check should be picked up by the traveler or designee in Cash Management on the Friday before departure. 7. Advances will not be disbursed to a traveler who has past due outstanding travel reports and/or who owes travel money to the City from a previous trip. B. Final Travel Report 1. The final Travel Report must be filed with the Travel Section of the Financial Services Department within seven (7) days after the traveler returns. Additional travel advances Will be denied to travelers who fail to properly file these reports after 21 calendar days from date of return. 2. If a traveler fails to properly file a report after 21 calendar days, a memo or will be sent to both the traveler and the Department Director or designee notifying them of the past due travel report. The assumption will be made that the trip was not taken, and the entire advance will be recouped through payroll deduction on the next payroll date unless a response and a completed report is received immediately. 3. The final Travel Report must document all cost incurred for the trip (including transportation, lodging, registration, etc.). For costs incurred on a City procurement card, a copy of the credit card statement and receipt serves as proper documentation. 4. Receipts are required to substantiate all disbursements except for meal per diem made by the traveler. When any expense is paid by a traveler's personal credit card, a copy of the credit card statement along with the original receipt will be required for reimbursement. 5. Any amount paid by a City procurement card is considered advanced by the City and should not be considered reimbursable to the traveler. Page 7of9

8 6. After the final Travel Report has been audited, any monies owed to the City must be paid within 10 calendar days. The traveler shall return the unused funds to Central Cashiering, along with the final Travel Report, for credit to the proper account. Any monies not paid after 10 calendar days will be payroll deducted from the traveler' paycheck on the next payroll date. 7. If any monies are owed to the traveler, then they will be paid through Central Cashiering or via an accounts payable check within 10 calendar days of the final audit. Only the traveler or authorized designee will be allowed to collect the monies owed from Central Cashiering. IV. Out-of State Travel In keeping with this policy, out-of-state travel should only be considered if it is the most relevant, reasonable and economical choice available. For any out-of-state conference or training opportunity selected where three or more travelers from the same department are participating, travelers must substantiate by memo the relevance and necessity of the out-of-state travel. The memo should indicate the estimated total cost of the travel and justify the necessity of sending multiple participants and whether or not the same or similar programs are offered in Texas. Any supporting documentation should be attached and forwarded to the appropriate Assistant City Manager or the City Manager for approval. The approved memo must be attached to the initial travel report. V. Recruiting/Contractor Expenses A. Recruitment Travel In most instances, applicants for City employment are responsible for interviewing and/or relocation expenses. Applicants may be reimbursed for certain direct, out-of-pocket interviewing/relocation expenses upon approval of the City Manager or designee. 1. The same receipts/documentation that would be required for reimbursement of traveler expense will be required for recruiting reimbursement; with the exception of meals where receipts are required. B. Contractor Travel In some cases the City will contract with outside contractors to perform certain duties on behalf of the City. Contractors are not eligible for travel advances. The City will reimburse the contractors for travel expenses based on the following: Page 8of9

9 a. Transportation and lodging will be reimbursed based on the procedures of Section II of this policy. Reimbursement for meals will require receipts. b. The same receipts/documentation that would be required for reimbursement of employee travel will be required for contractors. VI. c. The department for which the contractor worked will send to the Travel Section in Financial Services, a memo requesting reimbursement along with the appropriate documentation. IRS Regulations Notwithstanding the City's administrative procedures for travel advances, IRS regulations may result in the City having to classify travel advances as ordinary income to the traveler, and will be included on the W-2, if: 1. The expenses were not incurred for valid business purposes; and 2. The traveler did not adequately account for these expenses and return any excess allowance within 21 calendar days from return of the trip. To meet the "reasonable period of time" test, expenses must be incurred within 30 days of the receipt of a cash advance, and the traveler must adequately account for their expenses within 21 calendar days from return of the trip and return any excess advance within 30 calendar days from return of the trip. EXCEPTIONS TO THIS POLICY: Exceptions to this policy may be made by the City Manager at his sole discretion. CONSEQUENCES FOR VIOLATION OF THIS POLICY: Failure to follow this policy may result in disciplinary action up to and including termination. QUESTIONS REGARDING THIS POLICY: Questions regarding this procedure should be directed to the Director of Financial Services at Page 9of9