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HomeMy WebLinkAbout2023-12-18 Resolution 2023-538_Elected Official Travel and Training Policy AmendmentTHE CITY OF WAUKEE, IOWA RESOLUTION 2023-538 AMENDING ELECTED OFFICIAL TRAVEL AND TRAINING POLICY (DECEMBER 2023) IN THE NAME AND BY THE A UTHORITY OF THE CITY OF WA UKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, on December 3, 2001, the Waukee City Council enacted rules and procedures by which to conduct City Council meeting (Resolution #01-221), with said rules and procedures occasionally modified and readopted since first being enacted; AND, WHEREAS, the Rules of Procedure have historically included an Elected Official Travel and Training Policy as an addendum; AND, WHEREAS, City staff propose removing the Elected Official Travel and Training Policy from the Rules of Procedure addenda and re-establishing the Elected Official Travel and Training Policy as an independent policy; AND, WHEREAS, City staff also propose amending the Elected Official Travel and Training Policy to more accurately reflect current practices. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 18t' day of December, 2023, that the Elected Official Travel and Training Policy (December 2023), attached herein as Exhibit A, is hereby approved and adopted. Attest: ��% lV Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE Anna Bergman Pierce X R. Charles Bottenberg X Chris Crone X Larry R. Lyon X Ben Sinclair X Courtney Clarke. Mayor NAY ABSENT ABSTAIN EXHIBIT A Travel and Training Policy Elected officials may incur expenses for pre -approved training programs, conferences, and professional meetings attended for the benefit of the City. 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. TRAVEL No specific mode of transportation is mandatory. However, elected officials 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) PERSONAL VEHICLE Elected officials may use their personal vehicle for business travel. Elected officials 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 elected officials must submit an Expense Report documenting 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 elected official must have adequate liability insurance coverage. I ne minimum prescribed liability insurance Is as tollows: $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 elected official 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 The City Administrator (C) 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 elected official 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 • The City Administrator (D) MISCELLANEOUS AUTOMOBILE -RELATED EXPENSES Toll road charges and reasonable charges for parking while an elected official is traveling 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. (E) 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. (F) COMPANION / SPOUSE / FAMILY TRAVEL EXPENSES Payment of expenses for a companion, spouse, or other family members of the elected official is strictly prohibited. (G) COMBINING BUSINESS AND PERSONAL TRAVEL If an elected official 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 elected official 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 elected official for the lesser amount. (H) 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 of lodging, meals, and incidental expenses incurred in the vicinity of the business destination. If requested, the elected official must provide documentation of the airfare savings derived from extending the trip. (1) GROUND TRANSPORTATION IN LIEU OF AIR TRAVEL An elected official 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 elected official must provide documentation of potential airfare costs (on/near the days air travel would have been utilized) before receiving reimbursement for the ground transportation. Lodging Pursuant to Code of Iowa §80.45A, all in -state lodging providers must complete a Department of Public Safety Human Trafficking Prevention Training certification. Lodging providers that have not completed this certification are not eligible to receive public funds as payment for services. Elected officials must confirm a lodging provider has received the Human Trafficking Prevention Training certification at https://stophtiowa.org/certified-locations prior to expending or committing City funds for in -state travel lodging, conferences, meetings, banquets, or any City -funded event. Elected officials who stay at non -certified facilities will not be reimbursed. Lodging expense is limited to the standard room rate for single occupancy for the minimum number of nights required to attend the function. The elected official should request the government or corporate rate where available. Retain itemized receipt. Stay(s) prior to or beyond that required for the function is the personal responsibility of the elected official; 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 elected official. See also Special Travel Situations: Companion / Spouse / Family Travel Expenses. 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. • Original or scanned itemized receipts are required; or otherwise no reimbursement will occur. • Elected officials may submit group meal expenses with documentation on the Expense Report of others 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 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 elected official 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 are being purchased. The cost per meal must be reasonable. • The City will reimburse reasonable gratuities. Amounts should be noted on applicable meal receipt, etc. 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. Elected official's 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 are expected to use sound judgment and fiscal responsibility in assessing the need for business meal expenses. Miscellaneous Issues Elected officials 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 • Entertainment and recreation expenses, including hotel movies and health club activities • Alcoholic beverages • Expenses for companions, spouses, guests or family members (B) PRE -PAID EXPENSES Direct payment through the City's normal accounts payable process may be made for prepaid expenses such as conference registrations. Conference -related special events such as banquets are only allowable for the elected official. (C) CREDIT CARDS The City Administrator, Director of Finance or City Clerk may make purchases such as airfare tickets with a City credit card on behalf of the traveling elected official. The cardholder is then responsible for submitting the related receipts. Cardholders are NOT allowed to give their card or card number to another individual. (D) EXPENSE ADVANCES An expense advance may be secured by submitting to the Finance Department a Travel and Training Request form with a reasonable cost estimate for a cash advance. 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 the Expense Report to verify cash advance amount. Remaining balance of cash advance not accounted for in the Expense Report must be refunded to the City within seven (7) calendar days. Travel and Training Request and Expense Reimbursement Procedures 1. 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. 2. Expenses paid directly by the City should not be included on the elected official's Expense Report claim form, with the exception of meal expenses. 3. Be sure origination and destination has been noted on all taxi fares. 4. 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. 5. 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. 6. The amount of any travel advances must be subtracted from total expenses. If the elected official's travel advance exceeds allowable expenses the elected official must attach, to the expense report, a check, made payable to the City of Waukee, for the balance. 7. All expenses must be submitted within 30 days of the occurrence or, for routine or daily mileage reimbursement requests, at least quarterly. 8. Any reimbursements received by the elected official from a third party must be promptly remitted to the City by sending a check to the Finance Department. For example, reimbursement from FEMA for airfare costs associated with attendance at the National Fire Academy. CITY OF WAUKEE EXPENSE REPORT NAME: DATE DEPARTMENT: PURPOSE OF TRIP DESTINATION OF TRAVEL DATE(S) OF TRAVEL: CONFERENCE DATE(S): INDIVIDUALS INCLUDED ON REPORT: MODE OF TRANSPORTATION If paid in advance, paid to: LODGING LOCATION If paid in advance, paid to: MEALS & LOCATION OTHER — PLEASE DESCRIBE (Taxis, Shuttles, Tolls, etc.) ACCT Number of attachments _ and a brief description thereof: COMMENTS: DISTANCE DATE Jam- - Jam_ DATE —j—j— - ��— COST (paid at IRS rate) COST (attach receipts) COST (attach receipts) COST (attach receipts) Reimbursement Request $ Less Advance $ _ Total Due $ SIGNATURE DATE AUTHORIZATION DATE _/�_