Administrative Regulation No. 024.A

Transcription

1 Administrative Regulation No. 024.A I. Purpose 1. The purpose of this Travel Policy is to set forth the City of Sarasota's uniform procedures and guidelines necessary to regulate the cost for travel, training and related business expenditures incurred by public officials, employees, and authorized persons in the performance of City business. 2. These rules, regulations, and policies shall apply to elected officials, charter officials, board members, employees (full and part time, contract and temporary, special category), volunteers, consultants, agencies, organizations, or any other authorized person representing the City in the performance of business. 3. This Travel Policy is intended to establish uniform maximum rates and limitations applicable to employees, officers and authorized persons, including consultants, for reimbursement of travel expenses to be paid by the City of Sarasota. 4. This Travel Policy has no impact upon City employees' wages or related compensation, e.g. overtime, comp-time, regular pay, etc. Rather, this Travel policy merely applies to reimbursement for out-of-pocket expenses related to training, travel and related business expenditures. II. Definition This Travel Policy is designed to cover reasonable employee expenses while traveling on City business and to promote the prudent use of public funds. This Travel Policy is designed to cover all travel. A few situations will require exceptions, due to their unusual nature. Any exceptions must be pursuant to prior written approval of the appropriate Charter Official unless there is an emergency. In such an emergency, an after-the-fact written explanation will be required from the traveler. Reimbursement will be contingent upon appropriate Charter Official approval of the explanation. Page 1 of 15

2 III. Procedure 1. The Purchasing Division of the Financial Administration Department: Shall serve as the City's travel processing department. Shall review and approve/disapprove the Travel Request and Reimbursement Form, Individual Travel and Expense Report and Day Travel Form in accordance with this Travel Policy after approval by the Department Director or Charter Official. Shall keep up-to-date changes in travel procedures and practices, and recommend changes to the Travel Policy as required. 2. Travel Authorization and Funding All travel dollars must be approved during the annual budget process. All travel anticipated by a department should be itemized in the budget. Once the fiscal year budget is adopted, Directors/Charter Officials shall have the authority to utilize their travel budget appropriation in a manner consistent with the approved budget. While individual travel is identified for budget justification, actual travel is to be taken without any major deviation from the approved budget. Budgeted travel consists of those trips which the expenses can be accommodated within the adopted appropriation for the particular department. For travel not budgeted, the department must first identify the appropriate funds and receive the appropriate Charter Official approval, in writing, before the Travel Request and Reimbursement Form, Individual Travel and Expense Report or Day Travel Form can be processed. During the budget process, travel will be considered if it meets the following: (1) Licensing requirements. (2) Position required certifications. (3) Operations training specific to the department. (4) Personal development specific to achieve advancement opportunities. (5) Professional development of employee. Page 2 of 15

3 (6) Necessary for participation as an officer in a national or state organization approved by the Charter Official. (7) Booking conferences for shows. (8) Other - approved hy the appropriate Charter Official. (d) For travel required to meet licensing or certification requirements, the department must first consider in-state classes. Out-of-state travel will he restricted and should he considered as a last option only if there is no in state course available to meet the criteria required. Directors will he responsible to ensure that this provision is adhered to with regard to licensing and certification requirements for their departments. (e) Regarding the compensation of employees on City-approved travel.. (1) Exempt and non-exempt employees will he compensated in accordance with the Fair Labor Standards Act (FLSA) and consistent with the City of Sarasota's Personnel Rules and Regulations. (f) Leave Request for travel must he documented in accordance with City of Sarasota Personnel Rules and Regulations. 3. Submission of the Travel Request and Reimbursement Request and the Individual Travel Request and Expense Report or Day Travel Form: Authorization The Travel Request and Reimbursement Request, as well as the Individual Travel Request and Expense Report Request will he required to he submitted for travel unless said travel complies with one of the following Exceptions: An Expenditure Voucher (EV) and/or Day Travel Request may he used if travel meets the following criteria: (1) One day travel that involves only meals and incidental expenses (Specifically, mileage, tolls, parking and per diem meal allowances). The employee incurring the expense will complete an Expenditure Voucher (EV) and Day Travel Request. This request should he submitted after the travel has been completed. Despite the above request being completed after the travel has been concluded, prior authorization of the trip must be obtained from the Director and/or appropriate Charter Official. Page 3 of 15

4 (2) Same day travel that involves a registration will require the completion of an EV, which will be made out to the respective organization holding the event or said payment will be made utilizing a City Purchasing Card. If a group of employees are attending the same event, only one EV will be required. If the employee pays in advance and seeks reimbursement for the registration, a completed Day Travel Request will be required. (3) If there is no cost to the City, approval from the Director and/or appropriate Charter Official must be obtained prior to the travel, but no request is required. Standards for Submitting Travel Documents (1) Expenses incurred for travel not requiring a Travel Request and Reimbursement Request or an Individual Travel and Expense Report Request shall be paid on an EV or Purchasing Card, if eligible. (2) All backup material with Day Travel Request must accompany the EV or petty cash request for payment to the employee to be processed. Such reimbursable expenses include mileage, tolls, parking, and per diem meal allowances. (3) The Day Travel Request will be paid through reimbursement only. In order to receive a cash advance, a Travel Request and Reimbursement Request and an Individual Travel and Expense Report Request must be submitted. Payment of registration and class fees may be paid in advance. (4) A Travel Request and Reimbursement Requestor EV for registration should be submitted at least three weeks prior to the departure date. The traveler submitting a request for travel will provide an estimate of the reimbursable expenses prior to departure. The Director will review the expenses and approve/disapprove the travel. If approved, the Request is forwarded to the Purchasing Division of the Financial Administration Department. (5) A complete copy of all available brochures or programs describing the conference must be submitted with the Travel Request and Expense Report. If a complete program is not available at the time the Travel Request and Expense Report is submitted, it will be required at the time of the Travel Reconciliation. Page 4 of15

5 (6) In emergency situations, an employee may be required to travel without submitting a Travel Request and Expense Report. "After the Fact" travel is to be discouraged and should be used only in an emergency situation where time will not allow normal procedures to be followed. "After the Fact" travel incidents which do not include the emergency nature of the travel will not be reimbursed. The appropriate Charter Official must sign a memo, stating the emergency nature of the travel. (7) Travelers are required to submit their approved Individual Travel and Expense Report (using current forms or travel software) to the Purchasing Division of the Financial Administration Department within 10 business days of their return to the office. It is the traveler's responsibility to adhere to the deadline requirements. Travel Advances Travel advance for employees must be on the Travel Request and Reimbursement Request and should be submitted three (3) weeks prior to commencement of the trip. (d) Fiscal Year Overlap Payment for travel in a subsequent fiscal year cannot be made until the budget is adopted, which occurs October E'. However, starting in August, a Travel Request and Reimbursement Request, as well as an Individual Travel and Expense Report, for the next fiscal year can be processed if sufficient funding is in the current year budget. (e) Commission Travel All Commissioners shall authorize their own travel subject to the needs of the City. Prior to making out of town Travel arrangements. Commissioners are requested to notify their office support staff of the location and purpose of such Travel. The office support staff shall be responsible for submitting the necessary request to the Purchasing Division of the Financial Administration Department. (f) Charter Officials The City Manager, City Auditor and Clerk and City Attorney shall authorize their own travel and their respective departments' Travel Request and Reimbursement Request, as well as Individual Travel and Page 5 of 15

6 Expense Report, subject to the needs of the City. (g) Special Category Employees/Department Directors Directors shall authorize their own travel for day travel, in State, where only mileage, tolls and meals are incurred. Directors shall authorize their subordinates' Travel Request and Reimbursement Request, as well as Individual Travel and Expense Report. (h) Travel Expenses for Consultants Consultants' travel will follow the same policies as those for employees. It will be the responsibility of the Project Manager and Director to ensure the correct rates are charged when invoiced by the consultant. The traveler must provide the City with his/her Social Security number for Internal Revenue Service reporting purposes. The nonemployee/consultant should be directed to retain all receipts (the Financial Administration Department will retain copies) as a Form 1099 may be submitted to the IRS. (i) Job Candidate Travel (1) Airfare, rental car, hotel and meals may be authorized if the candidate is required to be in Sarasota or is unable to find accommodations in close proximity to the hiring agency. The responsible department will make arrangements for the candidate's hotel reservations. (2) Reimbursement will be made in accordance with existing travel policies and procedures. Expenses that are not in accordance with these policies will not be reimbursed. 4. Reimbursable Expenses Air Fares (1) Prior to airfare being booked, travel must be approved by the Director and/or appropriate Charter Official. The City will pay for the cost of the lowest airfare for a particular trip. The lowest airfare is defined as the lowest reasonable fare for the trip. As an alternative the City's Purchasing Card may be used to purchase airfare after the Travel has been approved. Employees flying on any regularly scheduled airline are expected Page 6 of 15

7 to secure airline reservations in an appropriate marmer consistent with procurement regulations to obtain the lowest cost. Employees will be able to have the cost of the ticket reimbursed if a copy of the ticket, or e-ticket confirmation, and proof of payment is presented with the Individual Travel and Expense Report. If the traveler is reasonably sure that a particular trip will be taken, it is recommended that the lowest possible airfare be utilized, even though there may be a penalty for cancellation or changes. If a non-refundable ticket is obtained, and the trip cannot be taken due to required work or documented personal/medical problems that are approved by the Director, the City will assume responsibility for cancellation or ticket change charges. The City will not pay for seat upgrades, choosing a seat, travel insurance or any other extra charges that are not included with the airfare. If substantial savings can be realized, it is recommended that alternative airports be considered and used. The traveler for personal convenience can choose alternate airports, as long as the travel cost does not exceed the original costs. (2) If an employee or traveler wishes to take a flight or use a particular airline for personal reasons and the cost exceeds the amount of the lowest airfare, only the lowest cost will be reimbursed. Premium cost for first class or business class airline tickets will not be reimbursed. (3) If a ticket is unused, the reason for not using a ticket must be justified in writing and approved by the Direetor and/or appropriate Charter Official. It is the employee's responsibility to ensure that the unused ticket be used at the earliest possible time. (4) Often a conference designates an airline as the recommended method of travel. Normally a special "code" is provided in the conference literature. Travelers should consider the "code" information so that any special reduced airfare can be obtained. (5) Employees may use Internet booking websites. (6) If an employee chooses to use a personal vehicle for transportation, the City will reimburse the lower of the lowest target airfare plus estimated ground transportation costs or the prescribed mileage reimbursement plus appropriate tolls, whichever is lower. When Page 7 of 15

8 choosing between airfare and use of personal vehicle the employee must complete and establish a "lowest cost" analysis. (7) The City will only pay a charge for two pieces of baggage unless extra bags are approved by the Director and/or appropriate Charter Official. 5. Airport Parking Reimbursement/Airport Bus or Limo Service Employees are encouraged to utilize the most efficient and cost-effective method of getting to and from local airports. If an employee must park at the airport, the City will reimburse for cost incurred, up to the current long-term daily rate in effect. Receipts must be furnished. Employees eligible for mileage reimbursement may claim their travel to and from the airport when using their personal vehicles (refer to Section III. 7. a-e, below). The traveler is expected to utilize the least expensive means of transportation from the airport to the hotel, etc. A taxi should only he utilized if it is the least expensive means of transportation. Receipts must be provided for this expense. Taxi cab tips will only be reimbursed at 20% or less of the amount charged for the ride. 6. Vehicle Rental Use of vehicle rental may be approved if: (1) It is required by the nature of the task or travel requirements, or (2) It will be less costly to the City compared to other types of transportation. (h) (d) The appropriate Director must approve all rental cars when the criteria in above are met. The smallest rental vehicle (least expensive) commensurate with the task or number of passengers must be utilized. The employee is expected to obtain the best rental rate after making comparisons. The Purchasing Division of the Financial Administration Department will maintain information on State of Florida Contract rates and other special offers which may be available. The City will not pay for Collision Damage Waiver (CDW) or any optional insurance coverage for rental cars unless specifically approved by the Director and/or appropriate Charter Official. Page 8 of 15

9 (e) (f) (g) If the City P-card is used to rent the vehicle no additional insurance coverage shall be purchased. The P-card program has coverage within the card services. As a general practice, rental cars will not be approved if the employee is staying at or in the near proximity of the conference hotel or meeting location. Except for the use of a State Contract rate, whereby fuel may be included in the rental rate, employees obtaining rental cars shall not accept any provisions for fuel to be provided by the rental agency. It is normally much less expensive if the rental car is returned full of fuel, paid for by the renter or p-card at a private gasoline station. When valid paid fuel receipts are presented the City will reimburse traveler. 7. Personal Vehicle/City Vehicle/Car Pooling For payment purposes, mileage will be calculated from the employee's place of work. However, if travel begins from an employee's home, the shorter distance will be used. Personal vehicles used for transportation by the traveler will be paid at the standard mileage rate allowed by the Intemal Revenue Service. The employee will utilize an appropriate software program, such as Mapquest.com or the FDOT Official Highway Mileage foxmd on the Internet, for determining the shortest mileage between specific locations. The City will pay employees for the use of their personal vehicle at the standard mileage rate allowed by the Intemal Revenue Service for business purposes. This rate is subject to change periodically. The mileage reimbursement that is paid when personal vehicles are used includes costs for fuel, insurance, repairs, etc. Parking fees and toll road charges will be paid when personal vehicles are used and valid receipts are fumished. An employee may be allowed reasonable, additional mileage, if official business requires a personal vehicle to be utilized for local Travel while in or around the destination city. A statement must be attached or placed in the comment section of the Travel Reconciliation explaining the need and the number of miles traveled. Additional mileage will not be allowed for travel related for entertainment and/or personal use. If the hotel does not have a restaurant on premises, the Traveler may submit the additional mileage to and from a restaurant. For those employees receiving a vehicle allowance, if travel is within a 30-mile radius of the employee's place of work or home, no mileage will Page 9 of 15

10 be paid. If the mileage is outside of the 30-mile radius, employee will request payment based on total driven miles for the trip. A valid program will be used to determine driven miles (MapQuest or others). (d) (e) If a City vehicle is utilized, tolls, fuel and parking fees will be reimbursed when valid receipts are furnished. The City Owned Vehicle Use and Identification Procedures Administrative Regulation provides instructions on what action to take if a City owned vehicle needs repair outside of the Sarasota area. Receipts will be required. When more than one City employee is attending a conference, meeting or other official business away from Sarasota, they are encouraged to car pool. This can be accomplished by either one of the employees drive a personal vehicle or by using a city pool vehicle. If an employee drives a personal vehicle only one mileage reimbursement will be made for groups of four employees or less. Exceptions may be considered to this section by the Department Director. 8. Hotels/Hotel Rates When an employee is attending a conference, the City will reimburse for a room at the designated conference hotel, unless the hosting hotel is already filled or the traveler wishes to find a convenient nearby location that will result in a savings. Local transportation and parking must be a consideration but will be reimbursed if the City can achieve a savings. Although conference rates are generally offered, employees are encouraged to investigate the availability of discounted or govemment room rates at the conference hotel. The City will reimburse for the least expensive room at the conference hotel. If a guest is accompanying an employee, any higher charge for an additional person in the room will be the responsibility of the employee. The City will not normally reimburse for state or local taxes that are charged for an employee's room in the State of Florida. As normal policy, the City will pay the hotel directly; either by check or P-Card; therefore, it is not appropriate for sales tax to be charged. Often a hotel will require a credit card to secure a reservation. If the hotel is in Florida, the Travel Request and Reimbursement Request and the Individual Travel and Expense Report should request a payment to the hotel. This will allow the City to avoid paying sales tax on the transaction. If the hotel is outside of Florida, the Individual Travel and Expense Report could request a payment to the employee for reimbursement of the credit card transaction. Sales tax on hotels outside of Florida cannot be avoided. All other taxes, such as lodgers tax, redevelopment tax or other applicable tax that are required will be paid. Page 10 of 15

11 Administrative Regulation No. 024.A On occasion, a lower hotel rate can be obtained through an internet hooking service rather than that offered by the hotel directly or through the conference. The internet hooking service will require payment by the traveler's credit card. In this case, the traveler will incur sales tax on a hotel in Florida. The City will reimburse the traveler for the hotel rate, including sales tax, and any booking fee, if documentation is submitted with the Travel Reconciliation that demonstrates that the hotel's government rate or other lowest offered rate and the conference rate, excluding sales tax, are higher than the internet booking service rate, including sales tax and hooking fees. (d) Hotel expenses for one-day Travel in Hillsborough, Desoto, Pinellas, Polk, Manatee, Sarasota, Charlotte, Hendry, and Lee County areas will not normally be reimbursed or authorized. The Charter Official may approve deviation to this policy for their respective employees. If the employee cannot arrive at the conference or the start of the formal meeting by leaving the morning of the opening conference day, overnight hotel expenses will be allowed. If an employee can leave home by 6:00 a.m. and arrive at the conference prior to the start, overnight expenses will not be allowed. When disputed, determination of travel time shall be determined by the Purchasing Division ofthe Financial Administration Department by using appropriate mileage software and/or other valid information. If an employee cannot return to Sarasota driving or flying at or before 9:00 p.m., overnight hotel costs may he allowed. An exception may he allowed to grant overnight hotel costs if it is deemed to he in the best interest of the employee's safety and well-being and approved by the Director and/or appropriate Charter Official. 9. Meal Allowances Day Travel: If the employee is required as part of the reason for travel to leave prior to 6:00 a.m., a meal allowance for breakfast will be paid. If the employee's travel begins prior to 11:00 a.m. and extends past 2:00 p.m., a lunch allowance will be paid, and if the employee's travel begins before 5:00 p.m. and extends beyond 8:00 p.m., a dinner allowance will be paid. Meal allowances will be paid in accordance with the per diem schedule located at the GSA Travel website. To determine the location-specific information go to Page 11 of 15

12 The M&IE rate for your location will be one of the six tiers listed on this table. Find the corresponding amount on the first line of the table (M&IE Total) and then look above for each specific meal deduction amount. The Incidental Expenses (IE) is paid for each day. Full Travel: (Multiple days with Lodging) Meals per diem will be paid in accordance with the GSA rates including the incidental rate for each day. The first and last day of travel will be paid at a reduced rate percentage under GSA rates. If all meals are provided as part of a paid registration, then the employee will not be paid the prescribed rate. Meals will not be reimbursed for travel within a thirty (30) mile radius of City Hall. The Charter Official may approve deviation to this policy for their respective employees. 10. Extended Travel Extended travel may be requested by the traveler, or dictated by significantly lower airfares. (d) (e) The City will not require a traveler to travel on weekends to reach a lower net cost of travel. However, the City does encourage travelers to travel on weekends when it will result in significantly lower net cost of travel. If requested by the traveler, extended travel may be allowed at the beginning or end of the trip, in order to provide savings. An example might be a Saturday night stay, which reduces total travel costs. The traveler will be reimbursed for per diem meals and lodging during the extended travel time, as long as the total net cost results in a savings to the City. If a traveler is combining City business and vacation, and part of the extended travel time consists of a bridge between the two, no per diem or lodging for that bridge time will be allowed. When projected savings are calculated as referred in and above, compensation from earning additional compensatory time as referenced in Section III. 2. (e), above, must be considered. 11. Use of City of Sarasota Purchasing Card for travel expenditures Cardholders may use their City Purchasing Card for approved business travel as outlined in Administrative Regulation No. 024.A , or as amended. Enter traveler's information into the Travel Request and Reimbursement Request, Page 12 of 15

13 as well as the Individual Travel and Expense Report number, and obtain the Director approval. For each area that Traveler requests permission to use the City Purchasing Card for travel expense, write "Purchasing Card" in the comment line for each applicable section on the Individual Travel and Expense Report. When approving your purchase through the Purchasing Card Issuer's software you must enter your Travel Request and Reimbursement Request and Individual Travel and Expense Report number in the reference field. This will become the reference number for the specific charges for the travel. If travel is a day trip, then reference day trip with location. Upon completion of the travel, the Traveler must attach copies of the credit card receipts to both the Travel Reconciliation Back-up and to the Monthly Statement submitted to Director. Travel must be approved by the Department Director prior to using the Purchasing Card for travel related expenses such as airfare, lodging, conference fees and other valid travel expenses. Per Diem, telephone calls (non-work related), tips, and cash advances are NOT allowable charges for the Purchasing Card. If a portion of the travel will involve personal vacation time, the Traveler SHALL NOT use the Purchasing Card for ANY portion of the trip that is not official City of Sarasota business except for airline expense, provided the total cost of the airline charges that include the vacation time does not exceed the cost without the vacation time. Traveler must provide a quote for travel without any vacation time included to support the charges. The quote without vacation time and with vacation time cannot be more than 3 calendars days a part. Traveler must pay for all other personal expenses separately. Any unauthorized charges, including any service charges, will be the sole responsibility of the cardholder. The Purchasing cardholder will pay any unauthorized charges upon receipt of the monthly statement. The City, upon receipt of the monthly statement, will promptly pay all unauthorized charges that have not been reconciled by the cardholder and appear on a cardholder's monthly City of Sarasota Purchasing Card statement. The Financial Administration Director is authorized to pay such charges or amounts and to deduct this amount from the cardholder's pay until such amount is fully repaid to the City. 12. Non-Reimbursable Expenses The following expenses are not allowable for reimbursement: Personal travel insurance (life and medical insurance). Page 13 of 15

14 Personal expenses are not normally reimbursable. If reimbursement is claimed, expenses must be detailed with reasonable and supported receipts. Reimbursement may be subject to approval/disapproval by the Department Director and/or Charter Official. (d) (e) (f) Entertainment activities such as: pay TV, use of the Internet for personal reasons, video rental, movies, theaters, nightclubs, health clubs, bowling, golf, etc., (other than approved by the appropriate Charter Official, such as the Van Wezel for theater tickets). Mileage or transportation expenses when employee is transported by another traveler who is entitled to mileage or transportation expense. Loss of funds or personal belongings while traveling. Valet parking, unless it is the only means of parking. (g) Alcoholic beverages, snacks, additional meals, and hotel mini-bar charges, etc. (h) Fines for parking or traffic violations. (i) (j) Beauty/barber salons, physical fitness. Non-meal tips (Except when Charter Official permission is granted). (k) Personal phone calls. (1) Laundry/dry-cleaning. Page 14 of 15

15 Kelly Strifekl^nji FinaDcial Adimnistration Director Date ' ' Thomas W-. Ddi Ui'lIT City Manager ^ l(e> Date/ Robert M. Fournier City Attorney Date Pamela M. Nadalini Date Ni^mf^A. Daa Ciw Records Manager of 7Srl:^ftL Date Page 15 of 15