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R-2003-097 Travel Policy public officers and employees
-� RESOLUTION NO. 2003-097 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA, APPROVING A TRAVEL POLICY ESTABLISHED BY THE CITY, APPLICABLE TO CITY EMPLOYEES; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: i Section 1. That the Travel Policy promulgated by the City, a copy of which Policy is attached, shall be the Travel Policy applicable to City employees. Section 2. That all resolutions or parts of resolutions in conflict with this resolution are repealed to the extent of such conflict. Section 3. That this resolution shall be in force and take effect on May 13tn 2003. PASSED AND ADOPTED on APRIL 22ND, 2003. OB A ON MAYOR — MMISSIONER AT ES ROLL CALL: COMMISSIONER CHUNN - YES COMMISSIONER FLURY - YES CHARLENE J NSON COMMISSIONER MIKES - YES CITY CLERK VICE-MAYOR MCELYEA - YES MAYOR ANTON - YES APPROVED AS TO FORM AND CORRECTNESS: BY:_ J_ r"� /'� & T OM J. AN89Rb CITY ATTORNEY `' 1 RESOLUTION NO. 2003-097 ANW a � • 41M ",. City of Dania Beach Administrative Policy Title: Travel Policy Effective Date: October 1, 2002 Originating Department: Finance Policy Number: 2002-10-1 Distribution: All Employees I. PURPOSE/SCOPE: All employees, except the City Commission and the City Manager and the City Attorney, traveling at City expense or on City time are governed by this policy. This policy is designed to cover reasonable employee expenses while traveling on City business and to promote the prudent use of public funds and establish standards for travel while representing the City. II. DEFINITIONS: • Employee: shall mean an individual who is appointed to a regular full-time or regular part-time position traveling on City business. Travel Expenses: shall mean the usual, ordinary and incidental costs incurred for travel purposes. Point of Origin: shall mean the City of Dania Beach municipal building in which you report to work. Out of State Trip: shall mean a trip out of the state of Florida. Out of Town Trip: shall mean a trip within the state of Florida. Local Travel: shall mean travel within the tri-county area (Miami-Dade, Broward, and Palm Beach). III. POLICY/PROCEDURES: Travel Authorization Overnight travel, out-of-state travel, and/or air travel require the advance approval, in writing, by the City Manager. This is to be accomplished using the City of Dania Beach Pre-Approved Travel Authorization form. • Employees requesting only mileage and/or meal reimbursement must obtain pre-approval from the Department Director and should submit for mileage reimbursement to the - 1 - Finance Department upon their return. Failure to obtain approval for a travel request before expenses are incurred will be disallowed unless such travel is approved by the City Manager, based on extenuating circumstances. Whenever possible, arrangements should be made for advance billing and direct payment for registration, lodging and airline tickets, from the City directly to the vendors. Lodging For travel outside the tri-county area(Miami-Dade, Broward and Palm Beach), the employee will be allowed reasonable costs for lodging, priced at a single-occupancy standard rate, or if appropriate, the preferred rate offered by conference sponsors. Room sharing will be encouraged, when appropriate. A hotel/motel receipt is required for all lodging and must be returned with the Travel Expense Voucher Reconciliation. The employee must provide the hotel/motel with a copy of the City's tax-exempt certificate upon check-in. If the employee does not provide the hotel with the certificate, he/she will not be reimbursed for the sales tax portion of the bill. In the event that the hotel/motel does not honor the tax-exempt certificate and state sales tax is applied, the employee will be reimbursed for said amount. Meals When traveling, a flat rate (per diem and incidental charges) inclusive of gratuities will be granted to an employee. The City adopts the IRS allowable rate (Publication 1542). This publication provides a standard rate for most United States counties. The Finance Department is responsible for obtaining from IRS the annually revised rate and distributing it to each department. The per diem eliminates the need for actual receipts and itemized per meal listings and,adopting the IRS rules will eliminate any reporting to IRS as additional earnings. This flat per diem rate will be reduced for meals provided by the Conference or additional registration for special functions. The prorated amount will be based on the following percentage applying to the IRS allowable rate. Breakfast: 15% Lunch: 35% Dinner: 50% For the day of traveling, the City utilizes Method 1 of the IRS regulation which repays the employee 3/4 of the daily standard allowance. For a one-day seminar wherein lunch is not provided, upon proof or receipt, the City will reimburse up to $10.00 except for Department directors. • - 2 - Miscellaneous Incidental Expenses Not Covered Under Per Diem The following incidental expenses of the employee shall be reimbursed: Local call charges and communication expenses if related to city business and one safe arrival telephone call up to $5.00 will be reimbursable. All calls must be detailed on the hotel or telephone bill, including person called and purpose of call, to be eligible for reimbursement. Public transportation such as hotel shuttles should receive first consideration. A taxi may be reimbursed only if circumstances warrant and a valid receipt is provided. These items will only be reimbursed if the employee is not eligible for mileage reimbursement. Tolls and parking fees shall be reimbursed at actual cost with proper receipts. The following incidental expenses of the employee will not be reimbursed under any circumstance: Personal entertainment (e.g. video rentals, happy hour) Expenses of spouse, family or other persons Snacks, meals or drinks other than what is provided under the per diem Laundry or dry-cleaning Airline insurance Medical or hospital expenses which are not ordinarily covered under the employees health insurance Any other expenses not related to official City business Transportation Each employee is expected to use the most economical mode of transportation available. Although air transportation is preferred, transportation may also be accomplished by private vehicle or City vehicle. However, in no case shall such travel reimbursement exceed the cost of the most economical round trip coach class airfare on a common carrier (i.e.,jet airplane) plus reimbursement for transportation to/from or long- term parking at the airport. Should one decide to utilize air transportation, please obtain at least two quotes either through the internet, or travel agent or from the conference sponsor airline(s)before purchasing your ticket. If the employee elects to drive on a long trip, the cost for the most economical round trip coach class airfare should be included on the Pre-Approved Travel Authorization form as an alternative mode of transportation. Receipts are required for all transportation and parking. • Whenever more than one person from the City is going to the same conference/training session and an automobile is a suitable means of transportation, those employees will be encouraged to car pool in the minimum number of vehicles required to accommodate the - 3 - group. • Employees receiving car allowance are not eligible for mileage reimbursement in the tri- county area. In addition, employees shall not be allowed either mileage or transportation expenses when transported by another person, or when transported by another employee who receives those same mileage or transportation expenses or a car allowance. Employees driving a City vehicle or personal vehicle while representing the City must adhere to the City of Dania Beach Vehicle Operation Policy. Employees traveling on trips using City vehicles will be reimbursed for incurred expenses necessary for the efficient and safe operation of the vehicle. Actual operating expenses shall be reimbursed upon submittal of valid receipts. Employees with a take-home vehicle will not receive mileage reimbursement under any circumstance. All other employees shall be entitled to a mileage allowance as set by the Internal Revenue Service from the City of Dania Beach to point of destination, plus official additional mileage not to exceed 50 miles while at the point of destination. Rental car charges must be approved in advance and in writing by the City Manager. The employee must elect to take the additional insurance offered by the rental company. The City will reimburse the cost of this additional insurance. Reimbursement/Reconciliation To obtain reimbursement, the Travel Expense Voucher form, accompanied by the Pre- Approved Travel Authorization form and required receipts shall be submitted to the Finance Department within ten (10) working days after the employee has returned to work. Failure to do so may result in refusal of the claim. All travel expenses for Department Directors must be approved by the City Manager. Fiscal Year Overlap Travel which occurs in the next fiscal year will be approved and paid for out of next year's fiscal funds. General Standards Employees are expected to use prudence in expending public funds and are expected to economize where practical and convenient. Receipts should be secured for all expenses, when possible. Travel at City expense or on City time should be restricted to that which does not interfere unreasonably with the personal responsibility to carry out regular job • requirements. Department Directors are responsible for travel budgets and monitoring the training - 4 - needs of the department. No overtime is compensated during the attendance of any conference or seminar should the training or traveling extend beyond normal working hours. Special conditions and unusual circumstances may merit exceptions to the stated policy on travel. Each request for variances to stated policy will be considered in light of existing conditions, needs and circumstances and must be approved by the City Manager. Approved: Ivan Pato City Manager Date - 5 - CITY OF DANIA BEACH PRE-APPROVED CONFERENCE OR TRAINING AUTHORIZATION/RECONCILIATION EMPLOYEE: DEPARTMENT: LOCATION: TRIP/TRAINING DATE: PURPOSE : ❑ OVERNIGHT ❑ OUT OF STATE ❑ AIR TRAVEL TRAVEL EXPENSES ESTIMATED:(Policy No. 2002-10-1 REGISTRATION `Attach conference brochure LODGING (No. of nights ) MEALS (Per Diem) ** TRANSPORTATION CAR RENTAL 'Prior approval of City Manager required OTHER INCIDENTAL EXPENSES reimbursable with receipts TOTAL ESTIMATED EXPENSES This seminar is required for: ❑ Certification ❑ License ❑ General Training ❑ Other: Note any overnight or out of state travel events attended in the last 12 months: EMPLOYEE SIGNATURE: TRAVEL AUTHORIZATION: DEPARTMENT DIRECTOR FINANCE DIRECTOR CITY MANAGER ------------------------------------------------------------------------------------------------------------------------------------------------------------------ If payment is made through City's credit card, please indicate"credit card" under"Date" Column. RECONCILIATION Check Payee Amount Date Actual Differences Registration: $ Lodging: $ Transportation: $ Traveler: $ 1hers: $ count No: $ ** Travel per diem will be issued to employee. Do not charge City's credit card for any meals. Table 4. Maximum Federal Per Diem Rates (Effective October 1, 2002 — September 30, 2003)' Note:The standard rate of$85($55 for lodging and$30 for M&IE)applies to all locations within the continental United States(CONUS) not specifically listed below or encompassed by the boundary definition of a listed point.However,the standard CONUS rate applies to all locations within CONUS,including those defined below,for certain relocation allowances.(See parts 302-2,302-4,and 302-5 of 41 CFR.) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging MWE Per Diem State Key Cityz County and/or Other Defined Location3,4 Effective Dates Rate Rate Rates AL Birmingham Jefferson All year $ 59 $42 $101 Decatur Morgan All year 69 34 103 Gulf Shores Baldwin 1/1 -5/14 64 38 102 5/15-9/4 101 38 139 9/5-12/31 64 38 102 Huntsville Madison All year 67 38 105 Montgomery Montgomery All year 57 42 99 Tuscaloosa Tuscaloosa All year 63 34 97 AR Hot Springs Garland All year 60 34 94 Little Rock Pulaski All year 72 38 110 AZ Casa Grande Final 1/1 -4/30 80 38 118 5/1 -12/31 65 38 103 Chinle Apache 1/1 -4/30 55 38 93 5/1 -10/31 98 38 136 11/1 -12/31 55 38 93 Flagstaff All points in Coconino County not covered under 1/1 -4/30 55 38 93 Grand Canyon per diem area 5/1 -10/31 67 38 105 11/1 -12/31 55 38 93 • Grand Canyon All points in the Grand Canyon National Park and 1/1 -4/30 94 46 140 Kaibab National Forest within Coconino County 5/1 -10/21 106 46 152 10/22-12/31 94 46 140 Kayenta Navajo 1/1 -4/14 65 34 99 4/15-10/15 98 34 132 10/16-12/31 65 34 99 Phoenix/Scottsdale Maricopa 1/1 -4/15 107 46 153 4/16-5/31 79 46 125 6/1 -8/31 59 46 105 9/1 -12/31 90 46 136 Tucson Pima;Davis-Monthan AFB 1/1 -4/15 85 42 127 4/16-12/31 58 42 100 Yuma Yuma All year 68 38 106 CA Clearlake Lake 1/1 -5/4 69 34 103 5/5-9/30 85 34 119 10/1 -12/31 69 34 103 Contra Costa County Contra Costa All year 108 46 154 Death Valley Inyo All year 60 46 106 Fresno Fresno All year 73 34 107 Kern County Kern All year 68 42 110 Los Angeles Los Angeles,Orange,Ventura;Edwards AFB;Naval All year 99 50 149 Weapons Center and Ordnance Test Station,China Lake(see Santa Monica) • Mammoth Lakes Mono All year 70 46 116 Page 23 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M&IE Per Diem State Key City2 County and/or Other Defined Location3,4 Effective Dates Rate Rate Rates CA Marin County Marin All year $108 $46 $154 Merced Merced All year 62 34 96 Modesto Stanislaus All year 60 38 98 Monterey Monterey 1/1 -4/30 75 46 121 5/1 -10/31 94 46 140 11/1 -12/31 75 46 121 Napa Napa 1/1 -3/31 110 46 156 4/1 -11/15 125 46 171 11/16-12/31 110 46 156 Oakhurst Madera 1/1 -4/30 55 42 97 5/1 -9/30 79 42 121 10/1 -12/31 55 42 97 Oakland Alameda All year 118 42 160 Ontario/Barstow/ San Bernardino All year 84 42 126 Victorville Palm Springs Riverside 1/1 -5/31 129 46 175 6/1 -12/31 84 46 130 Point Arena/Gualala Mendocino All year 109 42 151 Redding Shasta All year 78 34 112 Sacramento Sacramento All year 79 46 125 ® San Diego San Diego All year 99 50 149 San Francisco San Francisco All year 159 50 209 San Luis Obispo San Luis Obispo All year 79 42 121 San Mateo/Redwood San Mateo All year 134 46 180 City Santa Barbara Santa Barbara All year 114 42 156 Santa Cruz Santa Cruz All year 108 46 154 Santa Monica City limits of Santa Monica(see Los Angeles) 1/1 -5/31 109 42 151 6/1 -9/30 125 42 167 10/1 -12/31 109 42 151 Santa Rosa Sonoma All year 89 46 135 Solano County Solano;Travis AFB All year 79 46 125 South Lake Tahoe El Dorado(see also Stateline,NV) 1/1 -5/31 84 46 130 6/1 -8/31 97 46 143 9/1 -12/31 84 46 130 Sunnyvale/Palo Alto/ Santa Clara All year 150 50 200 San Jose Tahoe City Placer All year 145 46 191 Truckee Nevada 1/1 -6/14 63 46 109 6/15-9/30 81 46 127 10/1 -12/31 63 46 109 Visalia Tulare All year 69 42 111 West Sacramento Yolo All year 69 34 103 0 Page 24 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M8dE Per Diem State Key Cityz County and/or Other Defined Location3,4 Effective Dates Rate Rate Rates CA Yosemite National Park Mariposa 1/1 -4/30 $ 82 $46 $128 5/1 -9/30 114 46 160 10/1 -12131 82 46 128 CO Aspen Pitkin 1/1 -4/30 145 46 191 5/1 -12/31 89 46 135 Boulder Boulder All year 93 46 139 Colorado Springs El Paso 1/1 -5/14 59 42 101 5/15-9/15 73 42 115 9/16-12/31 59 42 101 Cortez Montezuma All year 69 34 103 Crested Butte City limits of Crested Butte(see Gunnison County) 1/1 -4/15 97 46 143 4/16-6/15 58 46 104 6/16-11/14 71 46 117 11/15-12/31 97 46 143 Denver Denver,Adams,and Arapahoe Counties,that All year 112 46 158 portion of Westminster located in Jefferson County, and Lone Tree in Douglas County Durango La Plata 1/1 -5/14 70 42 112 5/15-9/30 99 42 141 10/1 -12/31 70 42 112 Fort Collins Larimer(except Loveland) All year 76 38 114 • Glenwood Springs Garfield 1/1 -5/14 55 34 89 5/15-10/15 95 34 129 10/16-12/31 55 34 89 Grand Junction Mesa All year 64 34 98 Gunnison Gunnison(except Crested Butte) 1/1 -5/14 55 38 93 5/15-9/30 70 38 108 10/1.-12/31 55 38 93 Jefferson County Jefferson All year 94 38 132 Loveland City limits of Loveland(see Larimer County) All year 69 34 103 Montrose Montrose All year 69 38 107 Pueblo Pueblo 1/1 -5/31 58 38 96 6/1 -9/30 72 38 110 10/1 -12/31 58 38 96 Silverthorne/Keystone Summit All year 170 42 212 Steamboat Springs Routt All year 59 42 101 Telluride San Miguel 1/1 -9/30 147 46 193 10/1 -12/19 85 46 131 12/20-12/31 147 46 193 Trinidad Las Animas All year 62 34 96 Vail Eagle 1/1 -3/31 200 46 246 4/1 -11/30 105 46 151 12/1 -12/31 200 46 246 CT Bridgeport/Danbury Fairfield All year 109 42 151 • Hartford Hartford All year 120 42 162 Page 25 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M&IE Per Diem State Key City2 County and/or Other Defined Location3,4 Effective Dates Rate Rate Rates CT Lakeville/Salisbury Litchfield All year $ 95 $42 $137 Middlesex County Middlesex All year 78 34 112 New Haven New Haven All year 87 38 125 New London/Groton New London 1/1 -4/30 79 38 117 5/1 -10/31 107 38 145 11/1 -12/31 79 38 117 Putnam/Danielson Windham All year 56 34 90 Storrs/Mansfield Tolland All year 70 34 104 DC Washington,DC(also All year 150 50 200 the cities of Alexandria, Falls Church,and Fairfax,and the counties of Arlington, Loudoun,and Fairfax,in Virginia;and the counties of Montgomery and Prince George's in Maryland)(see also Maryland and Virginia) DE Dover Kent 1/1 -5/24 64 38 102 5/25-9/4 75 38 113 9/5-12/31 64 38 102 Lewes Sussex All year 120 42 162 Wilmington New Castle 1/1 -3/31 99 38 137 . 4/1 -9/30 109 38 147 10/1 -12/31 99 38 137 FL Altamonte Springs Seminole All year 71 42 113 Bradenton Manatee 1/1 -4/30 65 34 99 5/1 -12/31 55 34 89 Cocoa Beach Brevard All year 105 38 143 Daytona Beach Volusia 1/1 -1/31 69 42 111 2/1 -8/31 90 42 132 9/1 -12/31 69 42 111 Fort Lauderdale Broward 1/1 -4/30 100 46 146 5/1 -12/14 69 46 115 12/15-12131 100 46 146 Fort Myers Lee 1/1 -1/14 55 46 101 1/15-4/15 70 46 116 4/16-12/31 55 46 101 Fort Pierce St.Lucie 1/1-4/30 70 42 112 5/1 -12/14 55 42 97 12/15-12131 70 42 112 Fort Walton Beach Okaloosa 1/1 -4/30 80 42 122 5/1 -10/31 110 42 152 11/1 -12/31 80 42 122 Gainesville Alachua All year 61 38 99 Gulf Breeze Santa Rosa 1/1 -4/30 59 42 101 • 5/1-9/30 115 42 157 10/1 -12/31 59 42 101 Page 26 Table 4. (Effective October 1,2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate • Maximum Maximum Lodging MWE Per Diem State Key Cityz County and/or Other Defined Location3.4 Effective Dates Rate Rate Rates FL Jacksonville/Mayport Duval;Mayport Naval Station All year $ 81 $38 $119 Key West Monroe 1/1 -4/30 180 46 226 5/1 -12131 109 46 155 Kissimmee Osceola 1/1 -1/31 64 38 102 2/1 -4/30 77 38 115 5/1 -12/31 64 38 102 Lakeland Polk All year 71 38 109 Leesburg Lake 1/1 -4/15 68 34 102 4/16-10/31 55 34 89 11/1 -12/31 68 34 102 Miami Dade All year 98 46 144 Naples Collier 1/1 -4/15 109 42 151 4/16-12/15 69 42 111 12/16-12/31 109 42 151 Ocala Marion All year 59 34 93 Orlando Orange All year 95 46 141 Palm Beach(also the Palm Beach All year 98 46 144 cities of Boca Raton, Delray Beach,Jupiter, Palm Beach Gardens, Palm Beach Shores, Singer Island,and West Palm Beach) Panama City Bay All year 74 42 116 Pensacola Escambia All year 85 34 119 Punta Gorda Charlotte 1/1 -4/15 75 38 113 4/16-12/14 55 38 93 12/15-12/31 75 38 113 Sarasota Sarasota 1/1 -4/30 80 42 122 5/1 -12/31 70 42 112 Sebring Highlands All year 64 34 98 St.Augustine St.Johns All year 65 42 107 Stuart Martin All year 57 42 99 Tallahassee Leon All year 65 38 103 Tampa/St.Petersburg Pinellas,Hillsborough All year 93 42 135 Vero Beach Indian River 1/1 -4/15 99 34 133 4/16-12/14 59 34 93 12/15-12/31 99 34 133 GA Albany Dougherty All year 57 38 95 Athens Clarke All year 69 38 107 Atlanta Fulton All year 112 42 154 Clayton County Clayton All year 89 34 123 Cobb County Cobb All year 112 42 154 Columbus Muscogee All year 63 38 101 Conyers Rockdale All year 69 38 107 • DeKalb County eKalb All year 112 42 154 Page 27 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M&E Per Diem state Key City2 County and/or Other Defined Location3,4 Effective Dates Rate Rate Rate' GA Dublin Laurens All year $ 57 $34 $ 91 Gwinnett County Gwinnett All year 69 42 111 Savannah Chatham All year 89 42 131 IA Cedar Rapids Linn All year 60 30 90 Des Moines Polk All year 67 34 101 ID Boise Ada All year 61 42 103 Coeur d'Alene Kootenai All year 56 38 94 Ketchum Blaine(except Sun Valley) 1/1 -4/30 74 42 116 5/1 -11/30 84 42 126 12/1 -12/31 74 42 116 McCall Valley All year 62 42 104 Sun Valley City limits of Sun Valley(see Blaine County) All year 149 42 191 IL Aurora Kane(except Elgin) All year 66 34 100 Chicago Cook,Lake All year 155 50 205 Du Page County Du Page All year 89 42 131 Elgin City limits of Elgin(see Kane County) All year 60 34 94 Rockford Winnebago All year 60 34 94 IN Carmel Hamilton All year 65 42 107 Fort Wayne Allen All year 58 34 92 Indianapolis Marion;Ft.Benjamin Harrison Before 11/8/02 70 46 116 After 11/7/02 83 46 129 Lafayette Tippecanoe All year 59 34 93 Michigan City La Porte All year 65 38 103 Nashville Brown 1/1 -3/31 59 42 101 4/1 -11/15 75 42 117 11/16-12/31 59 42 101 South Bend St.Joseph All year 61 38 99 Valparaiso/Burlington Porter All year 89 38 127 Beach KS Kansas City/Overland Wyandotte,Johnson Before 11/8/02 85 42 127 Park After 11/7/02 84 42 126 Wichita Sedgwick All year 59 42 101 KY Covington Kenton All year 80 42 122 Lexington Fayette All year 65 34 99 Louisville Jefferson All year 69 42 111 Newport Campbell All year 74 34 108 LA Baton Rouge East Baton Rouge Parish All year 78 42 120 Gonzales Ascension Parish All year 59 38 97 Lake Charles Calcasieu Parish All year 70 38 108 New Orleans/St. Orleans,St.Bernard,Plaquemine,and 1/1 -5/31 139 46 185 Bernard Jefferson Parishes 6/1 -12/31 89 46 135 Shreveport/Bossier Caddo Parish All year 60 42 102 City Slidell St.Tammany Parish All year 65 34 99 Page 28 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate • Maximum Maximum Lodging M&IE Per Diem State Key Cityz County and/or Other Defined Location3,4 Effective Dates Rate Rate Rates LA St.Francisville West Feliciana Parish All year $ 75 $42 $117 MA Andover Essex All year 109 42 151 Boston Suffolk Before 12/15/02 159 50 209 After 12/14102 1/1 -4/30 159 50 209 5/1 -11/30 192 50 242 12/1 -12131 159 50 209 Cambridge Middlesex(except Lowell) Before 12/15/02 159 50 209 After 12/14/02 1/1 -4/30 159 50 209 5/1 -11/30 192 50 242 12/1 -12131 159 50 209 Falmouth City limits of Falmouth 1/1 -5/31 70 38 108 6/1 -9/30 105 38 143 10/1 -12/31 70 38 108 Hyannis Barnstable All year 94 42 136 Lowell City limits of Lowell(except Cambridge)(see All year 99 38 137 Middlesex County) Martha's Vineyard Dukes 1/1 -5/31 85 46 131 6/1 -10/15 150 46 196 10/16-12/31 85 46 131 ® Nantucket Nantucket 1/1 -6/14 75 46 121 6/15-10/15 150 46 196 10/16-12/31 75 46 121 New Bedford City limits of New Bedford(see Bristol County) 1/1 -5/14 65 38 103 5/15-10/15 75 38 113 10/16-12/31 65 38 103 Northampton Hampshire All year 72 38 110 Pittsfield Berkshire All year 65 42 107 Plymouth Plymouth 1/1 -6/14 99 38 137 6/15-10/15 119 38 157 10/16-12/31 99 38 137 Quincy Norfolk All year 74 42 116 Springfield Hampden All year 99 38 137 Taunton Bristol(except New Bedford) All year 74 34 108 Worcester Worcester All year 79 38 117 MD Counties of All year 150 50 200 Montgomery and Prince George's Annapolis Anne Arundel All year 90 46 136 Baltimore Baltimore All year 137 46 183 Cambridge Dorchester All year 70 34 104 Columbia Howard All year 110 46 156 Frederick Frederick All year 65 34 99 Grasonville Queen Annes All year 75 42 117 Harford County Harford All year 104 42 146 Page 29 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M&IE Per Diem State Key Cityz County and/or Other Defined Location3.4 Effective Dates Rate Rate Rates MD Lexington Park/ St.Mary's,Calvert All year $ 75 $38 $113 Leonardtown/Lusby Ocean City Worcester 1/1 -6/14 59 46 105 6/15-10/31 144 46 190 11/1 -12/31 59 46 105 St.Michaels Talbot All year 100 46 146 ME Bar Harbor Hancock 1/1 -6/14 89 42 131 6/15-10/15 110 42 152 10/16-12/31 89 42 131 Bath Sagadahoc 1/1 -4/30 55 38 93 5/1 -10/31 61 38 99 11/1 -12/31 55 38 93 Kennebunk/Kittery/ York 111 -6/14 69 42 111 Sanford 6/15-10/31 129 42 171 11/1 -12/31 69 42 111 Portland Cumberland 1/1 -6/30 79 42 121 7/1 -10/31 119 42 161 11/1 -12/31 79 42 121 Rockport Knox 1/1 -6/30 55 46 101 7/1 -8/26 87 46 133 8/27-12/31 55 46 101 Wiscasset Lincoln 1/1 -6/30 72 42 114 7/1 -10/31 99 42 141 1111 -12/31 72 42 114 MI Ann Arbor Washtenaw All year 75 42 117 Berrien County Berrien All year 59 34 93 Charlevoix Charlevoix 1/1 -5/31 59 42 101 6/1 -8/31 105 42 147 9/1 -12/31 59 42 101 Detroit Wayne Before 12/15/02 109 50 159 After 12/14/02 108 50 158 East Lansing/Lansing Ingham All year 65 42 107 Frankenmuth Saginaw All year 69 34 103 Frankfort Benzie All year 62 34 96 Gaylord Otsego All year 65 38 103 Grand Rapids Kent All year 62 38 100 Holland Ottawa All year 60 38 98 Leland Leelanau All year 75 38 113 Mackinac Island Mackinac All year 165 46 211 Midland Midland All year 72 38 110 Mt.Pleasant Isabella All year 65 38 103 Muskegon Muskegon 1/1 -4/30 59 34 93 5/1 -8/31 79 34 113 9/1 -12/31 59 34 93 Ontonagon Ontonagon All year 65 34 99 Page 30 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate State Key Cityz County and/or Other Defined Location3,4 Effective Dates Maximum Maximum Lodging M&IE Per Diem Rate Rate Rates MI Petoskey Emmet 1/1 -5/31 $ 55 $42 $ 97 6/1 -10/31 65 42 107 11/1 -12/31 55 42 97 Pontiac/Troy/Auburn Oakland All year 94 42 136 Hills Sault Ste.Marie Chippewa 1/1 -5/14 55 38 93 5/15-10/15 63 38 101 10/16-12/31 55 38 93 South Haven Van Buren All year 76 38 114 Traverse City Grand Traverse All year 125 46 171 Warren Macomb All year 79 38 117 MN Anoka County Anoka All year 65 38 103 Dakota County Dakota All year 80 38 118 Duluth St.Louis 1/1 -5/31 56 42 98 6/1 -10/31 85 42 127 11/1 -12/31 56 42 98 Minneapolis/St.Paul Hennepin,Ramsey;Ft.Snelling Military Before 11/8/02 95 50 145 Reservation and Navy Astronautics Group After 11/7/02 110 50 160 (Detachment BRAVO) Rochester Olmsted All year 73 38 111 MO Branson Taney 1/1 -3/31 55 38 93 • 4/1 -12/31 62 38 100 Hannibal Marion All year 57 34 91 Jefferson City Cole All year 60 34 94 Kansas City Jackson,Clay;Kansas City International Airport Before 11/8/02 85 46 131 After 11/7/02 84 46 130 Osage Beach Camden All year 89 34 123 Platte Platte(except Kansas City International Airport) Before 11/8/02 61 38 99 After 11/7/02 84 38 122 Springfield Greene All year 63 34 97 St.Louis St.Louis,St.Charles Before 12/15/02 90 50 140 After 12/14/02 102 50 152 St.Robert/Ft. Pulaski All year 74 34 108 Leonardwood MS Bay St.Louis Hancock 111 -3/31 55 38 93 4/1 -10/31 69 38 107 11/1 -12/31 55 38 93 Biloxi/Gulfport Harrison All year 61 42 103 Robinsonville Tunica All year 59 34 93 MT Big Sky Gallatin(except West Yellowstone) All year 125 46 171 Polson/Kalispell Lake,Flathead 1/1 -5/31 55 34 89 6/1 -9/15 64 34 98 9116-12/31 55 34 89 Page 31 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M&IE Per Diem State Key City2 County and/or Other Defined Location3.4 Effective Dates Rate Rate Rates MT West Yellowstone City limits of West Yellowstone(see Gallatin 1/1 -5/31 $ 55 $38 $ 93 County) 6/1 -9/30 92 38 130 10/1 -12/31 55 38 93 NC Atlantic Beach Carteret 1/1 -5/31 55 34 89 6/1 -8/31 64 34 98 9/1 -12/31 55 34 89 Chapel Hill Orange All year 80 42 122 Charlotte Mecklenburg Before 12/15/02 71 42 113 After 12/14/02 81 42 123 Cherokee Swain 1/1 -3/31 55 34 89 4/1 -10/31 62 34 96 11/1 -12/31 55 34 89 Fayetteville Cumberland All year 63 38 101 Greensboro Guilford All year 87 42 129 Greenville Pitt All year 64 34 98 Kill Devil Dare 1/1 -2/28 75 42 117 3/1 -4/30 55 42 97 5/1 -9/30 114 42 156 10/1 -12/31 75 42 117 New Bern/Havelock Craven All year 62 38 100 Raleigh Wake All year 74 42 116 Research Triangle Durham All year 85 46 131 Park/Durham Wilmington New Hanover 1/1 -3/31 58 38 96 4/1 -9/15 65 38 103 9/16-12/31 58 38 96 Winston-Salem Forsyth All year 64 42 106 ND The standard CONUS rate of$85($55 for lodging and$30 for M&IE)applies to all per diem localities in North Dakota. NE Omaha Douglas All year 63 42 105 NH Concord Merrimack 111 -4/30 58 38 96 5/1 -10/31 68 38 106 1111 -12/31 58 38 96 Conway Carroll All year 89 42 131 Durham Strafford All year 89 34 123 Hanover/Sullivan Grafton,Sullivan All year 95 38 133 County Laconia Belknap All year 73 38 111 Manchester Hillsborough All year 89 38 127 Newington Rockingham(except Portsmouth); Pease AFB 1/1 -6/30 65 38 103 7/1 -10/31 81 38 119 11/1 -12/31 65 38 103 Portsmouth City limits of Portsmouth(see Rockingham County) 1/1 -10/15 85 42 127 10/16-12/31 69 42 111 Page 32 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M&IE Per Diem State Key Cityz County and/or Other Defined Location3,4 Effective Dates Rate Rate Rates NJ Atlantic City Atlantic 1/1 -5/31 $109 $46 $155 6/1 -11/30 149 46 195 12/1 -12/31 109 46 155 Cape May Cape May(except Ocean City) 111 -5/31 95 46 141 6/1 -11/30 155 46 201 12/1 -12/31 95 46 141 Cherry Hill/Camden/ Camden,Burlington All year 74 46 120 Moorestown Eatontown Monmouth(except Freehold);Ft.Monmouth All year 84 42 126 Edison Middlesex(except Piscataway) All year 169 34 203 Flemington Hunterdon All year 80 38 118 Freehold City limits of Freehold(see Monmouth County) All year 85 38 123 Millville Cumberland All year 58 34 92 Newark Bergen,Essex,Hudson,and Passaic All year 125 46 171 Ocean City City limits of Ocean City(see Cape May County) 1/1 -6/14 80 42 122 6/15-9/15 215 42 257 9/16-12/31 80 42 122 Parsippany/Picatinney Morris All year 114 42 156 Arsenal/Dover Piscataway/Belle Somerset;city limits of Piscataway All year 144 42 186 Mead • Princeton/Trenton Mercer All year 139 46 185 Toms River Ocean 1/1 -5/14 79 42 121 5/15-9/15 89 42 131 9/16-12/31 79 42 121 Union County Union All year 107 42 149 NM Albuquerque Bernalillo Before 12/15/02 65 42 107 After 12/14/02 72 42 114 Cloudcroft Otero 1/1 -5/31 65 34 99 6/1 -10/31 74 34 108 11/1 -12/31 65 34 99 Las Cruces Dona Ana All year 60 34 94 Los Alamos Los Alamos All year 71 38 109 Santa Fe Santa Fe All year 99 46 145 Taos Taos All year 75 38 113 NV Incline Village/Crystal City limits of Incline Village and Crystal Bay 1/1 -5/14 79 42 121 Bay 5/15-9115 99 42 141 9/16-12/31 79 42 121 Las Vegas Clark;Nellis AFB All year 79 42 121 Stateline Douglas(see also South Lake Tahoe,CA) All year 129 46 175 NY Albany Albany All year 96 46 142 The Bronx/Brooklyn/ The boroughs of The Bronx,Brooklyn,and Queens All year 168 46 214 Queens Buffalo Erie All year 78 42 120 Page 33 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M&E Per Diem State Key Cityz County and/or Other Defined Location'^ Effective Dates Rate Rate Rates NY Glens Falls Warren 1/1 -5/31 $ 55 $38 $ 93 6/1 -9/30 74 38 112 10/1 -12/31 55 38 93 Ithaca Tompkins All year 69 38 107 Kingston Ulster All year 79 42 121 Lake Placid Essex 1/1 -6/14 59 42 101 6/15-10/15 86 42 128 10/16-12/31 59 42 101 Manhattan The borough of Manhattan All year 208 50 258 Nassau County/Great Nassau All year 190 46 236 Neck Niagara Falls Niagara 1/1 -4/30 55 38 93 5/1 -10/31 89 38 127 11/1 -12/31 55 38 93 Nyack/Palisades Rockland 1/1 -3/31 57 42 99 411-9/30 67 42 109 10/1 -12/31 57 42 99 Owego Tioga All year 73 34 107 Poughkeepsie Dutchess All year 74 42 116 Rochester Monroe All year 83 46 129 Saratoga Springs Saratoga 1/1 -6/30 75 42 117 ® 7/1 -10/31 95 42 137 1111 -12/31 75 42 117 Staten Island Richmond All year 120 46 166 Suffolk County Suffolk All year 149 42 191 Syracuse Onondaga All year 70 38 108 Tarrytown Westchester(except White Plains) All year 114 46 160 Waterloo/Romulus Seneca 1/1 -6/14 69 34 103 6/15-9/15 89 34 123 9/16-12131 69 34 103 Watkins Glen Schuyler All year 59 38 97 West Point Orange All year 121 38 159 White Plains City limits of White Plains(see Westchester County) All year 165 46 211 OH Akron Summit All year 72 42 114 Bellevue Huron All year 72 34 106 Cambridge Guernsey All year 60 34 94 Cincinnati Hamilton,Warren All year 69 50 119 Cleveland Cuyahoga All year 86 46 132 Columbus Franklin All year 75 42 117 Dayton Montgomery;Wright-Patterson AFB All year 65 34 99 Fairborn Greene All year 66 38 104 Geneva Ashtabula All year 59 38 97 Hamilton Butler All year 59 38 97 ® Lancaster Fairfield All year 66 34 100 Page 34 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging MWE Per Diem State Key Cityz County and/or Other Defined Location3.4 Effective Dates Rate Rate Rates OH Port Clinton/Oak Ottawa 1/1 -5/31 $ 69 $38 $107 Harbor 6/1 -9/5 95 38 133 9/6-12/31 69 38 107 Sandusky Erie 1/1 -4/30 55 42 97 5/1 -9/5 85 42 127 9/6-12/31 55 42 97 Toledo Lucas All year 69 34 103 OK Oklahoma City Oklahoma All year 65 42 107 OR Ashland Jackson All year 59 46 105 Beaverton Washington All year 59 42 101 Bend Deschutes 111 -5/31 59 42 101 6/1 -9/30 69 42 111 10/1 -12/31 59 42 101 Clackamas Clackamas All year 66 38 104 Crater Lake Klamath All year 74 34 108 Eugene Lane(except Florence) All year 62 42 104 Florence City limits of Florence(see Lane County) All year 80 38 118 Gold Beach Curry All year 58 34 92 Lincoln City/Newport Lincoln All year 65 38 103 Portland Multnomah All year 91 42 133 • Seaside Clatsop 1/1 -6/30 59 38 97 7/1 -8/31 79 38 117 9/1 -12/31 59 38 97 PA Allentown Lehigh All year 62 34 96 Chester/Radnor/ Delaware(except Wayne) All year 75 38 113 Essington Easton Northampton All year 69 34 103 Erie Erie All year 65 34 99 Gettysburg Adams 1/1 -4/30 55 38 93 5/1 -10/31 82 38 120 11/1 -12/31 55 38 93 Harrisburg Dauphin(except Hershey) All year 79 46 125 Hershey City limits of Hershey(see Dauphin County) 1/1 -5/31 55 42 97 6/1 -9/15 125 42 167 9/16-12/31 55 42 97 King of Prussia/Ft. Montgomery Before 11/8/02 119 46 165 Washington/Bala After 11/7/02 124 46 170 Cynwyd Lancaster Lancaster 1/1 -4/30 60 42 102 5/1 -10/31 70 42 112 11/1 -12/31 60 42 102 Malvern/Downington/ Chester All year 83 42 125 Valley Forge Mechanicsburg Cumberland All year 74 34 108 • Page 35 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate • Maximum Maximum Lodging M&IE Per Diem State Key Cityz County and/or Other Defined Location3,6 Effective Dates Rate Rate Rates PA Philadelphia Philadelphia Before 11/8/02 $118 $50 $168 After 11/7/02 124 50 174 Pittsburgh Allegheny Before 12/15/02 79 46 125 After 12/14/02 90 46 136 Reading Berks All year 75 42 117 Scranton Lackawanna All year 60 34 94 Warminster Bucks;Navy Air Development Center All year 75 38 113 Wayne City limits of Wayne(see Delaware County) All year 100 46 146 RI East Greenwich Kent;Naval Construction Battalion Center, All year 79 42 121 Davisville Newport Newport 111 -3/31 79 46 125 4/1 -12/31 111 46 157 North Kingstown Washington All year 89 30 119 Providence Providence All year 89 46 135 SC Aiken Aiken All year 65 34 99 Charleston/Berkeley Charleston,Berkeley All year 106 42 148 County Columbia Richland All year 65 34 99 Greenville Greenville All year 65 42 107 Hilton Head Beaufort 1/1 -3/14 75 46 121 3115-9/30 95 46 141 • 10/1 -12/31 75 46 121 Myrtle Beach Horry;Myrtle Beach AFB 1/1 -2/28 59 46 105 3/1 -11/30 99 46 145 12/1 -12/31 59 46 105 SD Custer Custer 111 -6/14 55 34 89 6115-8/19 70 34 104 8/20-12/31 55 34 89 Hot Springs Fall River lit -6/14 79 34 113 6/15-10/15 108 34 142 10/16-12/31 79 34 113 Rapid City Pennington 1/1 -5/14 55 34 89 5/15-9/30 99 34 133 10/1 -12/31 55 34 89 Sturgis Meade 1/1 -6/14 55 30 85 6/15-8/15 79 30 109 8116-12/31 55 30 85 TN Alcoa/Townsend Blount All year 63 34 97 Gatlinburg Sevier 1/1 -4/30 70 42 112 5/1 -10/31 78 42 120 11/1 -12/31 70 42 112 Memphis Shelby All year 75 42 117 Murfreesboro Rutherford All year 57 34 91 Nashville Davidson All year 82 46 128 • Williamson County Williamson All year 60 34 94 Page 36 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate Maximum Maximum Lodging M&IE Per Diem State Key Cityz County and/or Other Defined Location3,4 Effective Dates Rate Rate Rates TX Amarillo Potter All year $ 57 $34 $ 91 Arlington/Grapevine Tarrant All year 77 38 115 Austin Travis All year 80 42 122 Bryan Brazos(except College Station) All year 60 34 94 College Station City limits of College Station(see Brazos County) All year 69 38 107 Corpus Christi Nueces All year 59 42 101 Dallas Dallas All year 89 46 135 El Paso El Paso All year 78 34 112 Fort Davis Jeff Davis All year 68 34 102 Fort Worth City limits of Fort Worth All year 94 42 136 Galveston Galveston All year 76 46 122 Granbury Hood All year 60 30 90 Houston Harris;L.B.Johnson Space Center,Ellington AFB All year 73 46 119 Killeen Bell All year 59 34 93 Laredo Webb All year 70 34 104 McAllen Hidalgo All year 70 38 108 Plano Collin All year 70 38 108 San Antonio Bexar All year 91 46 137 South Padre Island Cameron 1/1 -2/28 70 38 108 ® 3/1 -8/15 91 38 129 8/16-12/31 70 38 108 Waco McLennan All year 57 34 91 UT Bullfrog Garfield All year 73 34 107 Cedar City Iron All year 59 38 97 Moab Grand 1/1 -3/14 55 38 93 3/15-10/31 90 38 128 11/1 -12/31 55 38 93 Ogden/Layton/Davis Weber,Davis All year 69 38 107 County Park City Summit 1/1 -3/31 169 46 215 4/1 -12/14 79 46 125 12/15-12/31 169 46 215 Provo Utah 1/1 -2/28 60 42 102 311-10/31 69 42 111 11/1 -12/31 60 42 102 Salt Lake City Salt Lake;Dugway Proving Ground,Tooele Army All year 75 38 113 Depot VA Cities of Alexandria, All year $150 $50 $200 Fairfax,and Falls Church,and the counties of Arlington, Fairfax,and Loudoun Charlottesville All year 60 46 106 Colonial Heights All year 77 34 111 . Dinwiddie County Dinwiddie All year 77 34 111 Page 37 Table 4. (Effective October 1,2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate • Maximum Maximum Lodging M&IE Per Diem State Key Cityz County and/or Other Defined Location3,4 Effective Dates Rate Rate Rates VA Fredericksburg Spotsylvania,Stafford All year 72 30 102 Hopewell All year 77 34 111 Lynchburg All year 64 42 106 Manassas/ Prince William All year 84 38 122 Woodbridge Petersburg All year 77 34 111 Prince George County Prince George All year 77 34 111 Richmond Chesterfield,Henrico;Defense Supply Center All year 77 42 119 Roanoke All year 59 38 97 Virginia Beach Virginia Beach(also Norfolk,Portsmouth,and 1/1 -3/31 55 42 97 Chesapeake) 4/1 -10/31 109 42 151 11/1 -12/31 55 42 97 Wallops Island Accomack 1/1 -5/31 69 38 107 6/1 -9/5 89 38 127 9/6-12/31 69 38 107 Williamsburg Williamsburg(also Hampton,Newport News,York 1/1 -3/31 59 42 101 County,Naval Weapons Station,Yorktown) 4/1 -10/31 99 42 141 11/1 -12/31 59 42 101 Wintergreen Nelson All year 125 46 171 VT Burlington/St.Albans Chittenden,Franklin All year 89 38 127 • Manchester Bennington All year 68 46 114 Middlebury Addison All year 68 42 110 Montpelier Washington All year 62 34 96 White River Junction Windsor 1/1 -9/14 55 34 89 9/15-10/31 90 34 124 11/1 -12/31 55 34 89 WA Anacortes Skagit,Island All year 64 42 106 Bremerton Kitsap All year 61 38 99 Everett Snohomish(except Lynnwood) All year 59 42 101 Friday Harbor San Juan 1/1 -4/30 65 46 111 5/1 -9/30 95 46 141 1011 -12/31 65 46 111 Lynnwood City limits of Lynnwood(see Snohomish County) All year 89 38 127 Ocean Shores Grays Harbor 1/1 -3/31 55 42 97 4/1 -9/30 82 42 124 1011 -12/31 55 42 97 Olympia/Tumwater Thurston All year 58 42 100 Port Angeles City limits of Port Angeles(see Clallam County) All year $ 65 $42 $107 Port Townsend Jefferson All year 79 38 117 Seattle King All year 143 50 193 Sequim Clallam(except Port Angeles) 1/1-6/28 55 38 93 6/29-9/1 62 38 100 9/2-12/31 55 38 93 Page 38 Table 4. (Effective October 1, 2002 — September 30, 2003) (Continued) Per Diem Locality Computing Maximum Rate • Maximum Maximum Lodging M&E Per Diem State Key Cityz County and/or Other Defined Location3,4 Effective Dates Rate Rate Rates WA Spokane Spokane All year 63 42 105 Tacoma Pierce All year 79 34 113 WI Brookfield Waukesha All year 66 42 108 Green Bay Brown All year 59 38 97 Lake Geneva Walworth 1/1 -5/31 66 42 108 6/1 -9/4 85 42 127 9/5-12/31 66 42 108 Madison Dane All year 62 42 104 Milwaukee Milwaukee All year 95 46 141 Racine Racine All year 80 34 114 Sheboygan Sheboygan All year 59 34 93 Sturgeon Bay Door 1/1 -5/14 56 38 94 5/15-10/15 81 38 119 10/16-12/31 56 38 94 Wisconsin Dells Columbia 1/1 -5/31 55 42 97 6/1 -9/30 85 42 127 10/1 -12/31 55 42 97 WV Berkeley Springs Morgan All year 69 38 107 Charleston Kanawha All year 78 42 120 Martinsburg/ Berkeley All year 59 34 93 ® Hedgesville Morgantown Monongalia All year 66 38 104 Shepherdstown Jefferson All year 79 38 117 Wheeling Ohio All year 71 38 109 WY Cody Park 1/1-5/14 55 34 89 5/15-10/15 98 34 132 10/16-12/31 55 34 89 Jackson Teton 1/1-9/15 115 46 161 9/16-10/31 69 46 115 11/1 -12/31 115 46 161 'Transition rule.In lieu of the updated GSA rates in Table 4,taxpayers 5Federal agencies may submit a request to GSA for review of the costs may continue to use the CONUS rates in effect for the first 9 months of 2002 covered by per diem in a particular city or area where the standard CONUS (Table 3)for expenses of all CONUS travel away from home that are paid or rate applies when travel to that location is repetitive or on a continuing basis incurred during calendar year 2002.A taxpayer must consistently use either and travelers'experiences indicate that the prescribed rate is inadequate. these rates or the updated rates for the period of October 1,2002,through Other per diem localities listed in this appendix will be reviewed on an annual December 31,2002. basis by GSA to determine whether rates are adequate.Requests for per diem rate adjustments shall be submitted by the agency headquarters office to 'Unless otherwise specified,the per diem locality is defined as"all locations the General Services Administration,Office of Governmentwide Policy,Attn: within,or entirely surrounded by,the corporate limits of the key city,including Travel Management Policy Division(MTT),Washington,D.C.20405.Agencies independent entities located within those boundaries." should submit their request to GSA no later than 2/27 for the city to be included in the annual review.Agencies should designate an individual 'Per diem localities with county definitions shall include"all locations within, responsible for reviewing,coordinating,and submitting to GSA any requests or entirely surrounded by,the corporate limits of the key city as well as the from bureaus or subagencies.Requests for rate adjustments shall include a boundaries of the listed counties,including independent entities located within city designation,a description of the surrounding location involved(county or the boundaries of the key city and the listed counties(unless otherwise listed other defined area),and a recommended rate supported by a statement separately)." explaining the circumstances that cause the existing rate to be inadequate. The request also must contain an estimate of the annual number of trips to the 4When a military installation or Government-related facility(whether or not location,the average duration of such trips,and the primary purpose of travel specifically named)is located partially within more than one city or county to the location. boundary,the applicable per diem rate for the entire installation or facility is the higher of the two rates which apply to the cities and/or counties,even Note:Recognizing that all locations are not incorporated cities,the term"city though part(s)of such activities may be located outside the defined per diem limits"has been used as a general phrase to denote the commonly recognized • locality. local boundaries of the location cited. Page 39 You can also reach us with your computer using File How T® Get Tax Help Transfer Protocol at ftp.irs.gov. You can get help with unresolved tax issues, order free TaxFax Service. 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Find the address 1-877-233-6767 or on the Internet at http:// that applies to your part of the country. www.irs.gov/cdorders. The first release is available in ® Western part of U.S.: early January and the final release is available in late Western Area Distribution Center February. Rancho Cordova, CA 95743-0001 © Central part of U.S.: CD-ROM for small businesses. IRS Publication Central Area Distribution Center O 3207, Small Business Resource Guide, is a must P.O. Box 8903 for every small business owner or any taxpayer Bloomington, IL 61702-8903 about to start a business. This handy, interactive CD con- tains all the business tax forms, instructions and publica- n Eastern part of U.S. and foreign addresses: tions needed to successfully manage a business. In Eastern Area Distribution Center addition, the CD provides an abundance of other helpful P.O. 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Commission action being requested: Adopt Resolution or Ordinance ❑ Expenditure ❑ Award BID/ RFP ❑ Presentation ❑ General approval of item ❑ Continued from meeting r Other(Please vxpla in- , f Su,mma ex lanat>on antl background ' -n u..,rYIMMp.,.. ... V Sec. 2-7 Code of Ordinance provide per diem rate according to Florida Statue 112. The State currently has amended the rate to $50 per day. However, there may be taxable consequences according to IRS irules. Management has developed an travel policy which will adhere to the IRS rules. Attached exhibits a d additional backup material§(Please Iist) For purchasing requests ONLY Department: Amount: Fund: General: ❑ Water: ❑ Sewer: ❑ Stormwater: ❑ Grants: ❑ Capital: ❑ Account Name: Account Number: Submitted by: Patricia Varney Date: 4/15/2003 Department Director: Date: Admin. Services Director. Date: • Finance Director. Patricia Varney Date: 4/15/2003 City Manager. Ivan Pato Date: 4/15/2003, CITY OF DANIA BEACH Tm DEPARTMENT OF FINANCE • MEMORANDUM TO: Ivan Pato, City Manager Memo: DF-03-019 FROM: Patricia Varney, Director of Finance DATE: April 13, 2003 SUBJECT: Travel Per Diem Background In reviewing the City's ordinance a few weeks ago, it came to my attention that according to Section 2-7 City Code of Ordinance, travel per diem rate for any city's business should adhere to Florida Statute 112 with the exception of the City Manager, City Commission and the City Attorney. Currently, according to the Florida Statute 112.061, the per diem rate is $50.00 per day which was recently revised. However, according to IRS rules, any amount above the IRS established per diem rate has to be substantiate with receipts, otherwise, it will be deemed taxable. It is difficult to monitor this requirement by IRS as employee may either lose their receipts or fail to submit to ® Finance after their return. Upon my arrival, I have implemented a travel policy which adheres to the IRS rules. The IRS per diem rate is established based on the state and county that one travels. The IRS revised rate (dated February 2003) range from $30 to $50 depends on the location of travel. This travel policy also provides tighter control such as pre-authorization by the City Manager is required before an employee can register for a conference. Further, if meals are provided at the conference, it will be deducted from the per diem rate. Recommendation I am therefore recommending that the City's Ordinance Section 2-7 be amended and adopted the attached travel policy through a resolution.