7.9. SR 01-02-2007
City of Elk River Item Number
REQUEST FOR COUNCIL ACTION 7.9.
Agenda Section I Meeting Date Prepared by
~\chninistration January 2, 2007 Tina .LJ\llard, City Clerk
Item Description Reviewed by
.L~pprove Elected Official Trav"el Policy
Introduction
I\ccordlllg to State Statute Section 471.661, tlle Out-of-State Tra'veI Policy for Elected Officials luUSt be
rev-ie\ved on an annual basis.
Discussion
TIle Elected Official Out-of-State Tra-vel Policy is a ne\v policy tllat \vas adopted itl December of 2005.
TIle policy \vas utilized Ollce \Vllen Councrnnelnber IvIotlll \Vellt to \Y/ashington D.C. in J\-fay 2006 to
discuss tlle city's application for federal funds for tlle TH 10/Do\vntO\Vll Desigr1 .L\lternatives ~\11alysis.
No cllal1ges lla\Te been luade to tlle attaclled policy.
Financial Impact
N/~~
Attachments
· City of Elk Riv"er Elected Official Out-of-State Trav-el Policy
.. -'
II Exllibit B froln tlle Personnel Policy 1:fanual (Referred to under Iteln #4 of the GeI1eral
Guidelines in tlle Trav-el Policy)
Action Requested
Council discussion on tlle policy and a 111otion approv-ing tlle Elected Official Out-of-State Travel Policy.
Council Action
l\JOtiOl1 b)~
Second bv
\Tote
Follow Up
T:\TINA \.t\nnual First i\leeting\Travcl Policy.doc
CITY OF ELK RIVER
ELECTED OFFICIAL
OUT-OF-STATE TRAVEL POLICY
Purpose
Tlle City of Ell\: River recognizes that its Elected Officiallnay at titl1.eS receive 'Talue fr01TI tra'Teling
Ollt of dle state for \vorksllops, conferences, events alld otller assigrunents. This policy sets fordl
tlle conditiolls llllder \vIllcll ollt-of-state tra\Tel \vill be reunbllrsed by' tlle City.
General Guidelines
1. TIle evellt, \vorksllop, cOllference or assigrunent lnust be appro\red in ad\Tance by tlle City
Council at all opel1lneeting alld lTIllSt inclllde all estitnate of tlle cost of tlle tra\Tel. III
e-valUatlllg tlle out-of-state tra,Tel request, tlle Council \v~ill consider tlle follo\ving:
.
\Vhetller tlle Elected Official \vill be receiviI1g training on issues relevant to tl1.e City or to
his or ller role as tlle IVIayor or as a Council j\-1elnber;
\Xihetller tlle Elected Official \vill be lneeting and llenvorking \Vitll otller Elected
Officials fr01TI around tlle country to excllange ideas on topics of rele\Tance to tlle City or
on tlle official roles of local Elected Officials.
.
.
\Xllletller tlle Elected Official \vill be \Tie\ving a City facility or function that is sunilar in
nature to one tllat is cllrrently operating at, or under consideration by tlle City \Vllere tlle
purpose for tlle trip is to study tlle facility or function to bring back ideas for tlle
COl1sideratioll of tlle full Council.
.
\Xllletller tlle Elected Official has been specifically assigned by tlle Council to testify 011
beIlalf of tlle City at tlle l.huted States Congress or to otllel\vise Ineet \Vitll federal
officials on beIlalf of tlle City.
\X!lletller tlle City has sufficient funding av"ailable indle budget to pay tlle cost of tlle
trIp.
.
2. No reullburselne11ts \vill be lnade for attendance at events sponsored by or affiliated \vidl
political parties.
3. TIle City lnay lll.al\:e paYlnents in ad,Tance for airfare, lodging and registration if specifically
approved by tlle COUllCil. Otllel"\vise all paynlel1ts \vill be nlade as reimburSelTIents to tlle
Elected Official.
4. TIle City \vill reitnburse for trallsportation, 10dgUlg, lneals, registration, and incidental costs
using tlle sanle procedures, litnitations and guidelines olltlined in Exhibit B of tile City's
Personnel Policy.
5. :Cv1ileage \'Till be reunbursed at tile IRS rate. If 1:\vo or 1nore Council1-1elnbers tra,rel togetller
by car, only the dri\Ter \vill recei\Te reullbursetnent. TIle City ,"vill reunburse for tlle cost of
renting all autol11obile if necessary to conduct City. business.
S:\POLICIES\Elected Official Travel Policy,doc
6. Lodging alld lneal costs are funited to tllose \vhich are reasonable and necessary. TIle Elected
Officiallnust use tlle lnost cost-efficiellt mode of tra\Tel av"ailable taking into consideration
reasonable tinle consrralllts. ~\irfare \vill be reunbursed at tlle coacll rate.
7. Receipts are required for lodging, airfare, lneals, cabs or ocller forlns of transportation used
and sllould accolnpany an expense report fotln. Tlle expense report forln lTIUSt be
submitted for paYlnent.
8. TIle City \vill not reimburse for alcol1olic beverages, personal telepl10ne calls, costs
associated \vidl tlle attel1dance of a farnily 111.elnber, rental of luxury \Tehicles, lneal expenses
inclllded in tlle cost of registration, or recreational expenses SUCll as golf or tennis.
9. LUlutatiolls lnay be unposed 011 paying for expenses for a Council1iIel1.1ber \VllO Ilas
al1noul1ced lus/ller intention to resign, not to seek reelectioll, or \VI10 llas been defeated itl
an electioll.
10. TIle Councillnay request an oral or \vritten report froln tlle Elected Official on tlle results of
dle trip.
11. .L"\ll frequellt flyer lniles acclued lllust be turl1ed over to tlle City.
12. TIle City Councilluay fllake exceptions to tlle policy dependlllg UpOll circulnstances unique
to tile trip alld/ or Elected Official.
.r\dopted by dle City Council, Decelnber 5, 2005; Resolution 05-130.
S:\POLICIES\E1ected Official Travel Policy.doc
EXHIBIT B
City of Elk River
Travel ReilllburseInent Policy
Revised January, 1999
TIle City of Elk River 111ay reimburse employees, volllnteers, appoillted and elected
Ell1ployees (llereafter refelTed to as Ell1ployees) for actual expellses illcUlTed while actillg
as a represelltative of tIle City. Unless otller\vise required by la\v, the follo\ving COllditiollS
111USt be 11let in order to qualify for reilllburselnellt:
1. TIle expenditure lnllst qllalify as a pllblic purpose expenditure as detennilled by
State la\v alld tIle Ellc River City COllllCil for \vhicIl tIle City l11ay use tax nloney.
2. Prior Sllpef\Tisory approval froll1 tIle depalil11ellt head or City Adll1illistrator lnllst be
recei\Ted before reilllbursenlellt will be nlade.
3. Reimbllrsel1lellt \vill be lnade only for actual Ollt of pocket expellses \Vllicll are
directly related to the reaSOll for \VllicIl tIle Official is representillg tIle City.
Reill1bllrsell1ellt sIlal1 be 111ade ill accordallce \vitIl tIle lules stated ill tllis policy. No
reill1bllrsell1ellt \vill be 11lade to all Ell1ployee ullless tIle reill1bllrsell1ellt reqllest meets tIle
follo\villg criteria alld tIle proper required doculllel1tatioll is illcluded \vitll tIle
reil1lburselnellt request.
1. REIMBURSEMENT REQUEST: An itelllized Expense Reil11bllrselllent Reqllest
fonl1 (as provided by tIle Fillallce Departmellt) nl11st be conlpleted alld submitted
\vitllill thirty days follo\villg tIle date of tIle expellse beillg illClllTed ill order to be
eligible for reilnbllrse111ellt.
a) Tile expellse report 111Ust be sigIled by tile Enlployee reqllestillg
reinlbllrsenlent and tIle depart11lellt head or City Adl11illistrator.
b) Receipts must be attacl1ed for all iten1s for \Vllich reill1bllrseme1lt is
reqllested.
i) If an overlligllt stay is reqllired, receipts 111ay 110t be l1eeded for all
itel1ls. See 3b alld 3c belo\\!.
2. TRAVEL: Wllellever possible a City vellicle is to be llsed for City related travel.
a) If a city vehicle is 110t available, reimbllrsell1ent \vill be Inade for tIle
11lileage illcurred during travel for City bllsilless.
i) Reill1bllrsenlent will be Inade at tIle rate approved as the Federal
Govermnent nlileage reilnburselnent rate.
b) If out of state travel is reqllired, air trallSpOliation is reco1lli1lellded and ,viII
be reil11bursed by the City.
1
Travel Policy
Revised January 1999
i) Ell1ployees should select tIle 1110st ecolloll1ical airfare tllat fits the
conference or meetil1g sc11edllle.
ii) An Enlployee filay elect to drive for persollal reaSOllS instead of
utilizi1lg air transportatiol1 wit1l tIle followillg provisions:
a) Prior \Vrittell approval must be received frOill tIle depalinlent
Ilead Of City Admillistratof.
b) 011 tIle date pennission is received to drive, the Elnployee lnust
COlltact a travel agellt and get tvvo written quotes for airfare
based 011 tIle 1110St ecollo1nical rate available tIlat fits tIle
COllferellce Of Ineetillg sc11edule. TIle quote 111USt inclllde tIle
departure alld an-ival tilnes. TIle written quote shall be attached
to tIle Reinlbursemellt Request.
c) Reil11bllrselllent will be 11lade based on actllal lllileage tinles tIle
reill1bllrsenlellt rates as stated in 2.a.i or tIle airfare identified ill
3.b.ii.b) \VIlicl1ever is less.
d) Lodgillg reinlbursell1ellt sIlall be limited to the period of time
required if air trallsp ortati 011 11 ad beell llsed.
e) Meal reilllbllrsel1lent sIlall be lill1ited to the peliod of tillle
reqllired if air trallspOliati011Ilad beell used.
f) Drive tillle shall be 011 the Elnployee's persollal till1e.
3. MEAL AND MISCELLANEOUS EXPENSES: Meals and nliscellaneous expenses
sIlall be rei111bursed as follovvs:
a) III State or Ollt of State \vitlll10 ovel1ligIlt stay required:
i) Receipts are required for alllneal and Iniscellaneolls expense
reill1 b tlrS elll ell ts.
ii) Reil11bursell1ellt sIlalll10t be l11ade for 111eals il1clllded ill tIle cOllference
or meeting fee.
iii) Tile reill1bllrsenlellt reqllest sIlall not exceed the set 1naxilllU1TIS as
follo\vs:
Breakfast $ 7.00
LllllCll 10.00
Dil111er 18.00
b) III State witll all ovenligllt stay reqllired:
i) No meals are to be cl1arged to tIle 11otel/nlotel rOOl11.
ii) Receipts are not reqllired for nleal or il1cidental expenses.
iii) Reimbursell1el1t for nleals alld il1cidental expenses will be as follo\vs:
Breakfast $ 7.00
Lllllell 10.00
Diluler 18.00
111cidelltals 5.00
iv) Actual reill1bursell1ent for partial travel days \vill be based 011 tile
reasollable tilne reqllired to reac11 the destillatioll.
2
Travel Policy
Revised J a11Uary 1999
v) Reinlbursemel1t sIlallllot be l11ade for l11eals il1elllded in the eonferellce
or l11eetillg fee.
vi) Pllolle calls for City business, parkillg, taxi, alld other travel expellses
will be reinlbursed separately. Receipts are reqllired.
c) Out of State Travel witll all ovelnigllt stay required:
i) No meals are to be cllarged to tIle hoteVnlotel room.
ii) Receipts are not required for meal or incidelltal expellses.
iii) Reill1bursenlel1t for Ineals alld illcidental expellses will be as follo\vs:
Breakfast $ 9.00
LuneIl 11.00
Dilmer 20.00
11lcidelltals 5.00
iv) Aetllal reill1bllrsell1ent for partial tra\'el days \vill be based on tIle
reasonable till1e required to reacll the destillatioll.
v) Reill1bllrsell1ellt shall not be made for nleals illclllded ill tIle cOl1ferellce
or llleeting fee.
vi) Pllo1le calls for City bllsiness, parking, taxi, alld otller travel expenses
\vill be reimbursed separately. Receipts are required.
4. LODGING: TIle City \vill pay for reasollable Ilotel accoll1111odatiolls.
a) Ail itelllized bill frOlll the Ilotel is required.
b) If possible, al1~angelllents sllould be l11ade for the hotel to bill tile City directly.
If al1~allgell1ellts callilot be lllade for direct billing, tIle City sIlall reinlbllrse the
El11ployee for SllCh reasollable lodgi1lg expenses except:
i) Expellses illcurred for lodging dUrillg dlive tilne as stated ill 2.b.ii
abo\'e or extra days 110t directly reqllired to llleet tile l1leetillg or
cOllference schedllle.
ii) Expellses for persollal pIl01le calls.
iii) Expenses for meals cllarged to tIle rOOll1.
iv) Expenses for otller perso1lal expellses charged to tIle rOOlll.
5 . ADVANCE EXPENSE CHECK: If requested, all advallce expellse clleck may be
iSSlled for estilllated travel expellses.
a) TIle advance sIlall be issued purSllallt to Mil111esota Statute 471.97.
i) Receipts are required for all expel1ses.
ii) A signed Reinlbllrse11lent Request \vitIl receipts 11111St be sublnitted
witlli1l 30 days of travel.
iii) Tile City shall detenl1ine the estimated travel expellse all1011nt to be
advanced.
3
Travel Policy
Revised J al1uary 1999
iv) Any additiollal reilnbursell1ellt due to tile Employee s11all be paid by tIle
City based on tile receipts subnlitted.
v) AllY renuld due from tIle Elllployee 8l1a11 be paid to the City witl1ill 10
days of sllbmissio11 of tIle Reilnbllfselllent Request. The reflllld dlle
froll1 the Enlployee slla11 be based on the actual receipts subnlitted.
vi) All otller provisions oftllis travel policy apply to determil1e tIle
expellses eligible for reil11bllrsemel1t.
6. OTHER
a) All reill1bursell1ellts will be sllbject to tax as required by IRS regulations.
b) Alcollolic beverages shall not be illclllded ill tIle l11eal reil11bursement reqllest.
c) I1lcidelltals shall inclllde pIlol1e calls, 11evvspapers, gratuities and etc.
d) Rei111bursell1ellt s11a11110t be 11lade vvllell receipts are not sllblnitted as reqllired.
e) Only actllal expenses for tIle Ell1ployee slla1l be sllb1nitted alld reimbursed.
TIle Ell1ployee is respollsible for alllodgillg, nleal, travel, alld otller expellses
of allY illdividllal acc0111pallyil1g tIle Enlployee.
f) TIle Ell1ployee, by SigIlil1g the Reill1bursell1ent Reqllest, acla.lovvledges al1d
agrees tl1at all items illclllded ill the Reimburselllent Reqllest are legally
eligible for reilnburselnellt alld 1neet all of tIle provisions oftllis travel policy
alld otller applicable la\vs.
J all11ary 14, 1999
4