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HomeMy WebLinkAboutB 6.0 Travel 2005-11-21 I ' � ; ,/ CITY OF GRAPEVINE SECTION g ' _�_ ADMINISTRATIVE POLICY NUMBER 6.0 sus�Ecr: TRAVEL PAGE 1 OF 5 PREPARED BY: FI11811C@ EFFECTIVE DATE 11-2�-��J PURPOSE The purpose of this policy is to set forth the regulations governing reimbursement for travel expenses and to describe certain procedural matters concerning travel authorization, documentation and accounting. The City's objectives are to allow travel arrangements that (a) conserve travel funds; (b) provide uniform treatment for all officials and employees; and (c) allow the employees to carry out their mission in a manner that is dignified and reflects credit on the City of Grapevine. PROCEDURE A. General 1. Expenses incurred by elected officials of Grapevine should be reimbursed by the City. Registration fees for conferences and seminars attended by elected officials , of the City should be paid by the City. Generally such registration is made by the ' _ City and paid in advance of the conference. In the event prior arrangements cannot be completed before departure for the event, the fee for registration should be included in the advance or reimbursed upon return. 2. Decisions regarding which employee trips should be authorized are made during the annual budget process. A department head may, with the consent of the City Manager, substitute a conference or education meeting for one originally scheduled and budgeted, or substitute a person attending so long as the total dollars budgeted are not exceeded. 3. Employees are expected to exercise good judgment and proper regard for economy in incurring travel expense, as they normally would if they were traveling at their own expense. 4. A travel advance, in an amount not to exceed the budgeted provision for the trip, may be received by submitting, to the Finance Department, a travel envelope approved by the department head or the department head designee. Advances should be made within the prescribed time period for requests. I r� � CITY OF GRAPEVINE SECTION g ADMINISTRATIVE POLICY NUMBER 6.0 SUBJECT: TRAVEL PAGE 2 OF 5 PREPAREDBY: Flllat7Ce EFFECTIVEDATE 11-21-��J 5. Within one week after returning from a trip, the Travel Expense Report should be forwarded to the Finance Department, after the Department Director has reviewed and initialed, along with the unused portion of the travel advance, if any. If actual expenses exceed the travel advance, the additional amount should be paid as soon as the expense report has been audited. All reimbursements to the City should be made by check or money order (cash may be paid if delivered in person to the Finance Department). If an employee chooses to reimburse the City with a money order, the cost of the money order is not allowable. 6. All receipts should be attached to the Travel Expense Report when submitted. (Exception: cost related to per diem allowances.) Paid bills for lodging and receipts for air or rail fares are required if such expenses have been incurred, and other receipts received in the normal course of making transactions shall be attached. The City should prepay travel and lodging when practical. 7. There is no objection to a spouse and/or other family members accompanying an � employee on an official out-of-town trip, provided that their presence does not detract from the performance of duty. Expenses attributable to the family, when conference registration for spouses or special events charges, should not be reimbursed by the City except as provided under"Miscellaneous Expenses" of this policy. 8. In situations where extraordinary travel expenses are expected to be incurred, or where this regulation does not cover the situation or would work a significant hardship if strictly applied, the City Manager may authorize exceptions. B. Transportation 1. An employee may use the mode of transportation he/she prefers and should be reimbursed on the basis established by the following paragraphs of this section. Ordinarily, round trip tickets should be purchased for travel, but going by one mode and returning by another is allowed if schedules so dictate or if there is some advantage to the City. Travel arrangements shall be made in advance by the City and shall be paid in advance by arrangements with the travel agent or carrier. .i \ I � ,� CITY OF GRAPEVINE _ sECTiorv� g ADMINISTRATIVE POLICY NUMBER 6.0 SUBJECT: TRAVEL PAGE 3 OF 5 PREPARED BY: FIf18CIC@ EFFECTIVE DATE 11-2�-OrJ 2. Air travel reimbursement shall be limited to "tourist" or"economy"fares utilizing the most direct route where such services are available. Travel to and from airports should be by bus or hotel limousine where such services are in operation, and by taxi as a last resort. 3. Rail travel reimbursement shall. be limited to coach fares for trips not involving overnight travel, and to first class plus Pullman or roomette fares where sleeping accommodations are required. 4. City cars may be used to travel to destinations of up to 250 miles radius from Grapevine on City business. Special approval for longer trips may be granted by the City Manager if there will be more than one passenger making the trip or if there is some other justification. Instructions on accounting for gasoline, repairs and other expenses attributable to the yehicle, may be obtained from the Finance Director. Such expenses shbuld be paid for in cash by the employee, and receipts should be obtained. Parking and garage charges are reimbursable, but the �__ ? employee should exercise care by selecting a facility that charges economical rates. 5. Private cars may be used for travel on City business. Reimbursement shall be at the IRS rate per mile if the round-trip does not exceed 250 miles. For employees with a car allowance, only destinations outside the Dallas/Fort Worth Metroplex are reimbursable. When an employee or official chooses to drive his/her car on a trip longer than 250 miles, his/her reimbursement shall be limited to the fare for air travel, or the IRS rate per mile, whichever is lower. When two or more employees travel in the same private car, this reimbursement shall be made to the owner of the car only, and the other employee(s) shall be reimbursed for their direct expenses enroute. C. Lodging 1. An employee is expected to make hotel or motel reservations well in advance whenever possible, and to take other actions to ensure that lodging is secured at moderate rates. I '� � I �� � � CITY OF GRAPEVINE SECTION g ,w ADMINISTRATIVE POLICY NUMBER 6.0 SUBJECT: TRAVEL PAGE 4 OF 5 PREPARED BY: FII18I1C@ EFFECTIVE DATE 11-2�-��J 2. Reimbursement for lodging shall be limited to the minimum number of nights required to conduct the assigned City business. If a conference, for example, opens on Sunday evening and closes Thursday noon, reimbursement for Sunday through Wednesday night will be allowed. If the employee chooses to arrive earlier or stay later, the additional lodging and other expenses related to this decision will be at his/her personal expense. 3. If an employee's spouse or other family members share lodging, reimbursement to the employee shall be limited to the single rate for the most economical room available. The employee or official should determine what this single rate is and deduct the difference between the double and single rates on the hotel or motel bill as submitted as a receipt. Receipts should be submitted for all lodging if not paid in advance, including City credit card charges. D. Meals � __ 1. The per diem for meals for the day is $35.00. 2. The City Manager may authorize meal costs above the standard per diem if warranted due to travel in extraordinarily expensive destinations. 3. Any meal expense for other than the employee should be noted on the meal receipt along with the names of others being entertained and the purpose for their entertainment. 4. When an employee attends a one-day seminar within the Dallas/Fort Worth area, receipts are required and may be reimbursed through petty cash. 5. Failure to comply with Travel Policy rules for a documentable transaction will subject any travel advance to being an addition to the employee's W-2 as taxable income. \ � , CITY OF GRAPEVINE SECTION g � ADMINISTRATIVE POLICY NUMBER 6.0 SUBJECT: TRAVEL PAGE 5 OF 5 PREPAREDBY: FIC1111C@ EFFECTIVEDATE 11-2�-D�J E. Registration Fees 1. Registration and tuition fees are reimbursable, but such reimbursement is subject to the conditions established by policy governing accompanying spouse and/or � family members. 2. Receipts should be submitted upon request for reimbursement if not paid by the City in advance of the trip. F. Miscellaneous Expenses 1. Reimbursements for special events offered in conjunction with conferences or meetings will be authorized for the employee or official. Reimbursement will also be made for attendance by the spouse when attendance by both is appropriate. This section does not provide reimbursement for"spouse only" activities. - 2. Employees and officials will be reimbursed for a maximum of one telephone call to _, his/her residence or family daily while away on business. Prudence is suggested regarding length of conversation. 3. No reimbursement will be made for personal haircuts, shoe shines, newspapers or other personal items. 4. When a conference which is ordinarily attended by an employee or official is held in the Dallas/Fort Worth Metroplex area, additional expenses not ordinarily allowed under the provisions of this regulation may be authorized by the City Manager. The expenses thus authorized may include overnight lodging and other expenses (not including registration for spouse) for the employee and for the spouse if the spouse is expected to accompany the employee or official. The nature of such expenses shall be outlined by the City Manager in his authorization, a copy of which should be submitted with the employee's Travel Expense Record. 5. A reasonable amount v►rill be allowed for laundry and dry cleaning costs for employees or officials attending a school or conference. All receipts for such expense should be submitted with the Travel Expense Report. ;,-- \