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HomeMy WebLinkAboutR-2019-037 AMENDED A Resolution of the City, Amending the City Travel Policy, Providing for Conflicts; Further, Providing for an Effectived Date. RESOLUTION NO.2019-037 AMENDED A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA, AMENDING THE CITY TRAVEL POLICY; 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 adopted pursuant to Section 2.7 of the City Code of Ordinances, a copy of which policy is attached as Exhibit "A", and incorporated by this reference. This Resolution is adopted pursuant to Florida Statute, Section 112.061(9)(b). 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 That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict.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':immediately upon its passage and adoption. PASSED AND ADOPTED on May 14, 2019. ATTEST: BE,4�, THOMAS SCHNEIDER, CMC L RI W LLEN CITY CLERK �� y�0� MAYOR ISHE� APPROVED AS TO FORM AND CORRECTNESS: TH&MAS J. AN R CITY ATTORNE, J 2019 O � i • 81isHED City of Dania Beach, Florida Travel Policy 2019 City of Dania Beach 100 W. Dania Beach Blvd Dania Beach, FL 33004 I Title: Travel Policy Page 1 of 19 ITY OF DANIA O&H TRA QLICY 2019 Table of Contents 1 INTRODUCTION ...................................................................................................................................3 1.1 OVERVIEW...................................................................................................................................3 2 CODE OF CONDUCT............................................................................................................................3 3 AUTHORIZATION TO INCUR TRAVEL EXPENSES...........................................................................4 3.1 CITY COMMISSION AUTHORITY................................................................................................4 3.2 CITY MANAGER AUTHORITY.....................................................................................................5 3.3 FINANCE DIRECTOR AUTHORITY.............................................................................................5 3.4 DEPARTMENT DIRECTOR AUTHORITY....................................................................................5 3.5 TRAVELER/EMPLOYEE ..............................................................................................................5 4 TRAVEL GUIDELINES FOR LOCAL BUSINESS TRAVEL................................................................5 4.1 GENERAL.....................................................................................................................................5 4.2 REGISTRATION FEES.................................................................................................................6 4.3 LODGING ARRANGEMENTS ......................................................................................................6 4.4 MILEAGE REIMBURSEMENT......................................................................................................6 5 TRAVEL GUIDELINES FOR EXTENDED BUSINESS TRAVEL.........................................................7 5.1 GENERAL.....................................................................................................................................7 5.2 REGISTRATION FEES.................................................................................................................7 5.3 AIRFARE/COMMON CARRIER....................................................................................................7 5.4 LODGING ARRANGEMENTS ......................................................................................................8 5.5 VEHICLE RENTAL........................................................................................................................9 5.6 PUBLIC TRANSPORTATION.....................................................................................................10 5.7 PERSONAL AUTOMOBILE USE................................................................................................10 5.8 CITY-OWNED VEHICLES ..........................................................................................................11 5.9 MEAL& INCIDENTAL EXPENSES(M&IE).................................................................................11 5.10 NON-REIMBURSABLE EXPENSES ..........................................................................................12 5.11 TAX-EXEMPT STATUS..............................................................................................................12 6 TRAVEL AUTHORIZATION AND REIMBURSEMENT PROCEDURES...........................................12 6.1 TRAVEL AUTHORIZATION........................................................................................................12 6.2 TRAVEL MEMORANDUMS........................................................................................................12 6.3 TRAVEL EXPENSE REIMBURSEMENT....................................................................................13 6.4 SUBMISSION OF ACTUAL REIMBURSABLE EXPENSES.......................................................13 TERMS AND DEFINITIONS.......................................................................................................................14 7 FORMS REFERENCE.........................................................................................................................15 Title: Travel Policy Page 2 of 19 Elm INTRODUCTION 1.1.1 The City of Dania Beach Travel Policy has been formulated to protect the interest of the City of Dania Beach by ensuring travel expenses are incurred in a valid, cost effective, time efficient, and consistent manner. 1.1.2 The attendance of employees at seminars and training programs is considered part of continual professional development. Attendance at such seminars and programs must be pre-approved by the Department Director, City Manager, and City Commission, as applicable. 1.1.3 The City will pay all reasonable out-of-pocket expenses for lodging, travel costs, meals, etc. pursuant to this Policy. However, no such expenses will be reimbursed without receipts documenting actual payment of such expenses. 1.1.4 Authorized Travelers must adhere to all policies outlined herein, the Procurement Policy, the Procurement Card Policy, and the City's financial and operational policies. The misrepresentation or altering of claims for reimbursement may result in the filing of criminal complaint(s) as well as disciplinary action. The City will pay all reasonable out-of-pocket expenses for lodging, travel costs, meals, etc. pursuant to this Policy. However, no such expenses will be reimbursed without receipts documenting actual payment of such expenses. 1.1.5 Authorized Travelers who are hourly and attend a conference are assumed to be working no more than eight (8) hours each day and will not be paid overtime for conference attendance. CODE OF • 2.1.1 The Code of Conduct for the City's Travel Policy is designed to provide the employee the philosophy and a set of guidelines to follow regarding travel for official City business. 2.1.2 Travel: Travel is reimbursed for official city business only. Each Traveler is expected to find the most cost effective and reasonable means of travel. 2.1.3 Meals: Meals are reimbursed only when traveling on official city business. Personal meals are not reimbursed. 2.1.4 P-Card: The employee may use their P-Card for approved travel-related expenses provided they are in compliance with the City's P-Card Policy. 2.1.5 Travel Charge Disputes: If a disagreement occurs with a hotel, transportation agency or restaurant, the Traveler should make every effort to reach a reasonable settlement to the dispute and inform their manager. Title: Travel Policy Page 3 of 19 CITY OF DANIA BE � �� TRAA?LICY 2019 2.1.6 Documentation: All transactions when traveling on official city business must be properly documented for business purposes. Any altered or forged documentation is strictly prohibited. 2.1.7 Purchase Restrictions: The purchase of products, services or commodities not authorized in the City's Procurement Manual or Travel Policy is strictly prohibited. The Traveler must verify with the department director or the Finance Department if there are any questions about whether a charge is valid according to policy. 2.1.8 Purchase Limits: All dollar value purchase limits will be adhered to under the Travel Policy and any splitting of transactions to avoid authorized limits is strictly prohibited. AUTHORIZATION TO INCUR TRAVEL EXPENSES 3.1 CITY COMMISSION AUTHORITY 3.1.1 The City Commission is authorized to approve City Manager, and City Attorney travel outside of the tri-county area (including out-of-state travel). 3.1.2 The following types of travel must be authorized in advance by the City Commission: a. Conferences (including workshops, training courses, seminars) outside of the tri-county area (Broward, Dade, and Palm Beach Counties) Title: Travel Policy Page 4 of 19 b. Conventions (including workshops, training courses, seminars) outside of the tri-county area (Broward, Dade, and Palm Beach Counties) c. Extended travel (including foreign travel) 3.1.3 City Commissioners are provided a discretionary annual travel allotment of Ten Thousand Dollars ($10,000.00) per Commissioner. Commission travel within this threshold will not require pre-approval. However, the City Commission will continue to use the Travel Authorization Form process in order to maintain budgetary control and compliance. 3.2.1 The City Manager or designee is authorized to approve departmental travel outside of the tri- county area (including out-of-state travel). 3.2.2 The following types of travel must be authorized in advance by the City Manager: a. Conferences (including workshops, training courses, seminars) outside of the tri-county area (Broward, Dade, and Palm Beach Counties) b. Conventions (including workshops, training courses, seminars) outside of the tri-county area (Broward, Dade, and Palm Beach Counties) c. Extended travel (including foreign travel) Psi 3.3.1 Approval by the Finance Director is contingent upon fund availability and proper documentation and justification requirements being met, with final approval required by the City Manager. 3.4.1 The Department Director is responsible for ensuring that all requests requiring travel are official City business relating to the duties and responsibilities of the employee/traveler making the request. The Department Director has the authority to approve local business travel. 3.5.1 The participant traveling on behalf of the City for official business must read and acknowledge their understanding of the Travel Policy by signing the Acknowledgement Form. All policies and procedures must be followed, including the documentary evidence of the travel. An individual traveling on business for the City should neither lose money nor profit from the reimbursement. 4 TRAVEL GUIDELINES FOR LOCAL BUSINESS TRAVEL Title: Travel Policy Page 5 of 19 � BEA SAVE ©LICY ' =.4s low 4.1.1 Travel that is within the tri-county area (Miami-Dade, Broward, and Palm Beach) is considered local business travel. Lunch allowance is only permitted if attending an official business function. 4.1.2 Requests for reimbursement are to be made within 10 business days of the date the expense was incurred. If the reimbursement is $75 or less, the employee may be reimbursed by petty cash if such funds are available and if appropriate documentation is submitted to the Finance Department's petty cash custodian. 4.1.3 For a one-day seminar at which lunch is not provided, upon proof or receipt, the City will reimburse up to$20.00. 4.1.4 Reimbursement of meals for other purposes (i.e., meetings, training sessions, event sponsorship, etc.) must state the name of attendee(s), nature of City business being conducted, and must be pre-approved. The Traveler must submit a Local Business Travel Reimbursement form along with detailed itemized receipts in order to obtain reimbursement. No advances will be given for local business meals. The City will not reimburse costs for alcoholic beverages. 4.1.5 An employee receiving an expense allowance is NOT eligible for lunch or mileage reimbursement under Local Business Travel. 4.2 REGISTRATION FEES 4.2.1 Registration fees are eligible expenses for local travel. The Traveler must submit a Local Business Travel Reimbursement form along with detailed itemized receipts in order to obtain reimbursement. These fees may be prepaid by check request or P-Card once proper pre- approval has been granted by the City Manager or City Commission. 4.2.2 Professional organizations periodically hold workshops that charge a fee primarily for the purpose of paying the cost of a meal. These fees are not considered registration fees and are eligible for reimbursement or may be prepaid by check request, or P-Card. 4.3 LODGING ARRANGEMENTS 4.3.1 For travel within the tri-county area (Miami-Dade, Broward and Palm Beach counties), the City Commission will be allowed reasonable costs for lodging, priced at a single-occupancy standard rate, or if appropriate, the preferred rate offered by conference sponsors. 4.3.2 Overnight stay for all other employees within the tri-county area must be approved in advance by the Department Head and the City Manager. 4.4 MILEAGE REIMBURSEMENT 4.4.1 Mileage reimbursement is an eligible expense for local business travel. For mileage reimbursements where the Traveler reports to a destination (or the airport) from home rather than their normal place of work (i.e. City Hall, Public Services, etc.), the Traveler shall only be Title: Travel Policy Page 6 of 19 entitled to reimbursement of incremental mileage calculated as the mileage from their home to the destination, less mileage from their home to their normal place of work. 4.4.2 If the Traveler travels from their normal place of work to a destination, the Traveler is entitled to reimbursement based on the actual mileage from their normal place of work to the destination. 4.4.3 If the Traveler travels on a weekend or holiday to a destination, the Traveler is entitled to reimbursement based on the actual mileage from their home to the destination. 4.4.4 MapQuest will be used to estimate miles driven. For mileage reimbursement, the Traveler must submit a Local Business Travel Reimbursement Request form. 4.4.5 An employee receiving a car allowance and/or expense allowance is NOT eligible for mileage reimbursement under Local Business Travel. 5 TRAVEL GUIDELINES FOR EXTENDED BUSINESS TRAVEL 5.1.1 Extended business travel refers to travel that is not within the tri-county area (Miami-Dade, Broward, and Palm Beach) and where the Traveler is required to be away from the official headquarters overnight. An authorized individual traveling to attend a convention, conference, or meeting or to conduct official City business will be reimbursed for meals and incidentals, mileage, lodging, and other miscellaneous expenses. 5.2.1 Registration fees for conferences and seminars require a copy of the completed registration form, including cost information and a copy of the portion of the brochure which shows the schedule of sessions offered and meals provided. If payment is originally done by credit card such documentation is to support the credit card statement or reimbursement form. 5.3.1 Reservations: Airline tickets can be obtained by contacting the airline directly, using the airline Web site or by utilizing one of the many travel Web sites such as expedia.com, travelocity.com, cheaptickets.com, and orbitz.com. Airline tickets should be economy or coach class tickets. Anything other than economy or coach class will not be reimbursed unless an exception is provided in writing from the City Manager. Title: Travel Policy Page 7 of 19 CITY OF DANIA BEACHn, AVEL POLICY 5.3.2 Upgraded Airline Tickets: The City does not reimburse for the additional cost of an upgrade. Travelers preferring to secure upgraded accommodations should pay the difference between the non-refundable economy/coach rate and the upgraded rate. The cost of an upgraded ticket cannot be reimbursed unless justified in detail and approved by the City Manager. Tickets purchased with frequent Traveler program points are not reimbursable. 5.3.3 Baggage: Baggage is the responsibility of the Traveler and the transportation service provider. Therefore, it is not the responsibility of the City to replace or reimburse lost baggage. The Traveler may claim reimbursement for excess baggage fees due to the size or weight of an item being transported at the request of the City. The Traveler may also claim reimbursement for checked baggage that is considered reasonable and necessary for the business purpose and length of the trip. 5.3.4 Changing or Canceling Airline Tickets: Once a ticket has been purchased using city funds, it is the responsibility of the department/Traveler to check with the airline for its policy on changing travel dates or canceling the ticket. Any cost incurred to the City for changes to an airline ticket should be justified. If a trip is canceled, the Traveler is to return all unused airline tickets purchased by the City to the department with a memorandum explaining the cancellation of the trip. The Traveler should submit both the original and revised ticket itineraries and receipts with the travel reimbursement request. 5.3.5 Receipts: A copy of the airline ticket itinerary giving dates and times of arrival and departure as well as a receipt showing payment should be attached to the travel reimbursement request sent to the Finance Department. 5.4.1 Reservations: Lodging reservations can be obtained by contacting the hotel directly, using the hotel Web site or by utilizing one of the many travel Web sites such as expedia.com, travelocity.com, cheaptickets.com, and orbitz.com. If attending a conference where a block of rooms is designated for attendees at a reduced rate, the City will pay or reimburse the Traveler the reduced rate. If the block room rate is unavailable, then the City will pay the standard room rate at the same hotel or comparable lodging. 5.4.2 Upgrades: The City does not reimburse for the additional cost of an upgrade. Travelers preferring to secure upgraded accommodations should pay the difference between the standard room rate and the upgraded rate. The cost of an upgraded rate cannot be reimbursed unless justified in detail and approved by the City Manager. If a Traveler's family member or friend accompanies them on travel, the Traveler is expected to pay the difference between the standard room rate and any upgraded rate. 5.4.3 Check In/Check Out: As a general rule, the day preceding the day in which a conference or seminar begins is considered a travel day. Lodging expense is eligible for the night preceding the conference/seminar. Also, if the return trip home can be made reasonably the same day the conference ends, reimbursement for an additional overnight stay will not be eligible. 5.4.4 Cancellations: If it is necessary to cancel a reservation, the Traveler must adhere to the hotel's deadline. Any expense incurred due to a "no show" will not be reimbursed unless approved by the City Manager or designee. Title:Travel Policy Page 8 of 19 5.4.5 Receipts: An itemized hotel receipt indicating the room rate is required for any overnight stay and should be attached to the travel reimbursement request sent to the Finance Department. 5.5.1 Reservations: Rental car reservations are set up by the Finance Department in conjunction with the State of Florida Enterprise/National contract. Once the reservation has been made, the employee will receive an email from Enterprise confirming the reservation details. On the day of travel, the employee will need to give their name, confirmation number, and present a valid driver's license when picking up the vehicle... they will NOT need a personal credit card in order to complete the transaction. 5.5.2 Insurance: All Enterprise/National reservations must include additional insurance coverage as rental cars are not covered under the City's current insurance coverage. 5.5.3 Accidents: If a Traveler is involved in a vehicle accident they should report it immediately to the rental company and to the City's Risk Management Department. 5.5.4 Upgrades: It is preferred that the Traveler use the most economical car available. All rental vehicle upgrades must be pre-approved. If a Traveler rents in excess of the most economical rate for a mid-size car, they will be responsible for paying the difference in the rate unless pre- approved in advance by the City Manager. An upgrade may be necessary and allowed only under the following circumstances: (1) the Traveler requires a larger car for medical reasons; (2) material transportation requirements for the business, which requires pre-authorization; (3) there are no vehicles available at the requested class and the upgrade is free; or (4) multiple Travelers are traveling together and require a larger vehicle, as determined by the traveling City Commissioner (s) or the City Manager. 5.5.5 Rental Expense: The Traveler is responsible for the costs of operating the vehicle and these will be reimbursed through the expense reporting process. Receipts should be obtained in accordance with this Policy to support the charges. The State Enterprise/National contract does not reimburse the traveler for gasoline purchases. It is recommended to return the vehicle with the same level of fuel with which it was received. Fuel reimbursement expense is limited to the use of the rental car for City business only. The City will reimburse the Traveler for daily rental charges, gasoline charges, toll charges, and parking charges. 5.5.6 Authorized Drivers: Only employees are covered under the City's business insurance plan for rental vehicles. The rental agreement must specify the drivers of the vehicle. Drivers other than a City employee must either be covered under their own insurance or purchase insurance from the rental agency. The minimum age for driving is 21 years. 5.5.7 Rental Returns and Club Memberships: When returning a rented vehicle, the Traveler should allow enough time to ensure that they can return the vehicle with a full tank of gas and return the vehicle to the originating city. The City does not reimburse Travelers for club membership fees offered by the rental company. 5.5.8 Receipts: An itemized receipt from the car rental company is required for any vehicle rental and should be attached to the travel reimbursement request sent to the Finance Department. Title: Travel Policy Page 9 of 19 CITY OF DANIA BEACH TRAVEL POLICY 2019 5.6 PUBLIC TRANSPORTATION 5.6.1 The City considers other modes of public transportation to include taxis, shuttle, and train. Each form of transportation is reimbursable for all necessary City business related trips. Each expense report must be accompanied with receipts, date, amount, and purpose. 5.6.2 Taxi/Ober/Left: Taxis, Uber and Lyft are acceptable modes of transportation to and from the airport and within metropolitan city areas. These items will only be reimbursed if the Traveler is not eligible for mileage reimbursement. 5.6.3 Shuttle: Shuttle services are an acceptable mode of transportation to and from the airport and when offered at a cost effective amount from hotels to the business destination. 5.6.4 Limousine: Limousine services are not considered an acceptable mode of transportation. 5.6.5 Railway/Coach: Train service is an acceptable mode of transportation to and from or between two cities where the cost is lower than the comparable airfare. 5.7 PERSONAL AUTOMOBILE USE 5.7.1 Where it is considered appropriate an employee may use their personal automobile for business travel. It is appropriate when it is less expensive than the other modes of transportation and it can save the Traveler time. 5.7.2 Mileage Reimbursement: For mileage reimbursements where the Traveler reports to a destination (or the airport) from home rather than their normal place of work (i.e. City Hall, Public Services, etc.), the Traveler shall only be entitled to reimbursement of incremental mileage calculated as the mileage from their home to the destination, less mileage from their home to their normal place of work. 5.7.3 If the Traveler travels from their normal place of work to a destination, the Traveler is entitled to reimbursement based on the actual mileage from their normal place of work to the destination. 5.7.4 If the Traveler travels on a weekend or holiday to a destination, the Traveler is entitled to reimbursement based on the actual mileage from their home to the destination. 5.7.5 MapQuest (www.mapquest.com) is used to determine mileage distance and the printed driving directions are required to be submitted with the Travel Authorization prior to travel. Mileage is calculated round trip from the City Hall site to the destination site. 5.7.6 Reimbursement: The Traveler will be reimbursed for the business use of their vehicle based on the federal IRS mileage rate. This per diem mileage rate covers normal "wear and tear" of the vehicle and gasoline. The standard business mileage rate as determined by the IRS Publication 463 (www.irs.gov) is used to calculate mileage reimbursement. Title: Travel Policy Page 10 of 19 5.7.7 Carpooling: When two or more people are traveling to the same destination, every effort should be made to utilize one vehicle. Reimbursement will be made for one vehicle only, unless prior approval by the Department Director is obtained. 5.7.8 Insurance: Insurance coverage is the responsibility of the Traveler, as the City will not be responsible for costs incurred due to an accident. Commission members and City employees are covered for personal injury while traveling on official City business under workers compensation. MENEM 5.8.1 When feasible, City vehicles shall be used. Use of City-owned vehicles outside City limits requires written justification from the traveling employee's Department Director or their designated representative. When City vehicles are used for extended business travel, charges for gasoline, lubricants, repairs, towing, etc., will be reimbursed, if supported by receipts. Other expenses incurred for parking, bridge, road, and tunnel tolls will be reimbursed in the same manner as for privately owned vehicles. MCI 5.9.1 Meal expenses are subject to reimbursement to the Traveler who is traveling on official business for the City. The costs are reimbursed for reasonable costs which are outlined in the Per Diem Rate Table. 5.9.2 Per Diem Rates: Per IRS regulation, per diem rates are only allowed while an employee is traveling away from home on business. The City will use the current Meals & Incidental Expenses Rate (M&IE rate) according to the IRS guidelines at www.gsa.aov/perdiem. Per diems are allowed on a travel day, including a day preceding or following the conference/seminar. Partial day meal reimbursements will be based upon the appropriate per diem rate on days with partial meals that are included in registration costs (including continental breakfast and receptions). Receipts are not required when using the per diem allowance or the partial day reimbursement. 5.9.3 Fees and Gratuities: Fees, tips given to porters, baggage carriers, hotel staff, and staff on ships are provided in the per diem allowance, so Travelers will not be reimbursed separately for these items. The Travel Authorization shall include a copy of the appropriate expenses for the specific locale. 5.9.4 Telephone Expenses: Travelers will be reimbursed for business phone calls that are considered necessary, have a business purpose, and are documented on an itemized bill. Telephone usage with an air phone is prohibited except under emergency situations. All telephone usage should be documented on an expense report with an explanation for any unusual charges and is only applicable if the Traveler doesn't receive a stipend or allowance. 5.9.5 Internet Access: The City does not reimburse for wireless connections in locations designated as hot spots. However, the City does reimburse a Traveler who needs to gain internet access at their hotel to download email messages. The charges should be itemized on a hotel bill and be reasonable and customary. If Internet access is necessary during travel, the following options are available prior to travel: (1) a City-provided air card or (2) preapproval obtained Title:Travel Policy Page 11 of 19 CITY OF DANIA BEACH TRAVEL POLICY• �. 2019 E from Finance for payment at the time of booking the reservation. 5.9.6 Parking and Tolls: Expenses incurred for airport parking, self-parking and tolls are reimbursable with receipt. Any airport parking will be reimbursed at the long-term parking rate. Reimbursements for bridge, road and tunnel tolls will be reimbursed, provided receipts substantiate such costs. If there is only valet parking at the hotel, a document from the hotel stating only valet parking must be included with the receipt. 5.10 NON-REIMBURSABLE EXPENSES 5.10.1 It is the express intention of the City that reimbursement will not be made for the following: a. Movies or other forms of entertainment (i.e., video rentals, happy hour) b. Alcoholic beverages c. Personal telephone calls d. Miscellaneous expenses of spouse, family or other persons e. Snacks, meals or drinks other than what is provided under the per diem f. Laundry or dry-cleaning expenses g. Lubricants, repairs, and towing expenses of privately-owned vehicles h. Parking and moving vehicle citations 5.11 TAX-EXEMPT STATUS 5.11.1 The City of Dania Beach is a tax-exempt organization. When traveling in the State of Florida, travel expenses in the name of the City (paid with procurement card or Accounts Payable check) should not be assessed taxes. Travelers will need to request that taxes be removed from the bill. Most vendors will want a copy of the City's Certificate of Exemption. 6 TRAVEL AUTHORIZATION AND REIMBURSEMENT PROCEDURES 61 TRAVEL AUTHORIZATION 6.1.1 The Travel Authorization form serves as authorization for an individual to take normal working time off to travel on City related business. The travel authorization shall be accompanied by pertinent conference brochures, agendas, or schedules of meetings and state the nature of the trip, destination and dates of the beginning and end of official leave and estimates of the cost. 6.1.2 Prior to confirming travel arrangements, a travel authorization must be signed by the Traveler, Department Director, Finance Director, and then presented to the City Manager for authorization. 6.1.3 The Traveler must provide an estimate of travel expenses to the Finance Department at least two weeks prior to the date of travel. The Traveler must indicate the departure date, each day away, the return date, and the name of the city and state of destination. 6.2 TRAVEL MEMORANDUMS Title: Travel Policy Page 12 of 19 } 6.2.1 A Travel Memorandum prepared by the Traveler's department head must be attached to any travel authorization and SHALL include the following: • Reason for travel • Dates of travel • Travel destination • Purpose of travel • Estimated travel expenses (registration, lodging, transportation, mileage, etc.) • Applicable account number 6.3.1 Expenses for travel on official City business are reimbursed as part of a travel reimbursement request submitted by the Traveler to the Finance Department. After Finance approval, travel reimbursements are processed through the normal accounts payable payment schedule. If the Traveler is enrolled in the City's ACH payment program, they can receive their reimbursement via this payment method. 6.4.1 An employee requesting a travel reimbursement must submit all accompanying receipts and supporting documentation to the Finance Department within ten (10) business days of the employee's return from travel. 6.4.2 Receipts must document the expenses and explain the business purposes (who, what, when, where, & why) for the expense(s). Lodging expenses must be itemized by day, and show all miscellaneous expenses. No such expenses will be reimbursed without detailed supporting receipts. Receipts are required for all travel expenses, except mileage. Only itemized/detailed receipts SHALL BE reimbursed. If a receipt does not state what was purchased, then that item SHALL NOT BE reimbursed. NO EXCEPTIONS. 6.4.3 All official travel must be requested and submitted on the Travel Authorization form. Only one Travel Authorization will be completed for an employee's specific travel package, with all required estimated costs recorded and all required approvals affixed. This report must be approved by the Department Director or designee. The required documentation is stated below: • Original Travel Authorization with all signatures (retain until your return from travel, and then submit with expenses and receipts). • Registration receipt and agenda • Airfare receipt (if applicable) • Rental car receipt (if applicable) • Itemized lodging receipt showing balance due"-02 • Receipts for personal miscellaneous expenses (taxi, tolls, parking, gas) 6.4.4 All official travel is finalized by the submittal of the Travel Reimbursement Request with proof of actual expenses. The form and supporting documentation must be submitted to the Finance Department for verification and approval. Once approved, the Finance Department will forward the travel reimbursement request packet to the Traveler for reimbursement processing. Title:Travel Policy Page 13 of 19 1TY OF 'DANIA BEACHTRAY 'OLICY 2019 , DEFINITIONSTERMS AND As used in this policy, the following terms shall mean: Authorized Traveler(Traveler): A public official or employee, whether elected or not, who is authorized to incur travel expenses in the performance of his or her duties, including board and committee members performing services on behalf of the City. City: City of Dania Beach, Florida. Common Carrier: Train, bus, commercial airline operating scheduled flights, rental cars of an established rental car firm, taxi, or other approved forms of transportation. Designee: A duly authorized and appointed representative of an employee who holds a superior position to the person appointed to represent him or her. Extended Business Travel: Travel outside the tri-county area (Miami-Dade, Broward, and Palm Beach) and that may require overnight accommodations. Incidental Expenses: Other reimbursable expenses related to official travel such as taxi fares, parking fees, tolls, communication expenses, tips, etc. Local Business Travel: Travel within the tri-county area (Miami-Dade, Broward, and Palm Beach). Meal Allowance: The amount authorized for each meal during the travel period. Official Headquarters: For all travel on behalf of the City of Dania Beach, Florida, the assigned work location of the Traveler shall be considered the official headquarters of the Traveler. Per Diem: Daily allowance for expenses incurred while traveling on official city business. Public Official: An individual, either elected or appointed, who in the performance of his or her official duties is vested by law with powers of government. Routine Travel: Travel which is performed on a day-to-day basis with a specified geographical area as part of the Traveler's normal work assignment. Tax Exempt: When referenced in this policy, "tax exempt" refers to the fact that the City has been granted an exemption to the payment of State of Florida Sales Tax by the Florida Department of Revenue. Travel Day:A period of twenty-four(24) hours beginning at 12:01 A.M. and ending at 12:00 midnight. Travel Expenses: The usual, ordinary and incidental expenditures necessarily incurred by the Traveler. Travel Period: The period of time between the time of departure and the time of return. Title: Travel Policy Page 14 of 19 2019 7 FORMS REFERENCE 7.1.1 The following forms are included in Section 7 Exhibits: • Travel Policy Acknowledge Form • Local Business Travel Reimbursement Request • Travel Authorization • Travel Reimbursement Request Title: Travel Policy Page 15 of 19 -a. 1TY OF DANIA BE` TRAVEL POLICY 2019 CITY OF DANIA BEACH TRAVEL POLICY ACKNOWLEDGMENT FORM The Travel Policy describes important information about the City's travel program controls and processes required to manage the day-to-day travel needs of the City's employees and authorized Travelers. The policy is intended to inform Travelers about the formal policy guidelines, processes and responsibilities of the various participants. These policies ensure that travel is consistent with the City's fiscal and internal control goals. Since the information, policies and procedures described in the manual are subject to change, I acknowledge that revisions to the Travel Policy may occur. All policy changes require the appropriate authorized approvals before they are implemented. I understand that revised information may supersede, modify, or eliminate existing policies. I acknowledge that I have received the Travel Policy, and I understand that it is my responsibility to read and comply with the policies and the Code of Conduct contained in the manual and any revisions and updates made to it. EMPLOYEE'S NAME (TYPED OR PRINTED) EMPLOYEE'S SIGNATURE DATE Title: Travel Policy Page 16 of 19 2019 CITY OF DANIA BEACH LOCAL BUSINESS TRAVEL REIMBURSEMENT REQUEST TRAVELER: DEPARTMENT: LOCATION: TRIP/TRAINING DATE: PURPOSE: CHECK ONE ❑Certification ❑General Training ❑ License ❑Other ACCOUNT NO: 000-00-00-000-00-00 COST SUMMARY Expense Description Estimate Registration Fee $ - Meal(s) $ - Parking $ - Tolls $ - TOTAL EXPENSES $ - MILEAGE DETAIL-PERSONAL VEHICLE(attach MapQuest or Google Maps mileage calculation) Standard Mileage Calculation Cost per Mile Round Trip Mileage 0.58 1 0.0 TOTAL MILEAGE CALCULATION $ - TOTAL ESTIMATED COST OF TRAVEL I hereby certify that travel as shown above is to be incurred in connection with official business of the City of Dania Beach. Traveler (print) Signature Date Department Director (print) Signature Date Finance Director (print) Signature Date City Manager (print) Signature Date Title: Travel Policy Page 17 of 19 " CITY OF DANIA BE„ 2019 CITY OF DANIA BEACH TRAVEL AUTHORIZATION TRAVELER: DEPARTMENT: LOCATION: TRIP/TRAINING DATE: PURPOSE: CHECK ONE ❑Certification ❑General Training ❑ License ❑Other ACCOUNT NO: 000-00-00-000-00-00 COST SUMMARY Expense Descri tion Estimate Registration Fee $ - Lodging ( nights @ ) $ - Parking (nights @ ) $ _ Rental Car/Airfare $ _ Shuttle/Ta)a/Uber/Lyft $ - Gas for City/Rental Vehicle $ - Tolls $ _ Per Diem (MME) $ - TOTAL EXPENSES $ - MILEAGE DETAIL - PERSONAL VEHICLE (attach MapQuest or Google Maps mileage calculation) Departure/Destination Standard Mileage Calculation Departure Location Cost per Mile Round Trip Mileage Destination Location 0.58 0.0 TOTAL MILEAGE CALCULATION Is - TOTAL ESTIMATED TRAVEL COST $ - I hereby certify that travel as shown above is to be incurred in connection with official business of the City of Dania Beach. Traveler (print) Signature Date Department Director (print) Signature Date Finance Director(print) Signature Date City Manager (print) Signature Date Title: Travel Policy Page 18 of 19 .r 2019 CITY OF DANIA BEACH TRAVEL REIMBURSEMENT REQUEST TRAVELER: DEPARTMENT: LOCATION: TRIP/TRAINING DATES: PURPOSE: ACCOUNT NO. 000-00-00-000-00-00 TRAVEL EXPENSE DETAIL EXPENSE PAYEE PAYMENT TYPE TOTAL (Cash/Check/Credit) Registration Fee $ - Lodging (nights @ ) $ - Parking ( nights @ ) $ - Rental Car/Airfare $ - Shuttle/Ta)a/Uber/Lyft $ - Gas for City/Rental Vehicle $ - Tolls $Per Diem(M&IE) $ - $ - MILEAGE DETAIL- PERSONAL VEHICLE (attach MapQuest or Google Maps mileage calculation) Departure/Destination Standard Mileage Calculation Departure Location (City/State) Cost per Mile Round Trip Mileage Destination Location (City/State) 0.58 0 TOTAL Is - TRAVEL EXPENSE SUMMARY Total Travel Expenses $ - E)penses Paid by City $ - E)penses Paid by Traveler $ - Amount Due Traveler $ - TO BE COMPLETED BY FINANCE Reconciler(print name) Signature Date Approver (print name) Signature Date Title: Travel Policy Page 19 of 19