Sacramento Public Library Authority

Transcription

1 January 26, 2017 Agenda Item 13.0: Travel Policy and Procedures Update TO: FROM: RE: Sacramento Public Library Authority Board Johnny Ea, Finance Manager Travel Policy and Procedures Update RECOMMENDED ACTION(S): Adopt Resolution 17-02, approving the updated Travel Policy and Procedures for the reimbursement of allowable travel expenses incurred by employees while attending conferences, continuing education, training and other business meetings for the Sacramento Public Library Authority. REASON FOR RECOMMENDATION The Authority Board last reviewed the Library s Travel Policy and Procedures on September 25, Since then, the Library s business practice continues to evolve, with changes in technology and the United States General Services Administration (GSA) guidelines, as well as compliance with Internal Revenue Services (IRS) requirements. Changes to this updated policy include: Added Section II.5.D, Alternative Forms of Transportation This section incorporates into the Travel Policy and Procedures the use of alternative forms of transportation such as rideshare services to accommodate employees modern lifestyle choices with the various forms of transportation. The Library will continue to reimburse employees based on the most economical forms of transportation for business travels. A few minor format changes. Because the related travel voucher forms are still applicable, no changes were needed as part of this policy update. ATTACHMENT(S): Resolution 17-02, approving the updated Travel Policy and Procedures for the reimbursement of allowable travel expenses incurred by employees while attending conferences, continuing education, training and other business meetings for the Sacramento Public Library Authority.

2 RESOLUTION NO Adopted by the Governing Board of the Sacramento Public Library Authority on the date of: January 26, 2017 APPROVING THE UPDATED TRAVEL POLICY AND PROCEDURES FOR THE SACRAMENTO PUBLIC LIBRARY AUTHORITY NOW THEREFORE BE IT RESOLVED BY THE GOVERNING BOARD OF THE SACRAMENTO PUBLIC LIBRARY AUTHORITY AS FOLLOWS: 1. The updated Travel Policy and Procedures document, attached hereto as Exhibit A, is approved. 2. The Library Director is authorized to take the necessary actions to implement the policy changes as noted herein. Rick Jennings II, Chair Don Nottoli, Vice Chair ATTEST: Rivkah K. Sass, Secretary By: Linda J. Beymer, Assistant Secretary ATTACHMENT(S): Exhibit A: Updated Travel Policy and Procedures

3 Sacramento Public Library Policies and Procedures Policy No: 720 Title: Travel Policy and Procedures Department: Finance Issue Date: 10/23/08 Revision Date: 01/26/17 Board Approval Date: I. PURPOSE The Travel Policy and Procedures is an administrative policy that establishes the policies for the reimbursement of allowable travel expenses incurred by employees while attending conferences, continuing education, training and meetings. As public employees, one of the responsibilities is to be fiscally responsible by traveling as economically as possible. II. POLICY/GUIDELINES 1. Attendance Attendance at conferences, continuing education, training or meetings is based on workrelated need, geographic work location, department, and/or classification level. Each event is considered on its own merit, taking into account budget, need, benefit and work limitations. 2. Authorization Conferences, continuing education or training require supervisor/manager approval as directed on the Training/Conference Instructions on 3. Compensation Employees will be compensated for their time based on their Fair Labor Standards Act (FLSA) status and their regular work schedule, as described below in Payment of Wages Relating to Event Attendance. Time spent at lodging, receptions or special activities is not compensable. Travel time will be compensable as described below in Payment of Wages Relating to Travel Time. 4. Maximum Allowance For conferences where attendance is not considered required, the Director/Deputy Director may establish a maximum allowance in lieu of reimbursement of actual expenses. If an employee is required by the Library to attend a conference, he or she will be reimbursed for all necessary and reasonable expenses approved in advance of the event. For required attendance, the Library uses the U.S. Government General Services Administration (GSA) guidelines: 5. Transportation A. Travel by Private Vehicle All private-vehicle travel will be reimbursed at the current GSA standard mileage rate for business miles driven as shown on the SPL@ intranet > Forms > Training & Travel Forms.

4 Department Director or Manager approval is required when the traveler uses a private vehicle. The Facilities D e p a r t m e n t shall maintain a chart of common distances [Form FAC 610-1, One Way Mileage Matrix, All Library Locations (based upon MapQuest distances)] for mileage purposes on SPL@. If a destination is not on the chart, the traveler shall claim mileage based upon the distance determined by MapQuest or Google Map and a printout of the MapQuest or Google Maps distance shall be attached to the travel voucher. Business mileage does not include the normal commute to and from work. When the employee s business travel originates from his or her residence, the normal commute is subtracted from the total miles associated with the trip. Under IRS Regulations (b)(5), costs of commuting to the place of business or employment are personal expenses. Example: Tom s normal daily work commute to Central is a 54-mile round trip from his residence in Rocklin. Once a month, Tom drives directly from his residence to the Elk Grove branch in the morning to attend a business meeting and then returns to Central. Tom drives back to his residence at the end of his shift. Tom drove a total of miles on that day. Total Miles Driven Less: Normal Work Commute Reimbursable Miles miles (54.00) miles miles Note: Please see MapQuest example attached to Form B. The Authority will reimburse for private-vehicle mileage for employees receiving a monthly automobile allowance for travel greater than fifty (50) miles outside the County of Sacramento. C. When a private vehicle is used as the means of transportation to a long-distance or outof-state meeting or conference rather than air or train travel, reimbursement will be in an amount not to exceed the coach or discounted airfare, whichever is lowest. D. Alternative Forms of Transportation Employees who choose to use alternative forms of transportation, such as rideshare services, for local travels will be reimbursed for business miles similar to using a private vehicle as described in Section II.5.A above. Please use the mileage matrix, etc. and calculate the reimbursable miles as if the employee drove. The employee must also attach the rideshare receipt to the reimbursement requests. The Library s practice is to reimburse based on the most economical forms of transportation, whichever is lowest.

5 6. Reimbursement Reimbursement will be made for necessary and reasonable expenditures incurred while on official Library business in accordance with the rules established by this policy or based on a travel allocation determined in advance. A. Allowable Expenses The Library will reimburse attendees for all necessary and reasonable expenses. Reimbursable expenses include transportation, lodging, meals and registration fees. Refer to the Definitions section for more explanation. B. Non-allowable Expenses The following expenses will not be paid by the Library. The list is not inclusive and there may be additional items that are not allowed: Alcoholic beverages Baby-sitting fees Cost associated with damage caused by attendee s actions Expenses of a spouse or other unauthorized person to receive reimbursement Fines, traffic tickets, parking tickets or similar levies Hotel upgrades In-room Internet access charges unless approved for Library business Personal-care expenses Personal entertainment (videos, in-room movies, side trips, green fees, etc.) Personal telephone calls or service charges for personal calls Personal toiletries Textbooks, unless specifically approved by a supervisor Theft, loss or damage to personal property Trip insurance Valet or laundry service C. Same Day Travel Trips of less than 25 miles one-way from the Sacramento area are considered local travel and do not qualify for an overnight stay. 7. Responsibility Attendees are responsible for becoming knowledgeable about travel policies and procedures prior to arranging travel plans. Employees must hold membership in the organization sponsoring the professional conference (e.g., CLA, ALA) or will be responsible for payment of any difference in registration fee. Only those expenditures directly related to official Library business will be reimbursed. Finance Department employees are available to provide training for individuals or groups on the travel policies and procedures.

6 8. Policy Enforcement The Finance Department has the responsibility to administer the rules and procedures established in this policy. The Library Director or Deputy Director may make written exceptions to this policy. 9. Payment of Wages Relating to Travel Time and Attendance at Approved Events A. Exempt Employees a. Exempt employees receive their normal salaries for the business day during which they attend approved events. b. If an exempt employee is traveling by airplane to an event during her or his normal work schedule, up to one travel day prior to the event may be taken as paid for a regular workday. Any additional time between the day of travel and the official commencement of the event shall be taken as leave (e.g., personal time off or management leave). c. Up to one return travel day will be paid as above. B. Non-Exempt Employees a. Non-Exempt employees will be paid for travel time at their normal rate of compensation, or overtime rate if applicable, when attendance at the event is required by the Library and the hours spent in travel status are considered work-time under FLSA. b. Travel time IS considered work-time when: i. Same Day Travel For same-day travel to and from the event, regardless of the time of day or day of the week, all travel time is considered work-time for all employees, excluding meal periods and the employee s normal home-to-work and work-to-home commute time. Employees will be compensated at their overtime rate if the hours worked exceed 8 hours that day or 40 hours that week. ii. Overnight Travel For overnight travel to attend an event, travel occurs during normal working hours. This includes travel on what would otherwise be a day off, if travel occurs between the start and end of the employee s normal workday.

7 Employees will be compensated at their overtime rate if the hours worked exceed 8 hours that day or 40 hours that week. c. Travel time is NOT considered work-time when: Traveling to and from home and the assigned worksite (normal work commute). This includes the commute time to a permanent or temporary assigned work location. If an employee is assigned to multiple locations (e.g. works 2 days at Central and 3 days at Elk Grove), the drive to and from home and each location is considered commute time and not worktime. Returning to the assigned work location during off-duty hours (e.g. coming back to the library for an evening meeting; called back at night because of a computer problem). Traveling to and from home and a designated meeting spot, local airport, bus depot or train station. Time an employee may choose to arrive early or linger at an event site before or after the event has ended. III. IV. Public Records Requirement All documents related to reimbursable Authority travel expenditures are public records and may be subject to disclosure under the California Public Records Act (Government Code ). DEFINITIONS Advance Travel Fund: Funds available to an employee prior to their travel to cover anticipated expenses. These funds are intended for meals, lodging and local transportation as appropriate. Use a check request form (715-1a) to request a travel advance. Allowable Travel Expenses: Expenses for lodging, transportation, meals, registration fees and tuition while conducting official Sacramento Public Library (SPL) business Attendee: SPL employees authorized to travel for Official SPL Business, or to attend an approved event on behalf of the Library Authorized Purchaser: Employees who have authority to make purchasing decisions and create purchasing requests relating to travel Lodging: Actual cost of a single room, preferably at a negotiated government rate or lower. The Authority will not reimburse the traveler for luxury upgrades (e.g., ocean views, king-size beds, suites, etc.)

8 Maximum Allowance: The maximum dollar amount the Library will pay to an attendee for a conference or training that is not considered required Meals: Meals will be reimbursed when travel extends for a minimum of six (6) hours except when specifically approved otherwise by the Director or authorized designee. Reimbursement shall be at the current per diem rate [per specific Meals and Incidental Expenses (M&IE) breakdown] established by the U.S. Government General Services Administration (GSA). Official SPL Business (Event): Conferences, continuing education courses, training or meetings approved for participation by a department head Registration fees: Fees associated with attendance at a meeting, conference or other event Travel Days: An identified day used for significant travel on or prior to the official commencement day of the event, and on or after the day when participation in the event ends. Typical significant travel includes air travel, driving and other transportation of significant distance. Tuition: The price of instructional courses or classes V. RELATED PROCEDURES A. Training Request and Approval Instructions (on SPL@) Provides instructions on how to request and book the various types of travel/conferences VI. RELATED POLICIES Accounts Payable Policy and Procedures VII. RELATED FORMS Check Request Form (715-1a) Travel Voucher Same Day Form (720-6) Travel Voucher Overnight Form (720-7)