6.3. SR 12-05-2005
Item # 6.3.
MEMORANDUM
TO:
Mayor and City Council
FROM:
Joan Schmidt, City Clerk
DATE:
December 5, 2005
SUBJECT:
Elected Official Out-of-State Travel Policy
BACKGROUND:
Minnesota Statute Section 471.661 adopted in 2005 requires that by January 1, 2006 each
statutory city must develop a travel policy for Elected Officials and annually review this
policy. The attached proposed policy has been amended from a sample policy provided by
the League of Minnesota Cities. I have attached Exhibit B of the City's Personnel Policy.
The Council may also wish to consider adding the following to the proposed policy:
· limitations on the number of council members who can attend the same event;
· Allowing newly elected officials who have not yet taken office to attend training
beforehand.
ACTION REQUESTED:
To review the attached proposed Elected Official Out-of-State Travel Policy giving direction
to staff of changes.
471.661 Out-of-state travel.
By January 1, 2006, the governing body of each statutory or
home rule charter city, county, school district, regional
agency, or other political subdivision, except a town, must
develop a policy that controls travel outside the state of
Minnesota for the applicable elected officials of the relevant
unit of government. The policy must be approved by a recorded
vote and specify:
(1) when travel outside the state is appropriate;
(2) applicable expense limits; and
(3) procedures for approval of the travel.
The policy must be made available for public inspection
upon request and reviewed annually. Subsequent changes to the
policy must be approved by a recorded vote.
HIST: 2005 c 156 art 2 s 38
RESOLUTION 05-
CITY OF ELK RIVER
ELECTED OFFICIAL
OUT-OF-STATE TRAVEL POLICY
Purpose: The City of Elk River recognizes that its Elected Official may at times receive
value from traveling out of the state for workshops, confe , events and other
assignments. This policy sets forth the conditions under who -0 -state travel will be
reimbursed by the City.
.
e by the
ost of the
consider the
General Guidelines:
1. The event, workshop, conference or assig
City Council at an open meeting and
travel. In evaluating the out-of-state travel
following:
· Whether the Elected Official
City or to his or her role as the
.
.
'ng a City facility or function that is
operating at, or under consideration by
is to study the facility or function to bring
. on of the full Council.
as been specifically assigned by the Council to
e Ci at the United States Congress or to otherwise meet
n behalf ofthe City.
sufficient funding available in the budget to pay the cost of
2. No reimbursements will be made for attendance at events sponsored by or affiliated
with political parties.
3. The City may make payments in advance for airfare, lodging and registration if
specifically approved by the Council. Otherwise all payments will be made as
reimbursements to the Elected Official.
4. The City will reimburse for transportation, lodging, meals, registration, and incidental
costs using the same procedures, limitations and guidelines outlined in Exhibit B of
the City's Personnel Policy.
5. Mileage will be reimbursed at the IRS rate. If two or more Council Members travel
together by car, only the driver will receive reimbursement. The City will reimburse
for the cost of renting an automobile if necessary to conduct City business.
6. Lodging and meal costs are limited to those which are reasonable and necessary. The
Elected Official must use the most cost-efficient mode of travel available taking into
consideration reasonable time constraints. Airfare will be reimbursed at the coach
rate.
7. Receipts are required for lodging, airfare, meals, cabs or other forms of transportation
used and should accompany an expense report form. The se report form must
be submitted for payment.
8. The City will not reimburse for alcoholic beverag
associated with the attendance of a family me
expenses included in the cost of registration,
tennis.
elephone calls, costs
vehicles, meal
such as golf or
9. Limitations may be imposed on paying for e
announced his/her intention to resign, not to
defeated in an election.
10. The Council may request an oral
results of the trip.
policy depending upon circumstances
Adopted by the
December 2005.
11 ofthe City of Elk River, Minnesota, this 5th day of
Mayor
Attest:
City Clerk
EXHIBIT B
City of Elk River
Travel Reimbursement Policy
Revised January, 1999
The City of Elk: River may reimburse employees, volunteers, appointed and elected E~ployees
(hereafter referred to as Employees) for actual expenses incurred while acting as a
representative of the City. Unless otherwise required by law, the following conditions must be
met in order to qualify for reimbursement:
1. The expenditure must qualify as a public purpose expenditure as determined by State
law and the Elk River City Council for which the City may use tax money.
2. Prior supervisory approval from the department head or City Administrator must be
received before reimbursement will be made.
3. Reimbursement will be made only for actual out of pocket expenses which are directly
related to the reason for which the Official is representing the City.
Reimbursement shall be made in accordance with the rules stated in this policy. No
reimbursement will be made to an Employee unless the reimbursement request meets the
following criteria and the proper required documentation is included with the reimbursement
request.
1. REIMBURSEMENT REQUEST: An itemized Expense Reimbursement Request form
(as provided by the Finance Department) must be completed and submitted within thirty
days following the date of the expense being incurred in order to be eligible for
reimbursement.
a) The expense report must be signed by the Employee requesting reimbursement
and the department head or City Administrator.
b) Receipts must be attached for all items for which reimbursement is requested.
i) If an overnight stay is required, receipts may not be needed for all items.
See 3b and 3c below.
2. TRAVEL: Whenever possible a City vehicle is to be used for City related travel.
a) If a city vehicle is not available, reimbursement will be made for the mileage
incurred during travel for City business.
i) Reimbursement will be made at the rate approved as the Federal
Government mileage reimbursement rate.
Travel Policy
Revised January 1999
b) If out of state travel is required, air transportation is recommended and will be
reimbursed by the City.
i) Employees should select the most economical airfare that fits the
conference or meeting schedule. .
ii) An Employee may elect to drive for personal reasons instead of utilizing
air transportation with the following provisions:
a) Prior written approval must be received from the department
head or City Administrator.
b) On the date permission is received to drive, the Employee must
contact a travel agent and get two written quotes for airfare based
on the most economical rate available that fits the conference or
meeting schedule. The quote must include the departure and
arrival times. The written quote shall be attached to the
Reimbursement Request.
c) Reimbursement will be made based on actual mileage times the
reimbursement rates as stated in 2.a.i or the airfare identified in
3.b.ii.b) whichever is less.
d) Lodging reimbursement shall be limited to the period of time
required if air transportation had been used.
e) Meal reimbursement shall be limited to the period oftirne
required if air transportation had been used.
f) Drive time shall be on the Employee's personal time.
3. MEAL AND MISCELLANEOUS EXPENSES: Meals and miscellaneous expenses
shall be reimbursed as follows:
a) In State or Out of State with no overnight stay required:
i) Receipts are required for all meal and miscellaneous expense
reimbursements.
ii) Reimbursement shall not be made for meals included in the conference or
meeting fee.
iii) The reimbursement request shall not exceed the set maximums as
follows: Breakfast $ 7.00
Lunch 10.00
Dinner 18.00
b) In State with an overnight stay required:
i) No meals are to be charged to the hotel/motel room.
ii) Receipts are not required for meal or incidental expenses.
Hi) Reimbursement for meals and incidental expenses will be as follows:
Breakfast $ 7.00
Lunch 10.00
Dinner 18.00
Incidentals 5.00
2
Travel Policy
Revised January 1999
iv) Actual reimbursement for partial travel days will be based on the
reasonable time required to reach the destination.
v) Reimbursement shall not be made for meals included in the conference or
meeting fee.
vi) Phone calls for City business, parking, taxi, and other travel expenses will
be reimbursed separately. Receipts are required.
c) Out of State Travel with an overnight stay required:
i) No meals are to be charged to the hoteVmotel room.
ii) Receipts are not required for meal or incidental expenses.
iii) Reimbursement for meals and incidental expenses will be as follows:
Breakfast $ 9.00
Lunch 11. 00
Dinner 20.00
Incidentals 5.00
iv) Actual reimbursement for partial travel days wiI! be based on the
reasonable time required to reach the destination.
v) Reimbursement shall not be made fot meals included in the conference or
meeting fee.
vi) Phone calls for City business, parking, taxi, and other travel expenses will
be reimbursed separately. Receipts are required.
4. LODGING: The City will pay for reasonable hotel accommodations.
a) An itemized bill from the hotel is required.
b) Ifpossible, arrangements should be made for the hotel to bill the City directly. If
arrangements cannot be made for direct billing, the City shall reimburse the
Employee for such reasonable lodging expenses except:
i) Expenses incurred for lodging during drive time as stated in 2.b.ii above
or extra days not directly required to meet the meeting or conference
schedule.
ii) Expenses for personal phone calls.
iii) Expenses for meals charged to the room.
iv) Expenses for other personal expenses charged to the room.
5. ADVANCE EXPENSE CHECK: Ifrequested, an advance expense check may be
issued for estimated travel expenses.
a) The advance shall be issued pursuant to Minnesota Statute 471.97.
i) Receipts are required for all expenses.
ii) A signed Reimbursement Request with receipts must be submitted within
30 days of travel.
3
Travel Policy
Revised January 1999
iii) The City shall determine the estimated travel expense amount to be
advanced.
iv) Any additional reimbursement due to the Employee shall be paid by the
City based on the receipts submitted.
v) Any refund due from the Employee shall be paid to the City within 10
days of submission of the Reimbursement Request. The refund due from
the Employee shall be based on the actual receipts submitted. .
vi) All other provisions of this travel policy apply to determine the expenses
eligible for reimbursement.
6. OTHER
a) All reimbursements will be subject to tax as required by IRS regulations.
b) Alcoholic beverages shall not be included in the meal reimbursement request.
c) Incidentals shall include phone calls, newspapers, gratuities and etc.
d) Reimbursement shall not be made when receipts are not submitted as required.
e) Only actual expenses for the Employee shall be submitte.d and reimbursed. The
Employee is responsible for all lodging, meal, travel, and other expenses of any
individual accompanying the Employee.
. f) The Employee, by signing the Reimbursement Request, acknowledges and
agrees that all items included in the Reimbursement Request are legally eligible
for reimbursement and meet all of the provisions. of this travel policy and other
applicable laws.
January 14, 1999
4