HomeMy WebLinkAboutFS 2010-06-22 Item 2C - Policy - Travel Policy UpdateCity of Tukwila
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Peggy McCarthy, Deputy Finance Director
DATE: June 16, 2010
SUBJECT: Travel Policy Update
INFORMATIONAL MEMORANDUM
ISSUE
What are the policies of neighboring cities for reimbursing employees and elected officials for travel
expenses?
BACKGROUND
Copies of travel policies were obtained from the following cities:
City of Renton
City of Burien
City of Des Moines
City of Kent
City of SeaTac
City of Federal Way
City of Auburn
The policies were reviewed and conversations were engaged in to determine the answers to the following
questions:
1) Is a per diem rate used for meal reimbursement? The majority of the cities use a per diem for
meal reimbursements.
2) Is a per diem rate used for lodging? Most cities reimburse lodging based on actual costs. Some
impose a per diem cost ceiling.
3) Is the lodging reimbursement policy different when lodging is at a conference hotel? One city
permitted reimbursement at 125% of the per diem lodging rate for lodging costs at conference
hotels. Most cities pay lodging at actual rates with no distinction made for conference
accommodations.
4) Do the policies apply to the elected officials? In all cases where the issue was specifically
addressed in the policy, the policies do apply to elected officials as well as to employees.
5) Are travel reimbursements in excess of the federal GSA per diem rates included in taxable
income? Only one city responded that excess reimbursements are included in taxable income.
DISCUSSION
The neighboring city travel policies are available for Committee review upon request.
RECOMMENDATION
No recommendation, for Committee information only.
Jim Haggerton, Mayor