[Ord. No. 2017-058]
This policy establishes the requirements for and review of employee
(and official) attendance at any training program, professional conference,
or other business travel as it may be provided for in the budget and
consistent with the agreed upon programs, purposes, goals, objectives
and work plans of the various City departments; advance payments,
reimbursements, and accounting for expenses associated with such activity
and other conditions associated therewith.
[Ord. No. 2017-058]
Under the direction of the City Mayor, the City Treasurer shall
implement and ensure compliance with this policy.
[Ord. No. 2017-058]
As used in this Chapter, the following terms shall have the
meanings indicated:
CONVENTIONS and CONFERENCES
Formal scheduled meetings of recognized trade or professional
organizations in which the City, department or individual maintains
a membership or has a functional area of interest. Attendance at these
events is regarded as official City business.
OTHER OFFICIAL CITY BUSINESS TRAVEL
Includes attendance at meetings, job site visits, trips and
any other gatherings which are not covered by the definitions in this
Section but are necessary to conduct the business of the City.
PRE-APPROVED TRAVEL
Official City business that includes all travel to specific
training programs when the purpose (program), exact cost (other than
mileage) and attendees, preferably by employee position, are specified
in detail and provided for in the adopted budget and involves no overnight
lodging.
STAFF TRAINING AND DEVELOPMENT SEMINARS
Official City business that includes all regularly scheduled,
narrowly focused training and development functions which instruct
employees to make them better qualified or proficient in a particular
skill.
[Ord. No. 2017-058]
The Travel/Training Request Form must be approved prior to departure for all City business
travel and training.
[Ord. No. 2017-058]
All employees are eligible for cash advances for travel. Officials
and employees of the City may request and receive advances for expenses
to be incurred on City training or business if preauthorized by the
City Mayor. Cash advances are most generally used for meal advances.
All receipts and unused funds must be returned to the Treasurer or
Finance Officer upon return from travel.
[Ord. No. 2017-058]
Co-attendance or co-travel of a spouse, significant other, dependent
or other party along with the program attendee is acceptable under
the following conditions: it shall be disclosed in connection with
submission of the request; there shall be no additional cost to the
City for additional party participation. All costs of the additional
party shall be borne directly by the additional party and shall not
be advanced by the City. The traveling employee understands and will
advise the co-traveling party that the City will in no manner assume
any liability for expenses or loss associated with the attendance
of a spouse, dependent or other party with the traveling or attending
party, whether it be personal injury, illness or death, or third party
property loss.
[Ord. No. 2017-058]
City credit cards are not issued primarily for travel purposes,
although under special circumstances as approved by the Mayor, City
credit cards may be used by employees for business travel expenses.
Refer to the Credit Card Policy for further information.
[Ord. No. 2017-058]
The City's policy on lodging takes employee safety into
consideration when making allowances for a choice of lodging. Travelers
are entitled to accommodations that are suitably located and meet
reasonable standards for safety, cleanliness and comfort.
A. Reservations. Attending employees are expected to incur the least
expense to the City when a selection of rooms and rates are available.
Where two (2) or more employees are traveling to the same program,
sharing hotel rooms should be considered if appropriate as determined
by the traveling parties.
1.
Attending employees may stay in a standard room, single or double
occupancy room rate (whichever is lower), at a non-luxury hotel and
are expected to take advantage of reduced rates by making travel reservations
early subject to approval.
2.
Travelers should request the hotel's special rate, such
as a government rate.
3.
Travelers should request and record the hotel reservation number
in case of billing disputes and to expedite the check-in process.
4.
Travelers should be aware of the hotel's late check-in
and check-out procedures to avoid expense charges.
5.
When traveling to a conference, the City assumes attending employees
will stay at the hosting hotel. If there is a choice of hosting hotels,
attending employees are expected to stay at the least expensive property.
B. Hotel Upgrades. Hotel room upgrades are not reimbursable expenses.
Travelers may choose to upgrade a room, but the difference in the
price of the standard single or double occupancy room rate (whichever
is lower) and the upgrade is the traveler's responsibility. Hotel
room upgrades must be explained on the Actual Travel/Training Expense
Report.
C. Hotel Cancellations. Charges caused by failure to cancel guaranteed
reservations are not reimbursable. Attending employee(s):
1.
Should ask for the hotel's cancellation policy at the time
of booking;
2.
Notify either the hotel or the organization with whom the reservation
was made to cancel a room reservation;
3.
Remember that cancellation deadlines are based on the local
time at the destination hotel; and
4.
Request and record the cancellation number in case of billing
disputes.
D. Phone Calls And Other Personal Expenses. Personal charges appearing
on a hotel bill should be deducted before submitting the reimbursement.
Personal expenses, such as in-room movies, video rentals, in-room
alcoholic beverages and mini bar services, babysitting, room service,
and recreational activities, are non-reimbursable expenses with the
exception of certain personal calls.
1.
City business related calls are allowed. These calls should
be itemized on the travel expense voucher or the original receipt,
listing the area code, number called and actual cost.
2.
Two (2) personal calls of reasonable duration are allowed, usually
for notification of safe arrival and prior to departure. If this policy
is exceeded due to an emergency, the traveler must justify the exception
on the Actual Travel/Training Expense Report.
3.
If traveling with a guest and occupying a double room, the traveler
must indicate the single room rate on the Actual Travel/Training Expense
Report. If there is a difference between the single and double room
rate, the traveler is responsible for the difference.
4.
Reasonable tips for luggage assistance and housekeeping service
are allowed when itemized.
5.
Expenditures for laundry, barber, and similar items are considered
personal expenses and are not reimbursable.
E. Hotel Internet Access. Internet services charges must be work related.
F. Overnight Lodging Within Commuting Distance. Overnight lodging shall
not be incurred for employees participating in one (1) or multiple
day conferences or training when such is held within a reasonable
commute from the normal City worksite or employee's residence,
whichever is closer to the conference or training site. Exceptions
to this rule include:
1.
Special circumstances identified by the attending employee that
could cause the traveling employee(s) to have to arrive early or stay
late for a purpose specifically related to attendance at the program.
Such exception must be requested upon submission of the travel request.
2.
Costs related to the round-trip commute exceeding the cost of
overnight accommodations.
G. Lodging Documentation. Lodging receipts must show the breakdown of
charges. When the lodging receipt indicates there were two (2) people
in the room, a notation should be made on the Actual Travel/Training
Expenses Report indicating the following:
1.
The room was shared with another City employee and state their
name (in this case the full rate will be allowed);
2.
The room rate has been reduced to the single rate (because the
person who shared the room was not a City employee); or
3.
The single rate and double rate are the same price regardless
of how many people were in the room. Check with the hotel to see if
they offer two (2) different rates.
H. Hotel Frequent Guest Programs. Many hotels have frequent guest programs
that reward travelers with free accommodations in exchange for a specified
number of paid room nights at the hotel. The City will not reimburse
attending employee(s) for the cost of free accommodations used for
business travel. Employees are advised not to use their hotel frequent
guest credits for City business.
[Ord. No. 2017-058]
This includes entertainment and non-business-related activities
and expenses. Non-business-related activities are those activities
participated in by the traveling employee that are incidental to the
purpose of the business travel but not essential to it. For example,
shopping, entertainment, laundry, transportation to and from meals,
or other similar activity. Non-business activities may be conducted
during, in advance or after the business travel only at the employee's
risk and are subject to rules governing the use of annual leave.
[Ord. No. 2017-058]
Any employee who deliberately falsifies any document or record
is subject to disciplinary action up to and including termination,
as well as possible filing of civil or criminal charges. Employees
who knowingly misrepresent the facts in connection with this policy
or who knowingly file or sign any form which contains deliberate false
statements given with intent to defraud the City may be subject to
the aforementioned actions.
[Ord. No. 2013-003 §§ 1
— 3, 7-11-2013]
A. When any Aldermen travel on City-related business, he/she shall receive
travel expenses up to and not to exceed the amount of five hundred
dollars ($500.00).
B. When the City Clerk, Court Clerk, and/or Finance Officer travel on
City-related business, he/she shall receive travel expenses up to
and not to exceed the amount of three hundred dollars ($300.00).
C. Officials granted travel proceeds shall submit receipts equal to
the amount of travel within five (5) business days after travel.