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HomeMy WebLinkAboutR-2018-074 Amending The City Travel Policy Applicable To City Employees and Elected Officials To Provide For Travel Reimbursement RESOLUTION NO. 2018-074 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA, AMENDING THE CITY TRAVEL POLICY APPLICABLE TO ELECTED OFFICIALS TO PROVIDE FOR TRAVEL REIMBURSEMENT; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH,FLORIDA: Section 1. That the City of Dania Beach Travel Policy applicable to City employees and elected officials, is amended to allow travel reimbursement for lodging by elected City officials, as specified in the Policy, a copy of which is attached as Exhibit"A", and incorporated by this reference. 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 That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict.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 retroactive to May 22, 2018. PASSED AND ADOPTED on June 12, 2018. ATTEST: THOMAS SCHNEIDER, CMC TAMARA J CITY CLERK � 9p�" MAYOR Is APPROVED APPROVED AS TO FO D CORRECTNESS: J . 7 THO SJ. A BRO .. CITY ATTO Y CITY OF DANIA BEACH TRAVEL POLICY Purpose/Scope All employees (including for the purposes of this policy the City Commission, 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. Definitions Employee: shall mean an individual who is appointed to a regular full-time or regular part-time position traveling on City business (but shall also, for purposes of this policy only, include elected officials, the City Manager and the City Attorney). 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 an employee works. 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 of Palm Beach County, Miami-Dade County and Broward County. Policy / Procedures Travel Authorization Overnight travel, out-of-state travel, and air travel require the advance approval, in writing, by the City Manager and the City Commission. This is to be accomplished using the City of Dania Beach Pre-Approved Travel Authorization form. Employees requesting only mileage, meal reimbursement or both must obtain pre-approval from the Department Director and should submit for mileage reimbursement to the 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 and City Commission, 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. Long For travel outside the tri-county area (Miami-Dade, Broward and Palm Beach counties), 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. For travel outside and within the tri-county area, members of the City Commission will be allowed reasonable costs of 2 RESOLUTION#2018-074 lodging at the rates specified above applicable to City employees. 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 that 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 travel, 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 at which lunch is not provided, upon proof or receipt, the City will reimburse up to $10.00, except for those individuals who receive a monthly expense allowance. 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 circumstances: • 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 3 RESOLUTION#2018-074 • 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 group. Employees receiving an expense 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 circumstances. 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. 4 RESOLUTION#2018-074 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 needs of the Department. No overtime is compensated during attendance at any conference or seminar if the training or traveling extends 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. 5 RESOLUTION#2018-074