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HomeMy WebLinkAboutCOW 2004-05-10 Item 3B - Resolution - Council Travel Policy GuidelinesQ COUNCILAGENDASYNOPSIS .................... ,~--- I~itials ....................... ~TEM NO. Meeting Date Prepared by Mayor's review!Council review 5.0/04 -,, ITEM INFORMATION CAS Number: 04-024 ~ Original Agenda Date: 2/23/04 Agenda ~tem ~tle: A Resolution Formally Adopting a Poli~ for Travel Expenses While On Ci~ Business. Odginal Sponsor; Oouncil x Admin. ~meline: Sponsors Summa~: ~e resolution includes the Council travel poli~ discussed previously, It will take effe~ 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 known3: Fund Source (if known) RECORD OF COUNCIL ACTION Meeting Date Action 2/23/04 COW 4/12/04 cow 5/zo/o4 APPENDICES Meeting Date Attachments 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 (ancl attachroents) 4 jy u A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, FORMALLY ADOPTING A POLICY FOR TRAVEL EXPENSES WHILE ON CITY BUSINESS; APPROVING A CITY TRAVEL CREDIT CARD POLICY; APPROVING NEW COUNCIL TRAVEL GUIDELINES; AND AUTHORIZING ADMINISTRATIVE POLICIES TO BE INSTITUTED BY THE FINANCE DIRECTOR PER RCW 42.24. WHEREAS, Resolution 1443 adopted travel expenses section, credit card section, and Council Travel Guidelines in May 2000; and WHEREAS, the Council has reconsidered the Council Travel Guidelines and has determined to try a new approach to managing their travel decisions; and WHEREAS, finance regulations have been updated since Resolution 1443 was adopted; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: ;:h Section 1. The attached Administrative Policy 03 -06, "Travel Expenses While on City Business" (Attachment A), is approved. Section 2. The attached Administrative Policy 03 -16, "Policy Guidelines for City Travel Card Usage" (Attachment B), is approved. Section 3. The "Council Travel Guidelines" (Attachment C) are hereby approved to take effect in January 2005. Section 4. All nominal charges such as the legal annual mileage rate will be made administratively. Any other changes must be approved by the Finance and Safety Committee. ``;ict% PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2004. ATTEST /AUTHENTICATED: Jim Haggerton, Council President Jane E. Cantu, CMC, City Oerk APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council. Office of the City Attorney Resolution Number: COUNCIL TR4VELDOC s ATTA~ A POLICY AND PROCEDURE Subject: Index: TRAVEL EXPENSES WHILE ON CITY BUSINESS FINANCE Number: 03 -06 Effective Date: Supersedes: Page 1 of 3 I StaffConlact: I Date: Appr~v.ed by: 1/1/03 03-06, dtd. 10/l/00 Finance Director 10/z0/°2 1.0 PURPOSE: To establish policy guidelines on reimbursement for expenses while on City business. 2.0 DEPARTMENTS AFFECTED: All departments and divisions 3.0 REFERENCES: BARS Manual 1.3.3.D and RCW 42.24 Resolution No. 1443 4.0 POLICY: It is the policy of the City of Tukwila to reimburse employees for reasonable and necessary expenditures made while on official City business. Mileage will be reimbursed at a rate per mile; all ethel allowable expenses on an actual cost basis. All expenses must be itemized if applicable. Claims for reimbursement of travel expenses, other than mileage, shall be accompanied by invoices and/or receipts showing proof of payment. Where there is no receipt, an employee's supervisor must approve the expense. 4.1 Overnight Travel 4.1.1 Lodging. Hotel and motel expenses will be reimbursed upon completion of authorized travel and submittal of proper claim. A reasonable class of accommodation (single rate) shall be selected where choice is available. 4.1.2 Meals. Meal reimbursements for all authorized trips and/or training are to be itemized. Credit card receipts with no detail ofpurchasas are not acceptable. Reimbursement shall be made when an employee is attending an employer-approved business meeting, seminar, conference or training away f~om the employee's facility. Employees shall be reimbursed for the cost of the meals, including a reasonable tip (no more than 15% unless automatically billed by vendor), using the following guidelines: Breakfast ................................................ $12.00 Lunch ..................................................... $15.00 Dinner .................................................... $27.00 4.1.3 Mileage Allowance. Employees who use their personal vehicles on travel assignments will be allowed the IRS allowable rate per mile (the 2000 rate after January 1~ is 32.5 cents per mile). Each employee must have'liability insurance of not less than that required by current Washington 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 mount of round trip air fare at the coach rate on a licensed common cartier, plus auto rental or ~ fare at point of destination. When two or more eml~loyees m-e attending the same seminar, convention, or meeting, carpooling'shall be practiced whenever possible. Actual speedometer reading fi.om City Hail to destination and return to City Hail will be used unless traveling directly fi'om home and then the lesser mileage will be used. If an employee, for.his or her own convenience, lravels by an indirect mute or interrupts travel by the most economicai route, the employee shail bear any extra expense involved. Reimbursement for such travel shall be for only that part of the expense as would have been necessary in order to lravel. 4.1.4 Out of State Travel (Except Elected Officials). Requires prior appmvai by the City Administrator in writing and a Training Attendance Request Form if applicable. 4.2 Locai Travel and Expenses 4.2.1 Local Mileage. No mileage will be paid for commuting fi.om an employee's personai residence to City Hall or a work station. 4.2.2 Locai Meals. Reimbursement for meals will be allowed only when the employee is attending a seminar or conference as a representative of the City for a specific purpose, or where the employee's attendance will directly benefit the City. Reimbursements will not be allowed for meetings which are of a sociai nature. The request for reimbursement ofloeai meals should include the f~llowing information: a. Date b. Place c. Meeting attended d. Specific reason for attendance 4.2.3 Parking fees will be reimbursed by actual cost and receipts shail be presented when possible. 4.2.4 Training Attendance Request forms, except for elected officials, need to accompany any purchase order form relating to a travel expense over $100.00 (i.e. reg/stration fee, airfare, hotel). 4.2.5 Any speciai circumstances for reimbursements that exceed the stated limits must be approved by the Finance Director prior to completion of "Claim for Expenses" form. 4.3 AdVance Travel'Revolving Fund: . .-' ' : '~° 4.2.5 Any special circumstances for reimbursements which exceed the stated limits must be / approved by a department head and/or the Fin. ance Director prior to completion of / "Claim for Expenses" form. · - 4.3 Advance Travel Kevolving Fund: The City to Tukwila maintains an Advance Travel Revolving Fund for the convenience of City employees whose necessary official travel might cause economic inconvenience. The Advance · Travel Kevolving Fund should be used solely for travel expenses. It should not be used for personal loans, purchase of akline tickets, registration fees, reimbursements to employees or officers for travel expenses already incurred, or for other travel or office expenses. Per BARS Manual Section 1.3.3.D. Requests for Advance Travel Fund expenses shall be made to the Finance Director or designee on the prescribed "Advance Travel Request" form, with out-of-state travel being approved also by the City Administrator. A copy of a Training Attendance Request form must be attached, except for elected officials. Upon approval, a check will be drawn on the Advance Travel Revolving Fund (no more than five working days) prior to departure of the authorized trip. Reconciliation of and/or repayment ofunexpended balance must be completed within five (5) working days after retuming to work. All legally expended items must be itemized on an "Advance Travel Claim for Expenses" form, accompanied by substantiating receipts and/or invoices. Until repair, failure to do so will make any employee receiving such advance personally liable for the full unpaid amount plus interest at the rate of 10% per annum. No advance of any kind shall be made to any employee who is delinquent in accounting for or repaying a prior advance. If an employee reimbursement is necessary, reimbursement will be handled by the Finance Department after the "Advance Travel Claim for Expenses' form is submitted. 4.4 Non-allowable expenses shall include, but are not limited to: a. Laundry, cleaning, or valet services (except on trips of four or more consecutive days). b. Tobacco. c. Alcoholic beverages. d. Entertainment, including in-room video rentals. e.. Personal telephone calls or telegrams (except when on extended trips of three or more days). Calls on extended ~ps are limited to two, and the total enst shall not exceed $15.00. f. First class travel accommodations when economy or coach class are available. g. Meals and lodging in lieu of other meals and/or lodging when these items are included in the registration fee. h. Fines, forfeitures or penalties. i. Expenses of a spouse. ' j. Travel insurance. k. Ali other personal services such as barber, etc.  AT~A(/-~EN~f B POLICY AND:PROCEDURE Subject: Index: CITY TRAVEL CREDIT CARDS FINANCE Number: 03-16 Effective Date: Supersedes: Page 1 of 2 Staff Contact: [ Approved by: 5/15/00 N/A Finance Director 1.0 PURPOSE: To establish policy guidelines for City Travel Card usage per RCW 42.24. 2.0 ORGANIZATIONS AFFECTED: All departraents and divisions 3.0 REFERENCES: Resolution No.. Finance Policy 03-06 KCW' 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 approved by the City Administrator. 4.2 Billing/Keceipts All billing statements will come to the City's Finance Depaztment for processing. Credit card holders will submit copies of all charges, 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. 4.3 ~P~'nitted Uses : a. Lodging costs b. Meals c. Transportation d. Registration e. Other related expenses 4.4 Non-Allowable Costs a. Personal expenses b. Spouse expenses c. Alcoholic beverages d. Non-travel related expenses e. Cash advances 4.5 Prior to receiving a credit card, an acknowledgment of receipt of the Credit Card Policy will be required. 4.6 See also Finance Policy 03-06 for relevant Iravel policies. (ATTACHiViENT A Travel Expenses While on City Business) 4.7 Auy illegal use of the travel credit card can result in a lien ag~{,~t salary) if necessary, to recover the disallowed charges. ATTACHMENT' 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 Tukwila, its residents, and its businesses. II. Decisions About Travel 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 in 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 A. Beginning each year, after funds for local meetings, the Council retreat, and meals are subtracted, each Council member will be allotted an equal share of the 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 funds that are not ~sed 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 expended or planned for, the City Council will decide if the benefit to the City is high enough to warrant the additional 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 city 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 member'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 price for the trip. All other expenses will be borne by the City Council member. VI. Tr~ivel 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 for 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. D. A detailed bill or other itemization of the cost should accompany a city credit card receipt. The credit card should not be used for any non-city expenses, such as spouse meals or lodging. VII. Travel Arrangements A. City COuncil travel should be processed through the Legislative Analyst, who 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. Miscellaneous 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.