Loading...
HomeMy WebLinkAbout1983 003 CC RESO1983 003 CC RESO(ÌìêºRESOLUTION NO. 83-3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BAIDWIN PARK ADOPTING A CITY TRAVEL AND EXPENSE POLICY THE CITY COUNCIL OF THE CITY OF BALDWIN PARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. It has been deemed to be in the public interest that the City adopt a Travel and Expense Policy; therefore, the attached document entitled, Travel and Expense Policy" be, and the same hereby is, adopted as the Travel and Expense Policy for the City of Baldwin Park, SECTION 2. That the City Clerk shall certify to the adoption of this Resolution. PASSED and APPROVED this 2nd ATTEST: GAIR,^ITY CLERK" STATE OF CALIFORNIA COUNTY OF LOS ANGELES) ss: CITY OF BAIDWIN PARK I, LINDA L. GAIR, City Clerk of the City of Baldwin Park do hereby certify that the foregoing Resolution was duly and regularly approved and adopted by the City Council of the City of Baldwin Park at its regular meeting of the City Council on the 2nd day of February 1983, by the following vote: AYES: COUNCIIMEN IZELL. McNEILL. KING. MAYOR WHITE NOES: COUNCIIMEN NONE______________________ ABSENT: COUNCIIMEN AGUILAR LIN&A L. GAIR/CITY CLERK" BIB] 37677-U01 1983-U02 003-U02 CC-U02 RESO-U02 LI3-U03 FO2126-U03 FO10175-U03 DO10310-U03 C6-U03 RESO-U03 2/24/2003-U04 ROBIN-U04 1983 003 CC RESO(ÌìêºTRAVEL AND EXPENSE POLICY Purpose The City of Baldwin Park recognizes the constructive value of profes- sional conferences, seminars and meetings and provides travel and expense funds for elected officials, executive employees ard other employees who attend such official events. Administrative travel requests will be submitted for approval as part of the annual budget process. Details of the travel amount may be adjusted within the approved total as to dates, places, or personnel authorized, at the discretion of the Department Director- Requests for additional travel funds will not normally be approved except in cases of emergency or other special situations. In such instances, except in cases of local travel within the Los Angeles Metropolitan Area, requests must be submitted through the Director of Administrative Services for City Manager approval. Travel involving an overnight stay or travel outside California for City purposes shall be limited to elected officials and executive employees. Other employees may be authorized such travel only with the prior permission of the City Manager. Travel funds may be authorized by the City Manager for a management employee's attendance at the out-of-state meeting of a profes- sional organization of which the employee is a member. A management employee also may be granted time to attend an out-of-state meeting, with the City providing the applicable registration fees, if the employee pays all trans- portation, lodging, and other expenses. Ihe employee may be permitted to attend without using vacation or compensatory leave. Requests for reimbursement shall in all cases be limited to expenditures for City business or for conferences and meetings from which the City will derive a specific benefit by the attendance of a representative. Membership in an organization is not, in and of itself, a basis for authorization of travel funds. Officials and employees are expected to show good judgment in the nature of expenses incurred in traveling. Expenses for members of the employee's family who accompany the employee on a trip are not reimbursable, and the expense report must be prepared in such a way as to reflect only the expenses incurred by the employee. Unusual expenses incurred due to special circumstances may be approved by the City Manager when, in his judgment, such expenses are justified. I. Travel Time Authorized travel time shall be based on time required by the most appropriate mode of transportation. Should an employee desire to travel in excess of this standard, that time shall be considered and accounted for as vacation leave. BIB] 37677-U01 1983-U02 003-U02 CC-U02 RESO-U02 LI3-U03 FO2126-U03 FO10175-U03 DO10310-U03 C6-U03 RESO-U03 2/24/2003-U04 ROBIN-U04 1983 003 CC RESO(ÌìêºPage 2 II. Local and Extended Travel Local travel shall include any one-day trip within Los Angeles and Orange Counties which does not require an overnight stay. No lodging or mileage expenses for those receiving vehicle allowances) will be provided. Extended travel shall include any trip, conference, or meeting which requires the presence of an employee for more than one day. Lodging expenses shall be reimbursed for extended travel. If the location is 50 miles or less from the City, the City Manager may disallow reimbursement for lodging. A determination for this allowance should be made by the employee prior to incurring the expense. III. Transportation A. Travel by Air All travel on City business by one person outside the six- County SCAG region Los Angeles, Orange, Ventura, Riverside, San Bemardino, and Imperial) shall be by air unless the City Manager approves for good reason) another mode of transportation. Reimbursement shall be calculated on the basis of the cost of travel by air coach class, using the shortest and most direct route. Whenever possible, the City will purchase airline tickets in advance for employees who must travel. Air travel should be booked at least one week in advance in order to receive the lowest fares possible.) If it should be necessary for an employee to purchase tickets with personal funds, reim- bursement shall be limited to the actual transportation cost incurred and must be documented by returning the airline ticket stub with the expense statement. When two or more employees are traveling to a destination within 2 hours access by car, such employees usually should travel together by car, if possible, rather than utilize air travel, in order to minimize costs to the City. If air travel is by air, transportation expenses at the point of destination to the hotel and for return from the hotel to the point of departure are reimbursable. B. Use of Private Vehicle If the City Manager approves the use of a personal vehicle for travel, the transportation allowance or reijnbursement there- fore shall be based on 1) the cost of coach air fare or 2) the current City Council approved mileage reimbursement schedule, whichever is less. C. Use of City-owned Vehicle City vehicles should be used only for short trips in which the BIB] 37677-U01 1983-U02 003-U02 CC-U02 RESO-U02 LI3-U03 FO2126-U03 FO10175-U03 DO10310-U03 C6-U03 RESO-U03 2/24/2003-U04 ROBIN-U04 1983 003 CC RESO(ÌìêºPage 3 employee would depart frcm and return to City Hall the same day. Such use would also depend upon the availability of a City-owned vehicle on the particular day involved. Use of a City vehicle versus reimbursement of mileage for use of personal vehicle shall be at the discretion of the department director within the restrictions described above. There shall be no allowance or reimbursement for transpor- tation when a City-owned vehicle is used- However, any out-of-pocket expense incurred in operating the vehicle shall be reimbursed upon the sufcmittal of appropriate receipts with the expense report. D. When travel is by automobile, parking expenses are reimburs- able. IV. Accommodations A. City officials and employees will be reimbursed for hotel accommodations for meetings and conferences of more than one day that require an overnight stay subject to limita- tions described in Section II. Reimbursement for lodging shall be made only for the night succeeding the first day of the meeting or conference through the night preceding the final day of business except in those instances where transportation schedules and/or meeting times require arrival at the destination on the night prior to ccmnencement of business and/or departure on the day following completion of business. In those instances reimbursement shall include accommodation for the night prior to the confer- ence and/or the night succeeding adjournment of the conference as appropriate to the particular circumstances. B. Hotel accommodations should be appropriate to the purposes of the trip, and minimum cost accommodations in keeping with availability, convenience and propriety shall be obtained by the attending official or employee. C. The cost of the hotel room and applicable local taxes and the expenses of local telephone calls and official long distance calls included in the hotel billing statement are allowed as hotel accommodation expenses. The cost of personal long distance calls and other miscellaneous expenses are to be paid by the employee or reimbursed to the City if included on the hotel billing statement. D. If permitted by the hotel, the billing for accommodations may be sent directly to the City for payment. In such cases, the Administrative Services Department will pay the hotel bill and will in turn bill the employee for any additional charges for double occupancy, roan service, personal long distance telephone calls, etc. BIB] 37677-U01 1983-U02 003-U02 CC-U02 RESO-U02 LI3-U03 FO2126-U03 FO10175-U03 DO10310-U03 C6-U03 RESO-U03 2/24/2003-U04 ROBIN-U04 1983 003 CC RESO(ÌìêºE. Bonafide receipts are required for all reimbursements except reasonable gratuities and must be submitted with the expense statement. V. Meals A. Expenses for meals, including gratuities up to 15%, will be reimbursed at actual cost. B. Alcoholic beverages are not subject to reimbursement, except as entertainment expenses as provided for in C". C. Reimbursement will be made for reasonable entertainment of other parties only when receipts reflect the individual's name and organization. The purpose of the entertainment should be clearly identifiable as beneficial to the City. D. Receipts for all meals should be furnished wherever they can conveniently be secured. VI. Conference Expenses and Registration Fees A. Registration fees and costs related to conference or meeting expenses shall be reimbursed by the City. Materials which may be required for participation also may be considered a conference expense. B. A receipt or some other proof of the registration fee, such as a copy of the convention program setting forth the fee rate, should be provided for reimbursement. C. Management employees who travel at their own expense to conferences for the purpose of professional growth and development may be granted by their department head reason- able time for such trips. This time would not be charged to their vacation or compensatory time. VII. Miscellaneous Expenses A. When an employee is requested to attend certain social functions directly related to City business and the invi- tation includes the spouse or guest, the City will reimburse the employee for all normal and customary expenses, B. The City will reimburse employees for in-town" luncheon/ dinner business expenses. Such expenses involving staff only will not be reimbursed unless prior approval is granted by the City Manager. VIII. Procedure for Advances and Reimbursement A, Cash Advance BIB] 37677-U01 1983-U02 003-U02 CC-U02 RESO-U02 LI3-U03 FO2126-U03 FO10175-U03 DO10310-U03 C6-U03 RESO-U03 2/24/2003-U04 ROBIN-U04 1983 003 CC RESO(ÌìêºPage 5 1. At least two weeks ahead of the scheduled trip the traveler should determine whether he will require a cash advance. The Travel Request and Expense Report" must be completed and forwarded to the Administrative Services Department for processing. 2. The maximum cash advance that will be issued is $200 or $40 per day of anticipated travel, whichever is less. B. Advance Conference Registration, Deposits for Hotel, and Airline Reservations 1. For advance payment of conference registrations, deposits required for hotel reservations, and airline reservations, a Purchase Requisition should be completed and submitted to the Finance Division for processing. The Requisition must be submitted in sufficient time prior to the date the check is needed in order to allow for completion of the purchase requisition/purchase order procedures please see Purchasing Manual). C. Expense Reports 1. If the traveler has received a travel cash advance, irnnediately upon return from the trip the employee should complete the Travel Request and Expense Report" form and forward it to the Administrative Services Department for processing. If the expense report indicates that cash advances exceeded the actual amount to which the traveler is entitled, the employee's personal check made payable to the City should accompany the subnittal. All receipts or other forms of proof of payment shall be attached to the expense report- 2. Department Heads, as well as other employees who continually make reimbursable expenditures and do not require travel advances, may accumulate travel expenditures and submit them on the Reimbursement for Expenses" form monthly or less frequently when convenient. IX. Absence From City DepartiTient heads and division heads of those departments should, whenever possible, not be away from the City simultaneously. When this is to occur the City Manager should be informed in advance to insure that response to Council requests and other departmental functions will not be impaired or delayed. BIB] 37677-U01 1983-U02 003-U02 CC-U02 RESO-U02 LI3-U03 FO2126-U03 FO10175-U03 DO10310-U03 C6-U03 RESO-U03 2/24/2003-U04 ROBIN-U04