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3.3. SR 07-02-2007 REQUEST FOR ACTION To Ci Council Agenda Section Consent Item Description Consider Update to the City's Travel Policy Meeting Date ul 2, 2007 Item Number 3.3.* Prepared by Tim Simon, Finance Director Reviewed by Lori ohnson, Ci Administrator Reviewed by Action Requested The City Council is asked to approve an update to the City's travel policy. Background/Discussion The City Council last revised the City's travel policy in January 1999. The finance department determined it necessary to review the amounts used and provide some updated information in the policy to address some of the questions the department gets on a regular basis about the current policy. Both the revised policy of 1999 and the current revised policy used the U.S. General Services Administration (GSA) to obtain the reimbursement amounts. The closest primary destination in the GSA was Coon Rapids/Ramsey in Anoka County. The amounts have been adjusted upwards slighrly for out-state travel with an overnight stay. On June 12, 2007 the revised policy was presented at the department head meeting. In addition, Human Resources also reviewed the revised policy. Below are some of the changes to the policy: . Amounts updated to Minnesota FY 07 . Itemized receipts will be required for all reimbursements . Clarification of when travel must be in progress for reimbursement . Meals for others Financial Impact It is estimated that the impact will be less than $500. Attachments · Revised travel policy Action Motion by _ Second by _ Vote Follow Up C: \Documents and Settings \jmiller\Local Settings \ Temporary Internet Files \ OLK3E\ T rave1Policyupdate.doc City of Elk River Travel Reimbursement Policy Revised January, 1999 July. 2007 The City of Elk River may reimburse employees, volunteers, appointed and elected Employees Officials (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 Employee 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 dltys reasonable time 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) Itemized receipts must be attached for all items for which reimbursement is requested. i) If an overnight stlty is required, receipts may not bc needcd for all items. See 3b and 3c bdO'lV. 2. TRAVEL: Whenever possible a City vehicle is to be used for City related travel. Employees shall not receive vehicle mileage reimbursement for commuting between a regular work location and their home. 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. ii) Reimbursement will be the lessor of the mileage from the employee's residence to the destination or from his/her regular work location to the destination. iii) Reimburse all mileage between points visited on City business during the day. s: \Council\ Tim \ TravelPolicyupdate.doc b) If out of state travel is required, air transportation is recommended and will be reimbursed by the City. i) Employees should shall 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 61' and 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 ~2.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 of time 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: when leaving. to be eligible for the breakfast reimbursement. travel must be in progress prior to 6:00 a.m.: for lunch. prior to noon: for dinner, prior to 6:00 p.m. When returning. to be eligible for the breakfast reimbursement. travel must go beyond 6:00 a.m.: for lunch, beyond noon, for dinner. beyond 6:00 p.m. 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 $ MG-$8.00 Lunch ~12.00 Dinner +&00-21.00 b) In State -""ith an ovcrnight stay rcqu-ired: i) No meals arc to be charged to the hotel/motel room. li) Receipts are flat requ-ired for meal or iacidental expenscs. iii) Reimburscment for meals and incidental expenscs will bc as follO'\.Vs: Breakfast $ 7.00 Lunch 10.00 Dinncr 18.00 Incidentals 5.00 s: \ Council\ Tim \ TravelPolicyupdate.doc i~;) }..ctual reimbuf3ement for partial ttlt~v~cl days will be ba3ed Oft the rea30nable time required to reach the de3tination. v) Reimbursement shall not be made for meah included in the conference or meeting fee. vi) Phone call3 for City business, parking, taxi, and other ttlt~,Tcl eXpCfi3e3 "rill. be reimbursed separately. Receipt3 arc requited. c) Out of State Travcl with aft overn-ight stay requited: i) No meah are to be charged to the hotel! motel room. ii) Receipts are not requited for meal or incidefttal expense3. iii) Reimbursement fDr meah and incidental expenses will be as follows: Breakfa3t $ 9.00 Lunch 11.00 Dinfter 20.00 Iftcidentah 5.00 i~v~) }>.ctual reimbur3ement for partial travel days will be based on the reasonable time required to reach the de3tination. v) Reimbursement 3hall not be made for meah included in the conference or meeting fee. ~;i) Phone call3 fDr City bU3incss, parking, taxi, and other ttanl eXpefi3C3 will.. be reimbursed separately. Receipts arc requited. b) In or Out of State Travel with an overnight stay required: i) No meals are to be charged to the hotel! motel room. ii) Receipts are required for meals expenses. ill) The reimbursement request shall not exceed the set maximums as follows: In-State Out-State Breakfast $8.00 $9.00 Lunch $12.00 $13.00 Dinner $21.00 $23.00 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. 4. Meals For Others: Elected officials. the City Administrator. department directors, or other designated City employees serving as representatives of the City may occasionally provide a meal for other persons who have official business with the City. The cost of providing such meals. including tax and a reasonable gratuity. will be reimbursed provided the following conditions are met: i) The name and official capacity of each person attending must be listed. ii) The public benefit of the meeting must be described. ill) The cost may not include alcoholic beverages. iv) A detailed receipt must be provided whenever possible. if not please list the reason. s: \Council\ Tim \ TravelPolicyupdate.doc v) Must comply with the City's public purpose expenditure policy. vi) The amount reimbursed per person will follow the amounts listed in 3) a. 5. LODGING: The City will pay for reasonable hotel accommodations. a) An itemized bill from the hotel is required. b) If possible, arrangements should be made fot the hotel to bill the City direetly. If arnngements cannot bc 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. 6. ADVANCE EXPENSE CHECK: If requested, 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. 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. 7. 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) Incidentab shall includc phone ealls, ncwspapcrs, 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 submitted 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. s: \Council\ Tim \ TravelPolicyupdate.doc