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HomeMy WebLinkAbout2008-11-17-Resolutions 08-261_Travel - Training PolicyTHE CITY OF WAUKEE,IOWA RESOLUTION 08-261 APPROVING REVISIONS TO THE CITY OF WAUKEE EMPLOYEE HANDBOOK REGARDING A GENERAL TRAVEL AND TRAINING POLICY INTHENAMEANDBYTHEAUTHORITYOFTHECITYOFWAUKEE,lOWA WHEREAS,the City of Waukee,Dallas County,State ofIowa,is a duly organized Municipal Organization;AND, WHEREAS,City staff recommend that certain revisions be made to the City of Waukee Employee Handbook;AND, WHEREAS,the proposed revisions would delete Section #350 in its entirety and replace said section with a General Travel and Training Policy,attached hereto as Exhibit A. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee,Iowa on this the 17th of November,2008,that the revisions to the Employee Handbook regarding a General Travel and Training Policy are approved. Attest: ROLL CALL VOTE Donald L.Bailey,Ir. Casey L.Harvey C.Isaiah McGee Darlene Stanton Mike Watts AYE X X X X X NAY ABSENT ABSTAIN Exhibit A 350.TRAVEL AND TRAINING POLICY A City Representative may incur expenses for pre-approved training programs,conferences,and professional meetings attended for the benefit of the City.When travel/training which requires an overnight stay is anticipated a Travel and Training Request form must be completed and approved prior to incurring travel expenses.For in-state travel and training,the form requires the approval of the Department Director.For out-of-state travel and training the form must also be reviewed by City Administrator,with the exception of library employees.Employees of the library must have out-of-state travel and training approved by the Library Board.Elected officials have a separate Elected Official Travel Policy. Approval should be requested far enough in advance so that payment can be made directly to the sponsoring organization as part of the City's regular payment cycle.Or,where feasible,payment may be made using a City credit card.Every effort should be made to receive the early registration discount, if available. 351.TRAVEL No specific mode of transportation is mandatory.However,employees are expected to use the most economical means available with reasonable consideration given to the time and distance involved. (A)AIR TRAVEL Every effort should be made to obtain the lowest possible round-trip coach fare.Any upgrades or enhancements are personal expenditures and will not be paid by the City. Travelers should also review the following topics,as applicable to their situation:Companion /Spouse / Family Travel Expenses,Combining Personal and Business Travel,or Travel Extended to Save Costs. (B)OFFICIAL CITY VEHICLE Employees are encouraged to use a City vehicle in lieu of a personal vehicle whenever a City vehicle is available.When a City vehicle is used,the employee will be reimbursed for all gas receipts,if the gas is not charged directly to the City,as well as any toll charges and necessary parking fees.Retain receipts where available. If a vehicle accident occurs: •The driver of the vehicle which is involved in an accident resulting in injury,death,or damage to persons or property shall immediately,by the quickest means of communication,give notice of the accident to the local enforcement body having jurisdiction over the area of the accident (i.e. the Police Department on public right-of-ways). •The driver of the vehicle shall immediately,by the quickest means of communication,notify his /her supervisor. •The driver of the vehicle,regardless of damages,must complete the Vehicle Damage Claim Report form and submit this form to the City's Deputy City Clerk within 2 business days of the accident.The Vehicle Damage Claim Report forms are available at each department and in most City vehicles.If the accident occurs in Iowa and on a public right-of-way and resulted in physical injury,death of a person,or property damage amounting to $1,000 or more,the employee shall,within 72 hours,forward an Iowa Vehicle Accident Report form to the Iowa Department of Transportation and a copy to the City's Deputy City Clerk.The Iowa Vehicle Accident Report f01111Sare available at the Police Department. (C)PERSONAL VEHICLE Employees may use their personal vehicle for business travel if the use of a City vehicle is not feasible. Employees using a personal vehicle for business purposes will be reimbursed based on miles traveled. Reimbursement will be at the allowable rate established by the IRS. In determining the allowable mileage rate the IRS takes into account all automobile expenses such as fuel,depreciation,repair costs,insurance,etc.To receive reimbursement employees must submit documentation of total miles traveled,including origination,destination,business purpose,and number of miles per trip.The City will reimburse the driver for mileage by the most direct route. When personal vehicles are used on City business the employee must have adequate liability insurance coverage.The minimum prescribed liability insurance is as follows: •$100,000 for personal injury to,or death of,one person; •$300,000 for injury to,or death of,two or more persons in one accident;and •$100,000 of property damage. An employee who uses a personal vehicle on City business is required to have,and provide upon request,satisfactory evidence of liability insurance coverage.Upon request,proof of such coverage must be provided to the Finance Director. Should an accident occur,to ensure full communication and disclosure between all parties,the driver should immediately contact: •Local authorities,as required •His /Her personal insurance company •His /Her supervisor •The Deputy City Clerk at 515-987-4522 If an employee receives a car allowance as part of their employment the employee is not eligible for a mileage reimbursement for the business use of their personal vehicle. (D)RENTAL VEHICLE When more advantageous to the City,as compared to other means of transportation such as a taxi,a vehicle may be rented.The traveler is responsible for obtaining the best available rate,in accordance with the City's purchasing policy,commensurate with the requirements of the trip.When renting a vehicle for business purposes the employee should make sure to specify the City's name on the rental agreement.Personal use of the rental vehicle is prohibited. Should an accident occur the driver should immediately contact: •Local authorities,as required •The rental company,in accordance with the rental agreement •His /Her supervisor •The Deputy City Clerk at 515-987-4522 (E)MISCELLANEOUS AUTOMOBILE-RELATED EXPENSES Toll road charges and reasonable charges for parking,while an employee is traveling or away from their assigned City facility on business,will be allowed.The location of the parking lot,garage,or meter as well as the business purpose of the trip needs to be documented.Obtain receipts where available. (F)OTHER FORMS OF TRANSPORTATION Taxi fares are allowable expenses when the date,origination,and destination are documented.When available,the use of public transportation (e.g.,buses,subways)or a hotel /airport shuttle is encouraged. Reimbursement for the reasonable cost of tips related to these forms of transportation is also allowed. Obtain receipts where available. (G)Companion /Spouse /Family Travel Expenses Payment of expenses for companion,spouse,or other family members of the employee is strictly prohibited. (H)Combining Business and Personal Travel If an employee combines business with personal travel,only the business portion of the trip is reimbursable.This amount may not exceed the amount of reimbursable expenses which would have been incurred had the trip been strictly for business purposes. If an indirect route is taken as a result of personal travel the reimbursement of expenses shall be limited to the lesser of actual costs incurred or the charges that would have been incurred via a more direct route.In the case of airfare,the employee must document the lowest reasonable cost for round trip coach airfare to the business destination,as well as submitting actual expenses.The City will reimburse the employee for the lesser amount. (l)Travel Extended to Save Costs Additional expenses associated with travel extended to save costs (e.g.a Saturday night stay for air travel)may be reimbursed when the cost of airfare plus the additional expenses would be less than the cost of airfare had the traveler not extended the trip.These additional expenses include the additional cost oflodging,meals,and incidental expenses incurred in the vicinity of the business destination.If requested,the employee must provide documentation of the airfare savings derived from extending the trip. (J)Ground Transportation in Lieu of Air Travel An employee may use ground transportation for personal reasons even though air travel is the more economical and efficient mode of transportation,In this case the cost of meals,lodging,mileage, parking,tolls,etc.while in transit by ground transportation will be reimbursed as allowed by City policy for these types of expenses.However,such costs shall not exceed the cost of airfare,based on the lowest available coach fare,plus costs to and from the airport terminal.The employee must provide documentation of potential airfare costs (on/near the days air travel would have been utilized)before receiving reimbursement for the ground transportation. If the employee's election to use ground transportation results in additional time away from work the employee must use leave time for the additional absence from work at the City Administrator's discretion. 352.Lodging Lodging expense is limited to the standard room rate for single occupancy for the minimum number of nights required to attend the function.The employee should request the government or corporate rate where available.Retain itemized receipt. If multiple co-workers are authorized to travel and share accommodations the hotel room size should be appropriate to the number of employees sharing lodging.One employee,generally higher in the City's organizational structure,should submit the entire lodging expense,making note of those employees covered by the lodging expense.The cost and choice of the accommodation will be controlled by the Department Director. Stay(s)prior to or beyond that required for the function is the personal responsibility of the employee, see Special Travel Situations:Combining Business and Personal Travel.Any difference between the single occupancy standard room rate and actual room charges is also the personal responsibility of the employee.See also Special Travel Situations:Companion /Spouse /Family Travel Expenses. 353.Meals Reimbursement shall be allowed for actual meal expenses incurred,including tips when noted.Those traveling on City business will use discretion in keeping meal costs to reasonable levels.It is expected that the employee's meal expense will not exceed $50 per day for three meals (or breakfast $10,lunch $14.00,dinner $26.00 on those days where the employee is not eligiblefor three meals at City expense) excluding tips.This is equivalent to approximately 80%of the IRS maximum meal allowance rate for high-rate localities.If the traveler is only eligible for reimbursement for lunch and dinner it is expected that the meal expense claimedfor reimbursement will not exceed $40 (i.e.$14 +$26),regardless of the distribution between the two meals.Variances from this rate will be approved by the Department Director and City Administrator. •Original,itemized receipts are required;or otherwise no reimbursement. •Employees may submit group meal expenses with documentation on the Expense Report of city employees paid for under the group receipt. •Reimbursement for alcoholic beverages is prohibited. •Snacks and incidental beverages are not reimbursable unless they are expensed as a substitute for the regular meals of breakfast,lunch,or dinner. •Cost of a meal will not be reimbursed if the meal is provided as part of the meeting or conference registration,etc.being paid by the City. •Elected Officials,City Administrator,or Directors may purchase Business Meals for another individual and shall be so noted including the individual's name,affiliation,City business being discussed or reason the City is paying the additional cost.See also Business Meals. •If an employee opts to purchase meals at a grocery store he /she must specify on the itemized receipt the meals and dates for which the food items arc being purchased.The cost per meal must be reasonable and not result in the employee exceeding the maximum daily meal expense for the applicable days.For example,lithe employee purchases fruit costing $12 in lieu of breakfast at a restaurant for three days,$4 should be shown as breakfast expense on each of the three days. 354.Incidentals (A)Telephone Usage The employee has the privilege of making one personal call per day to immediate family while traveling.Connnon sense should prevail as to the length of this personal call.if travel is being paid with federal grant dollars this personal call cannot be charged to the grant.Any other calls where a business purpose has not been documented will be at the employee's expense. To minimize the additional surcharges added by hotels for telephone usage,individual's that have been issued a cellular phone should use that means of connnunication.Otherwise,a calling card,credit card, or public phone should be used whenever possible. (B)Tips and Gratuities The City will reimburse reasonable gratuities.Amount should be noted on applicable meal receipt,etc. 355.Business Meals Business meals are defined as meals purchased while meeting with a business associate during a meal period to conduct official business on behalf of the City.The Elected Officials,City Administrator,or Directors'meal and the meal of their business associate(s)may be allowed,excluding the cost of alcoholic beverages.An itemized receipt must accompany the Expense Report form and note the following: •Date of the meal •Nature of the business conducted •Name and business affiliation of all attendees Elected Officials,City Administrator,and Directors are expected to use sound judgment and fiscal responsibility in assessing the need for business meal expenses. In general,employees and elected officials should not use their budgets to entertain or pay for meals of other City employees.Exceptions must be approved,in advance,by the City Administrator. 356.Meeting Expenses No food or refreshments should be purchased,using City funds,for meetings of city staff or intemal training activities unless the activity falls under one of the following categories: •Employee and Volunteer Recognition events •Job recruitment events •Served to the public at large as a part of a scheduled city program •City sponsored activity,event,or program where food is part of the event •Formal /Posted meetings,involving elected or appointed officials,scheduled during a meal period •Employee or staff meetings where work or training needs to be conducted over a meal period •The City Administrator may approve expenditures for other food purchases as deemed appropriate The qualifying event should be noted on the food/drink receipt and/or expense reimbursement request. 357.Miscellaneous Issues City Representatives are responsible for reviewing the complete Travel and Training Expense Policy prior to traveling to determine allowable expenses and receipt requirements necessary for reimbursement. (A)Prohibited expenses include,but are not limited to,the following: •Personal items,including personal grooming items •Beverages and snacks,hotel mini bar charges •Gifts •Entertaimnent and recreation expenses,including hotel movies and health club activities •Alcoholic beverages •Expenses for spouses,guests or family members (C)Pre-Paid Expenses Direct payment,through the City's normal accounts payable process,may be made for prepaid expenses such as conference registrations. Conference registration related special events such as banquets are only allowable for the City representative. (D)Credit Cards Employees that have been issued a City credit card are encouraged to use their card to pay for expenses such as registration fees,airfare,lodging,and other allowable expenses at establishments that accept credit card payments.If an employee does not have a credit card a supervisor or administrative assistant that has been issued a card,may make purchases such as airfare tickets on behalf of the traveling employee.The cardholder is then responsible for submitting the related receipts. Cardholder's are NOT allowed to give their card number to another individual. (E)Expense Advances: Although not encouraged,an expense advance may be secured by submitting a Travel and Training Request form with a reasonable cost estimate for a cash advance to the Finance Department.The amount requested should be a minimum of $50 and should not exceed the amount budgeted for the trip, less any costs that have been prepaid by the City.Such advances shall be requested at least two (2) weeks prior to the date needed. All other Travel and Training Policies must be followed.Original,itemized receipts must be included in Expense Report to verify cash advance amount.Remaining balance of cash advance not accounted for in Expense Report must be refunded to the City within 7 calendar days. 358.Travel and Training Request and Expense Reimbursement Procedures 1.Be sure the Travel and Training Request form is approved prior to incurring travel related expenses. 2.Keep ALL receipts.Itemized receipts are required for lodging,meals,and other miscellaneous incidental costs.Receipts are also required for airfare,auto rental,taxi fare,and registration fees. The amount of any tips or gratuities paid should be noted on the applicable receipt. 3.Expenses paid directly by the City should not be included on the employee's Expense Report claim form,with the exception of meal expenses.Because meals purchased with a City credit card count toward the employee's maximum daily meal expense limit,they need to be shown on the Expense Report but not included in the total amount due to the employee. 4.Receipts for expenses paid with a City credit card should be submitted to Finance within 7 calendar days. 5.All receipts being reported on the employee's Expense Report form should be attached to an 8 \1:,"x 11"sheet of paper to prevent small receipts from being lost during the approval and payment processing cycle.Attach these behind the Expense Report form. 6.Be sure origination and destination has been noted on all taxi fares. 7.Be sure the location for toll and parking charges is included on these receipts.If receipts were not obtainable for these items reimbursement will be made for reasonable costs when the date, location,and amount paid are noted. 8.If a personal vehicle was used as transportation,document the miles traveled along with origination and destination.If mileage was not part of a "travel trip"a mileage log must be attached to the expense report documenting date,origination,destination,business purpose,and number of miles driven. 9.The amount of any travel advances must be subtracted from total expenses.If the employee's travel advance exceeds allowable expenses the employee must attach,to the expense report,a check,made payable to the City of Waukee,for the balance. 10.All expenses must be submitted within 30 days of the occurrence or,for routine or daily mileage reimbursement requests,at least quarterly. 11.Expense reports require the approval of the Department Director,or in the case of a Department Director the approval of the City Administrator is required.The Library Director,however,shall obtain the approval ofthe Library Board in lieu of the City Administrator, 12.Any reimbursements received by the employee from a third party must be promptly remitted to the City by sending a check to the Finance Department.For example,reimbursement from FEMAfor airfare costs associated with attendance at the National Fire Academy. CITY OF WAUKEE TRAVEL AND TRAINING REOUEST NAME:DATE:~-----,/~-----,/~~ DEPARTMENT/BOARDPURPOSEOFTRAVEL:----------------- CONFERENCE/MEETING DATE(S)_ DESTINATIONESTIMATEDA'=T=E--=O--=F--=D=-=E=PCC"AR==T=IN-:CG=-=W::-:A--=UKE==E:-:---------- ESTIMATE DATE OF RETURN TO WAUKEE:_ ESTIMATE EXPENSES REGISTRATION FEES: If paid ill advance,paid to TRANSPORTATION:(check one) CITY VEHICLE PRIVATE VEHICLE AIR If by Air,amount paid to: If Private Vehicle,No.of Miles __@ $_Est.Mileage Cos $_ LODGING If paid ill advance,paid to: ---------------------$,-~- MEALS: (Estimate full days/partial day meal costs) ----------------------$--- MISCELLANEOUS EXPENSES: (May include parking,cabs,tolls,shuttles,etc) $,--- -------------------$---- Total Cost $----Advance Requested $_ Attendee Signature Date Department Director (if applicable)Date Charge to Account Number:_ CITY OF WAUKEE EXPENSE REPORT NAME:_DATE //--- DEPARTMENT:PURPOSEOFTRIP _ DESTINATION OF TRAVELDATE(S)OF TRAVEL:'-----------C::cO::cN::F:::cE:::RE=N-,-C:::E::-D=-AC"""T=E=-(=So-):------ INDIVIDUALS INCLUDED ON REPORT:_ MODE OF TRANSPORTATION If paid in advance,paid to: LODGING LOCATION If paid ill advance,paid to: MEALS &LOCATION OTHER -PLEASE DESCRIBE (Taxis,Shuttles,Tolls,etc.) DISTANCE DATE -!-!__I-!_ .Li.:-!_I- DATE -!_I--!-!_ _1_1--!-!_ _I-!_-!-!_ _I-!__I-!_ _I-!__I-!_ _I-!__1_1_ ACCT,_ COST (paid a t IRS rate) COST (attach receipts) COST (attach receipts) COST (attach receipts) Reimbursement Request $__._ Less Advance $_ Total Due $__,__ Per diem rates for meals are not to exceed fifty dollars ($50),Hotel bills will be reimbursed at the going rate for a regular single room at the respective hotel.Reimbursement shall be submitted to the Director of Finance within (7)calendar days after the return from the trip,These rules were adopted with Resolution No,08-26]. Number of attachments _and a brief description thereof;_ COMMENTS:_ SIGNATURE _ AUTHORIZATlON _ DATE 1 1--- DATE 1 1---