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1975R18-Administrative Policy to Travel/Training RESOLUTI ON NO. j?5-/?-lr A RESOLUTION ESTABLISHING ADMINISTRATIVE POLICY AND ADMINISTRATIVE REGULATIONS PERTAINING TO TRAVEL, TRAINING AND/OR CONFERENCE EXPENSES FOR CITY EMPLOYEES, CITY COUNCIL MEMBERS AND MEMBERS OF VARIOUS CITIZEN'S ADVISORY BOARDS AND COMMISSIONS. WHEREAS, City Officials are often required to travel in order for the City to receive certain benefits, in the area of training, ex- changing ideas, accomplishing certain tasks in behalf of the City and/or solving a particular problem on behalf of the City, and WHEREAS, this travel involves additional personal expense, and WHEREAS, the City Officials of the City of Schertz, Texas may be required' to use private vehicles in the conduct of City business and are due adequate compensation for such use, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS: I SCOPE This policy statement is effective for all regular City employees, for members of the City Council and for members of the various Citizen's Advisory Boards and Commissions. II PROCEDURES FOR PROCURING TRAVEL EXPENSES A. Advances: Advances for anticipated travel expenses should be requested at least three (3) days prior to the expected departure date. In computing the amount of the advance to be requested, reference should be made to Section III. A. "Maximum per diem allowable". Where, due to confirmed motel or hotel rates, the maximum per diem allowable is not sufficient, the City Manager may authorize a per diem in excess of this stated amount. The request for advance should be made in duplicate on Form No. T-l entitled "Request for Travel and/or Advance Expense Allowance.1I This form shall be signed by the employee1s departmental director. The director will forward the request to the City Manager who will forward the request to,thecFinance Department provided funds have been budgeted for the subject travel. If funds have not been budgeted or if the request exceeds appropriated funds, approval must be obtained from the City Manager. The original of Form No. T-l will be retained by the Finance Department and the duplicate will be returned to the employee. B. Recompensation for Travel Expenses: An employee should seek an advancement of funds in all cases; however, it is realized that situations will arise that will not permit the employee to do so. When due to unforseeable circumstances, a department head and/or departmental director deems that it would be in the City's best interest for an employee to make an immediate trip, an emergency request in the form of a memorandum may be made directly to the City Manager for authorization. III. PER DIEM ALLOWANCE The per diem allowance shall cover actual expenses for lodging, meals, tips and transportation between the place(s) where business is con- ducted and where lodging and/or meals are provided. A. Maximum per diem allowable: In State Out of State Meals (3) $10.00 $15.00 Lodging 18.00 20.00 Incidentals 5.00 1 O. 00 Total $33.00 $45.00 B. Means of Computing Per Diem: (1 ) In computing per diem expenses for travel continuing over a 24-hour period, the calendar day (midnight to midnight) will be the unit. (2) For travel of less than 24 hours and/or nights lodging is not required, the perdiem rate should be adjusted down- ward to only reflect costs for meals and other incidentals. IV. APPROVED EXPENDITURES A. Transportation: (1) Air Travel: If possible, employees will travel in Iltourist class" flight status. First class flight passage will be allowed only in instances where scheduling makes the first class flight more desirable, or when it otherwise serves the best interest of the City. Round trip tickets should be purchased if possible and if it is advantageous to do so. Unused transportation tickets shall be returned to the City's Finance Office in order for reimbursement to be effected. (2) City Vehicle: When automobile is the chosen mode of trans- portation, city-owned vehicles are to be used if available. If feasible and convenient to do so, employees should pool transportation facilities, particularly on short trips involving several employees. City credit cards are avail- able for gas and oil expenses. These cards can be obtained in the City Finance Office if approved by the City Manager. (3) Personal Vehicles: City employees may use private auto... mobiles only in cases where a city-owned vehicle is not available. In such cases, the employee will be given a flat rate of 16 cents per mile. Mileage will be computed from the latest official map published by the Texas Highway Department for trips made inside the State. Mileage driven outside of the State will be computed from the latest official maps published by the American Automobile Association. When personal automobiles are used, total mileage to be considered for reimbursement shall in no case exceed the cost of first class air passage if such service is available. The pay- ment of such mileage will be based on the most direct route from the point of departure to the point of destination. (4 ) Official long distance calls: Charges for long distance telephone calls on official business will be allowed pro~ vided that the call is charged to the appropriate depart- ment's phone number used for long distance calls. (5) Registration fees: Conference and/or training registration fees will be paid in full by the City in addition to per diem allowance. (6) Car Rental: If a car is rented while an employee is travel- ing, it must be the most practical means of transportation available. If this type of transportation is anticipated, city credit cards should be used. (7 ) Accompaniment by spouses: When it is deemed proper to re- present the City and to meet the courtesies of protocal, spouses may accompany the employee on official city business. The spouses' registration fee and the additional ,hotel or motel cost of a double occupancy room versus the cost of a single occupancy room will be allowed. Meals and/or trans... portation costs will not be allowed unless authorized by the City Manager. The latter rule may be waived for mem- bers of the City Council. V. GENERAL POLICIES A. Unanticipated or substitution of Travel Expenses: (1) Unanticipated travel, conference and/or training expenses may be approved by the City Manager after such approval is granted by the Department Directors. Approval will only be made if surplus funds are available fram within the department's budget and/or when such travel is deemed to be in the best interest of the City. Request for appraval is to be made in the form of a memorandum to the City Manager. A copy of thi s memorandum noti ng the Ci,ty Manager's approval will be attached to Form No. T-l as the situation warrants and forwarded to the Finance Department. (2) Substitution of approved travel, conference and/or train- ing expenses may be requested subject to the departmental director's approval if the substitution is not in excess of the original appropriation for which subject substitu'" tion is made. A request for substitution should be made in the form of a " memorandum to the Ci ty Manager. This memorandum will be attached to Form No. T-l by the Finance Department. B. Estimating travel allowance for budget purposes: Pursuant to budget formulation instructions, budget requests for travel allowance should be calculated on the basis of allowances as set forth in this policy statement. C. Procedures: Advance (T-l) expense form will be submitted in duplicate to the Finance Department. All forms shall be routed for authorization and execution from the employee to his (her) departmental director and to the City Manager. The City Manager I s authorization and approval is required in all cases before any travel expenses are issued. No exception. D. ~~ payment of incurred e"penses 'IIi 11 be pa; d once month' y. by the ,oth day of tile month f 011 0'11; n9 subm; s s ion of Fo l'11l i - 2 by the emp10yee. PASSEO. APPRO~EO ANO AOOPiEO this the j" iAdi-day of____ - , 1975. AiiES1~ {Sea1 of City) FORM NO. T-2 CITY OF SCHERTZ "EXPENSE REPORT" Name of Employee Week Ending -------------------I~tructions--------------------- 1. Attach hotel bills, ticket stubs and receipts for individual expenditures, including any charged items. 2. Do not include another employee's travel expense. 3. Circle amounts in the detail sections that have been charged to the City and include in totals. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - PURPOSE OF TRI P:. - - - - - - - - ---,..--- - - - - - - - - - - - - - - ,.. - - - - - - - - ------ TRAVEL EXPENSE Sun. Mon. Tues. Wed. Thurs. Fri. Sat. TOTAL Hotel Room Breakfast Lunch Dinner Telephone Cab or Rented Car. Air, Rail or Bus (Circle One) Gas and Oi 1 Car Repairs Auto Miles@ TOTAL From-To I Date & Time of I . 'Depart. Arrival TOTAL 1. i Charqed Items (Deduct) 2. TOTAL 3. Cash Advanced (Deduct) 4. cas~ Ret'd or Due Employee Circle One) . Employee's Signature Approved FORM NO. T-l CITY OF SCHERTZ REQUEST FOR TRAVEL AND/OR ADVANCE EXPENSE ALLOWANCE NAME DATE: DEPARTMENT DIVISION MEETING: DURATION: FROM TO DESTI NA TI ON: CITY STATE MEANS OF TRANSPORTATION: ( ) Plane ( ) City Vehicle ( ) Personal Vehicle * Mil eage: miles x $.16 $ Total Cost of Transportation $ PER DIEM REQUESTED: ( ) In State ( ) Out of State Days Lodging $ Meals Miscellaneous Total Amount of Per Diem requested: $ ADDITIONAL EXPENSES REQUESTED: Registration Fees: City Employee $ Spouse Additional Room Rate Limousine Service Other Requests: Explain: $ Total Amount of Additional Expenses Requested $ TOTAL AMOUNT OF FUNDS REQUESTED: $ . ( ) Funds Available ( ) Unbudgeted Funds Requested Account No. AUTHORIZATION: Departmental Director City Manager * Computed only when personal automobile is to be used. .