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HomeMy WebLinkAboutReg 2004-05-17 Item 6C - Resolution - Council Travel Policy Guidelines COuNCIl_ AGE ,A fNOPSIS,T M No. Meeting Date . Prepared by Mayor's review! Council review 5/10/04 LL ~ '~'~/~/7~, ~_ o~-~v-o~ ~ ,~ ~ ~~ , C. ITEM INFORMATION CAS Number: 04-024 I Original Agenda Date: 2/23/04 Agenda Item litle: A Resolution Formally Adopting a Policy for Travel Expenses While On City Business, Original Sponsor: Council x Admin. ~meline: Sponsor's Summa~/: The resolution includes the Council travel policy discussed previously. It will take effect in 2005 if approved, Recommendations: Sponsor: Recommend resolution for adoption. Committee: Finance and Safety recommended resolution 5/3/04 Administration: Same as sponsor Cost Impact (if known/: Fund Source (if known) RECORD OF COUNCIL ACT[ON .~ccting Date Action 2/23/04 COW 4112104 COW 5/10/04 COW; Discussion b~la_ ~nn.~ensus ~w~ted to forward the proposed resolution to the May 17, 2003 Rec3-~ ~]ar meeting. APPENDICES .a~ ; Attachments ...... lng Date 4/12/04 Memo from Lauterbach dated 4/12/04 4/12/04 Proposed New Travel Policy 'Attachment C' 4/12/04 Current Travel Policy 'Attachment C' 5/10/04 Resolution adopting travel policy (a~d attachments) 5/17/04 Resolution F'i ha] ~e.~.at H011 o 1908 City of Tukwila y Washington t Resolution No 4^ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, FORMALLY ADOPTING A POLICY FOR TRAVEL l ti p• EXPENSES WHILE ON CITY BUSINESS; APPROVING A CITY TRAVEL CREDIT CARD POLICY; APPROVING NEW COUNCIL TRAVEL -ASC. GUIDELINES; AND AUTHORIZING ADMINISTRATIVE POLICIES TO ;y BE INSTITUTED BY THE FINANCE DIRECTOR PER RCW 42.24. ?r.. WHEREAS, Resolution 1443 adopted travel expenses section, credit card section, and z; Council Travel Guidelines in May 2000; and WHEREAS, the Council has reconsidered the Council Travel Guidelines and has F<;l, "•;`i; 2 determined to try a new approach to managing their travel decisions; and WHEREAS, finance regulations have been updated since Resolution 1443 was 040 i adopted; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, n WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The attached Administrative Policy 03-06, "Travel Expenses While on City Business" (Attachment A), is adopted for Council use Section 2. The attached Administrative Policy 03-16, "Policy Guidelines for City qs" z Travel Card Usage" (Attachment B), is adopted for Council use i i; Section 3. The "Council Travel Guidelines" (Attachment C) are hereby approved to take effect in January 2005. u S ection 4. Al l nominal changes such as thelegal annuallnileage rate will be made administratively. Any other changes must be approved by the Finance and Safety y. Committee. r is PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2004. ATTEST /AUTHENTICATED: k r Jim Haggerton, Council President Jane E. Cantu, CMC, City Clerk I ,.c APPROVED AS TO FORM BY Filed with the City Clerk: Passed by the City Council: Resolution Number: Office of the City Attorney j•1* COIR.CILTRAVn.AOC 1 ATTACF/~lqT A ?OLICY AND PROCEDURE Subjec~ [ Index: TRAVEL F_~3?ENSES %V//ILE ON'CI~ BUS.SS ~ F~CE 1/1/03 I 0~-0~, a~tot~mo ~mco D~ctor 1,0 To ~H~poUc7 ~do~cs on ~bmm~t for e~ w~c.oa 2.0 D~~s ~~: . 3.0 ~~S: B~ Mm~ 1.33~ ~R~ 42.24 R~olufion No. 1~3 4.0 m~ ~pmvo &o ~ol ~ ~ ofpmp~ cl~-Amuo~lo c~s of ~commc~on (s&~o ~to) ~ bo sol,tea wh~ ~oico"~ se~, co~or~cc or ~;~in~ away ~m ~c ~ployec's ~. ~mploy~s ~h~ll be m~bmed for ~e co~ of~e m~s, ~In~g ,mless mtomfie~Y b~ by vendor), ~g ~ foEo~g ~de~es: B~t ..............................' .................. $12.00 Linch ..................................................... $15.00 D~ ........................ ; ........................... $27.00 4.1.3 Mileage Allowance. Bmployees who usc their personal vehicles on ~avcl assignments will bc allowed the ~ allowable rate per mi],e [the 2000 rate after January 1" is cents per mile), Bach employee must have;lia'b.illty insurance of not less than that requked by curr~nt Waihln~on State Law ($50,000/$100,000/$5,000) on his/her vehicle which, is used on authorized City business, as well as proof of insurance. No reimbursement for mileage shall exceed the dollar amount of round trip air fare at the cobh rate on a hceused common carrier, pitts attto rental or ~ fare at point of destidation. When two or more em~loyee~ ~ attending the sane ser~i~ar, convention, or meeting, carpoolin§'shall be practiced whenever possible. Actual speedometer reading from City Hall to destination and return to City Hall will be used tmless traveling directly from home and then the lesser mileage will be used. If an employee, for his or her own convenience, travels by au indirect rottte or intemmts travel by'the moa economical mute, thc employee shall bear any extra ..................... '~xp -~.~ iniz01~'-P~diiibui~e~t ~0r such travel sh~ll be for only that part of the expense as would have been necessary in order to travel. 4.1,4 Out of Stale Travel (Except Elected Officials). P, eqttires p~ior approval by the City Adu~ulstrator in writing end a Tr~i~i~g Atlenrl~ce P, equest l~orm if applicable, 4.2 LocalTraval andExpenses 4.2.1 LocalMilea§e. l% mileage will bc pmd for commt~in§ from an ~a~ployee spersonal residence to City Hall or a work station. 4.2.2 Local Meals. l~.chnbursemenl: for meals will be allowed only when the employee is attendin§ a sen~ or conf~e~ce as a representative of the City for a specifi~ purpose, or where the employee's attena~,~ce ~ directly benefit the City, R.~hiibursements will not be allowed for meedn~ which are of a social nature. 'the reques~ ~or r~imb~emenl of l~¢al meals ~oul~. ~alud~. the fcliov~m§' kLform~hon: ".' '- a. Date b. Place c. Mectinlt attended · d. Specific reason f~r att~danc~'. 4,2.3 Parking fees v,411 bc ~imbursedby actual coat and receipts shall be pr~ented when pom"ole. 4~,J4 Tr"i~ing Attendance l~'equsat f°rms, except f°r elected °fficlals' need t° acc°mpany any purchase order .fo .~.n rciatinl~ to a travel expease over $100.00 (i.e. registration fee, ai~, hotel). 4.2.~ Anl( sPecial ckcumstances f°r reimbursement~ that exceed the statecl lhnit~ must be approved by the Finance Dkector prior to completion of "Claim for Expenses" form. 4.3 Ad. vanco Trawl R~volving Fund.: The City to Tukwil~ maintains an Advance Tmvd Revolving Fund for the .convenience of City employees whose necesssry official travelmight cause economic inconvenience. The Advance Travel Kevolving Fund should bo used solely for travel expenses. It should not be used for personal losrm, purchase of airline tickets, ~eg~k,tion fees, reimbursements to employees or officers for t~vel expeases already incurred, or for other tr~vel or office expenses. Per BAP, S Manual Section 1.3.3.D. l~quests for Advance TravelFund eXpenses shall be maple to thc Finance Director or designee on the In-sen"ced "Advance Travel Request" form; with out-of-state t~vel Being sppmvcd also by the City Adra~n~trator. A copy of aTr~nlng Attendance l~test form must be attached, except.for fleeted offic'mls...Upon approx.1, a checkwill be drmma on the Advance Travel Kevolvlng Fund (no more ttma five wor~in§ days) prior to depsrtu~e of the authorized ~p. l~one'fli~on of and/or t~ayment ofunexpe~ledb~m,ce must be completed within five (5) wor~qn_~ days af~ re~?n~ng to wore. Alllegally expended item~ must be it~. i~ed on an "Advance Travel C~,- for Expenses" form, aeeompanledby substantiating ~eceipt~ ~cl/or invoices. Until repair, failut~ to do so ~ make any employee receiving such advance personally liable for thc full unpaid amount plus interest at the rate of 10% per ~m,rm. No advance of any Mhd s~,a~ be ma~ to any employee who is ~l~.~in~uent in accounting for or ~paying a p~iur ~vance. If an employe~ x~eLmbumement is necessary, re~mhursemeut will be lmndledby the Finance Depa~ ;,,,cut ~ the "Advance Travel Ct~;m for Expenses" form is submitted. 4.4 lqon-allowaMe expenses ,~1 include, but ~e not tlrn~tefl to: a Lmmdry, cloning, or valet ser~ees (exert on trips of four or mom consecutive days). b. Tobacco. e. Alcoholic beverages. d. ~.nte~nment, including in-mom v~d~o ~ls. Pomona1 telephone calls or telegramm (except when on extended tri~s o~thme or mom da~s). Calls on extended ~ps am ~im;~ecl to two, and th~ total cost shallnot exceed $15.00. £ Ffi~t cless travel accommodations when economy or coach class ~re avail~le. §. Meals anti lods4ngia lieu °f °thor meals and/°r I°dging whe~ these items sro included in the ~egi~u~on fee. h. Bines, forfeitures or penalties. i. Expenses o~ a s~ous~. j. Travel insurance. k. All other personal services such as b,~oe~, etc. �Jywiu w,� ATTACHMENT B POLICY AND PROCEDURE 10c5 Subject Index: CITY TRAVEL CREDIT CARDS I FINANCE I Number: 03 -16 Effective Date: Supersedes: Page 1 of Staff Contact Approved 5/15/00 N/A I Finance Director I pP Y 1.0 PURPOSE: To establish policy guidelines for City Travel Card usage per RCW 42.24. 2.0 ORGANIZATIONS AFFECTED: All departments and divisions 3.0 REFERENCES: Resolution No. Finance Policy 03 -06 RCW 42.24 4.0 POLICY: 4.1 Credit cards are to be used for authorized City travel expenses. Each credit card will be issued in both the individual's and the City of Tukwila's name. Only the individual on each card can sign for the City. Credit card issuance is limited to elected officials and administrative personnel as approvedby the City Administrator. 42 Billing/Receipts All billing statements will come to the City's Finance Department for processing. Credit card holders will submit copies of all dirges, along with the budget account number that the expense is to be charged against, to Finance with ten (10) days after travel is completed. The receipts will be verified against the statements by Finance. 43 Permitted Uses a. Lodging costs b. Meals c. Transportation d. Registration e. Other related expenses 4.4 lqon-Allow~bl~ Costs a. Personal expenses b. Spouse expenses c. Alcoholic beverages d. Non-travel r~lated expenses c. Cash advances 4.~ Prior to receiving a credit cat, l, an acknowledgment of rccoipt of tho Credit Card ?°licy will bc ' 4.6 See also Fin~nccPollcy 03-06 fo~ rcl. cv'ant travel poticie, s.-(A~f .AC~,~ A Tmv~l ~n~p~ns~s Whil~ on City 4.'/ An~, illegal ~s~ of thc t~vcl c~cdit card can result in a lien a~i=~ sal~7, if necessary, to recover the disallowed charges. .A'CI'ACHI~IENT C Proposed Council Travel Guidelines I. Statement of Policy The Tukwila City Council encourages Council members to be actively involved in city, county, state, regional, and national organizations that affect Tukvvila, its residents, and its businesses.. Il. Decisions About'i'ravel It is the responsibility of the entire Council to approve the travel budget. It is the responsibility of individual Council members to decide upon their own travel with their ...... travel ·allotment.- III. purposes for Travel A. Education B. Lobbying C. Professional responsibility, e.g., policy boards, offices, and committees D. Public relations, i.e., representing the City E. Fostering better relations with local, state, federal and sister city officials IV. Travel Budgets . . A. Budgets for Council travel will be set ~n the fall prior to the year the travel is to occur. B. Estimates of who shall travel in the next year will be made at budget time the preceding year in order to set an adequate budget, which shall serve as a guide in allocating travel for the following year. ~ . ·" C. The Council will consider the City's financial situation in setting their annual travel budget. V. Council Travel Decisions · . · .... ~--'-~"1 meetings, the Council retreat, and · i nih each year, a~[er ~unQ~ iu~,u~ u remaining Council travel budget for State, National and Sister City travel. That share shall be available to that Council member for use in travel expenses throughout the year. B. Each Council member will prepare a travel plan at the beginning of the budget year showing planned travel and expected associated costs. Dates and locations of known state and national conferences will .be supplied as soon as they are known. C. Any Council member's f~inds that are not used for travel in that year will be returned to the shared travel fund'which can then be used by other Council members. 1, Council members desiring to use shared travel funds will prepare a Request for Travel Form highlighting the benefits to the City. 2. The Council president will prioritize the requests to the Council. The City Council will make the final decision on use of the funds. 3. After all Request for Travel forms are received by the Council President and no shared funds remain, travel requests will be denied unless additional funds are budgeted. 4. If an opportunity for a conference or training arises mid year after travel ......... funds.are exp~ended or p!~pned..f0.r, the City. Council will decide if the benef~ to.. the City ~,s high enough to warrant the additionaI~travel expense. D. Upon returning from a class or conference, Council members will prepare a written report to be distributed to the Council. If more than one Council member attends, a consolidated report may be presented. E. Sister City Travel 1. Sister City travel will not be budgeted separately and will be part of each Council member's travel allocation. 2. Funding for travel to a sister c'~ will be planned in the budget for the year in which the travel will take place.. 3. Travel to a sister city will not preclude travel to a national conference if costs are taken from the Council mere. ber's travel- budget or central shared funds. 4. The City will pay for basic travel on a sister city trip, including the transportation, lodging, and meals included in the basic pdce for the trip. All other expenses will be borne by the City Council member. VI. Travel Expenses A. The City will pay for airfare, registration, hotel, and meals when a Council member is on official travel. B. When a spouse or non-City person accompanies the Council member on travel, his/her expenses will be separately paid in full by that person, and the City will not assume any extra costs for that companion. The difference between the cost of a -... single and double room incurred when a spouse accompanies the Council member is the responsibility of the Council member, and will be paid at the time of the hotel stay, C. A record of expenses fo~ lodging, meals, transportation, and incidental expenses should be kept on a daily basis, with receipts attached to the record. An itemized bill should be kept for meals, especially when several persons' costs are included. · , ' r other itemization of the cost should, accompany a city credit D. A d.etalled~!ll.o~,,~ should not be used for any non city expenses, such as card receipt./ne creu~, ,,,~,,, ' spouse meals or lodging. VII. Travel Arrangem. ents should be processed through the Legislative Analyst, who A. City Council travel will coordinate with the entire Council· The Legislative Analyst can make arrangements for travel, if desired, and copies given to the member who will travel· B. Efforts'will be made to secure the best cost for airline travel and lodgings in the designated travel city by planning ahead, and by taking advantage of any discounts available. C. Council members can get travel advancements by completing the required forms in a timely manner. VIII. Miscellaneou?. . A. When a City vehicle is available, it should be used for intra-state travel. B. If a Council member'uses his or her personal vehicle, mileage will be reimbursed according to Internal Revenue Service rules.