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HomeMy WebLinkAboutRes 1443 - Travel Expenses, Travel Credit Card Policy, Council Travel Guidelines and Administrative Policies 2� A i so 8 City of Tukwila Washington Resolution No. 5K 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 COUNCIL TRAVEL GUIDELINES; AND AUTHORIZING ADMINISTRATIVE POLICIES TO BE INSTITUTED BY THE FINANCE DIRECTOR PER RCW 42.24. WHEREAS, RCW 42.24 requires that the City Council establish rules and regulations for the City travel policies and City Council travel guidelines, as well as the use of travel credit cards; and WHEREAS, administrative policies are to be developed by the Finance Director to administer travel reimbursement rules and regulations and travel credit card usage; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The attached Administrative Policy 03 -06, "Travel Expenses While on City Business," is approved (see Attachment A). Section 2. The attached Administrative Policy 03 -16, "City Travel Credit Card Policy," is approved (see Attachment B). Section 3. The "Council Travel Guidelines" are hereby approved (see Attachment C). 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. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this /5 -(--A day of `5 Q-c-G, 2000. efuf un cil Pr', ent io ATTEST /AUTHENTICATED: e E. Cantu, CMC, City Clerk APPROVED AS TO FORM: By: Office of the C`9A rney Filed with the City Clerk: /e Passed by the City Council: ,'//5/0 Resolution Number TRAVEL POLICY 4 -2000 J i Al TTACtim _S('' it POLICY AND PROCEDURE 1806 Subject: Index: TRAVEL EXPENSES WHILE ON CITY BUSINESS FINANCE Number: 03 06 Effective Date: Supersedes: Page 1 of 3 Staff Contact: Approved by: 1 /1 /00 03 06, dtd. 4/1/99 Finance Director 1.0 PURPOSE: To establish policy guidelines on reimbursement for expenses while on City business. 2.0 ORGANIZATIONS AFFECTED: All departments and divisions 3.0 REFERENCES: BARS Manual 1.3.3.D. 4.0 POLICY: It is the policy of the City of Tukwila to reimburse employees for reasonable and necessary expenditures made by employees while on official City business. Mileage will be reimbursed at a rate per mile; all other 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 of such claims. Where there is no receipt, the department head must approve the expense. 4.1 Overnight Trips 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. Reimbursement shall be made when an employee is attending an employer- approved business meeting, seminar, conference or training away from 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 limits: Breakfast $10.00 Lunch $12.00 Dinner $20.00 It is recognized that on certain occasions and depending on location it may be necessary to exceed the above limits. Also, a higher amount may be necessary when included with a conference or training related event. 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 amount of round trip air fare at the coach rate on a licensed common carrier, plus auto rental or taxi fare at point of destination. When two or more employees are attending the same seminar, convention, or meeting, carpooling shall be practiced whenever possible. Actual speedometer reading from City Hall to destination and return to City Hall will be used unless traveling directly from home and then the lesser mileage will be used. If an employee, for his or her own convenience, travels by an indirect route or interrupts travel by the most economical route, the employee shall 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 travel. 4.1.4 Out of State Travel (Except Elected Officials). Requires prior approval by the City Administrator in writing and a Training Attendance Request Form if applicable. 4.2 Local Travel and Expenses 4.2.1 Local Mileage. No mileage will be paid for commuting from an employee's personal residence to City Hall or a work station. 4.2.2 Local 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 social nature. The request for reimbursement of local meals should include the following 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 shall 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. registration fee, airfare, hotel). 4.2.5 Any special 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: 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 Revolving Fund should be used solely for travel expenses. It should not be used for personal loans, payment of airline 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 Funds 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 of unexpended balance must be completed within three (3) working days after returning to work. All legally expended items must be itemized on "Advance Travel Claim for Expenses" form, accompanied by substantiating receipts and/or invoices. 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 until repaid. 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, the reimbursement will be handled by the Finance Department after the "Advance Travel Claim for Expenses" form is turned in. 4.4 Non allowable expenses shall include, but are not limited to: a. Laundry, cleaning, or valet services (except on trips of over one week duration). b. Tobacco. c. Alcoholic beverages. d. Entertainment, including in -room video rentals. e. Personal telephone calls or telegrams (except when on extended trips of one week or longer). Calls on extended trips are limited to two, and the total cost shall not exceed $10.00. 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. Room service. ATTACH m FN T 4, POLICY AND PROCEDURE "76 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 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 approved by the City Administrator. 4.2 Billing/Receipts All billing statements will come to the City's Finance Department 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 Permitted 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 travel policies. (ATTACHMENT A Travel Expenses While on City Business) 4.7 Any illegal use of the travel credit card can result in a lien against salary, if necessary, to recover the disallowed charges. ATTACHMENT C 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 travel by its members. 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. Out of State Travel A. National 1. Costs for travel to national conferences shall generally follow the budget plans made for that year's budget. 2. In order to gain the most benefit from a conference, the goal shall be to send two council members to each NLC Conference. This number does not include any member who is attending an NLC Steering or Policy committee meeting. If more than two members wish to attend a national conference, the City Council can approve additional travel by a motion at a Regular Council Meeting. 3. Travel for a Council member on a national board or committee that requires that Council member's attendance will be budgeted separately and will not count in the number of council members traveling to a conference. 4. When more than two council members are interested in attending an NLC conference, priority is given to the member(s) who has not attended a national conference for the longest period. 5. After returning from a national conference, attendees will issue a report to share the information and perspectives with the entire Council. If more than one Council member attends, a consolidated report may be given. B. Sister City Travel 1. Travel to a sister city will be planned in the budget for the year in which the travel will take place. 2. Travel to a sister city will not preclude travel to a national conference. 3. 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. In -State Travel A. City Council travel to state conferences will generally be allowed for all Council members. B. In the event the travel budget does not allow as many to travel as would like to go, those who have not attended conferences recently shall have first preference. C. Travel to state conferences will not affect opportunities for a Council member to travel to national conferences. VII. Travel Expenses 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. 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 for costs. The credit card should not be used for any non -city expenses, such as spouse meals or lodging. VIII. 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 will be 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. IX. 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.