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CC Resolution 10754 RESOLUTION NO. 10754 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL APPROVING AN UPDATE TO CITY COUNCIL POLICY SECTION 5 "TRAVEL AND MEETING REGULATIONS" WHEREAS, the City of Campbell reimburses its officials and employees for travel and business expenses incurred in the course of their duties as stated in Section 5 of the City Council Policy Manual; and WHEREAS, AB 1234 which became effective January 2006 sets forth expense requirements for elected officials and advisory board members; and WHEREAS, the provisions of AB 1234 have application for all City officials incurring business travel, meeting and meal costs; and WHEREAS, given the passage of time since the City of Campbell's travel and meeting regulations policy have been updated, combined with the recent adoption of AB 1234, it is recommended that Section 5, Travel and Meeting Regulations be significantly restructured and that its provisions apply to all City officials to ensure consistency in the expenditure of City funds. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell does hereby approve the attached update to Council Policy, Section 5, Travel and Meeting Regulations. PASSED AND ADOPTED this 3rd day of April, 2007 by the following roll call vote: AYES: Councilmembers: Kennedy, Hernandez, Low, Burr, Furtado NOES: Councilmembers: None APPROVED: A TTE~}:/J ~ { / / LA._, Anne Bybee, City Clerk SECTION 5 TRAVEL AND EXPENSE REIMBURSEMENT POLICY 5.1 General Policy: Attendance at conferences, seminars or meetings by City officials for which reimbursement of City travel and meeting monies is made shall be for the benefit of the City. Funds allocated for this purpose are limited to the allocations annually approved in the current fiscal budget, unless a specific request is approved by the City Councilor City Manager. The amount budgeted each year for conference attendance should be viewed as a maximum amount of available funding. City officials authorized to attend conferences, seminars or meetings have a direct responsibility to attend the sessions and to bring back information which will be of value to the City. It is also their responsibility to impart pertinent information to colleagues and staff, including written material, which might improve City operations. Each member of the legislative body shall provide a brief report on meetings attended at City expense at the next regular meeting following his/her travel. If multiple officials attended, a joint report may be made. Activities that constitute reimbursable expenses, provided that policy guidelines are met and good judgment and discretion are used in the expenditure of public funds, include but are not limited to: . Educational seminars and conferences designed to improve official's skill and information levels on topics relevant to the City; . Meetings involving activities or decisions important to City interests; . Events where the City is a formal sponsor or participant, in performance of official duties for the City, and when acting as an official City representative; or · Communicating with representatives of regional, state and national government on City adopted policy positions; and · Serving on professional organization or governmental committees, boards or task forces. Advisory Commissioners may attend conferences and local and regional meetings of value to the Commission and City subject to budgetary limitations. Requests for attendance at conferences and other meetings by Commission Members shall be reviewed and approved by the respective commission's staff liaison. Conference allocation shall be included in the respective Commission's departmental budget. Commissioners will not be reimbursed for mileage within Santa Clara County. Any other expenditures not specifically mentioned in this section will require written pre-approval by the staff liaison. Page 1 Nonmanagement employees attending a conference must be explicitly approved in writing, in advance, by their respective Department Head and funds shall be allocated in the appropriate departmental program and approved annually in the Operating Budget. Out-of-state travel by any employees other than City Councilmembers must be pre-approved by the City Manager. All reimbursable expenses related to conferences, meetings and seminars shall be documented by the employee completing a Statement of Expense Form (Green Sheet) approved by the Finance Director within 30 days of the event unless all documentation has been previously provided to Finance prior to the trip and no further reimbursement is being requested from the City. 5.2 Conferences: Reimbursable expenses for City officials and staff attending conferences include: ~ Registration ~ Transportation (see Section 5.4) ~ Mileage at the annually published Internal Revenue Service rate if using a personal vehicle - not to exceed the cost of lowest available airfare or as identified in Section 5.5. ~ Hotel (single room rate @ special conference rate or government rate if available) ~ Parking ~ Meals and incidentals (includes tips and gratuities) not to exceed the published IRS per diem rate ~ Baggage handling fees of up to $1 per bag, if not claiming per diem ~ Gratuities up to 15 percent, if not claiming per diem ~ Internet access connection and/or usage fees not to exceed $15 per day if internet access is necessary for City-related business ~ Gasoline, if using a City vehicle or rental car Non-reimbursable Expenses include, but are not limited, to: ~ Personal portion of the trip ~ Political or charitable contributions or events ~ Family expenses, including spouse's expenses when accompanying official on city-related business, as well as children- or pet-related expenses ~ Entertainment expenses ~ Non-mileage personal automobile expenses; i.e. repairs, traffic citations, gasoline ~ Any alcoholic beverages Page 2 5.3 Staff Development: Staff development differs from conferences in that they are training seminars for a specific purpose, do not involve an overnight stay, and are budgeted for in the appropriate department budget in the Staff Development account. Reimbursable expenses are the same as for conferences, except that meals are on an actual basis rather than per diem, up to the maximum allowed consistent with the published IRS per diem rate. Receipt is required for reimbursement. 5.4 Lodaing: Lodging expenses will be reimbursed or paid for based on actual costs when travel on City business reasonably requires an overnight stay. City officials must request government rates, when available. In the event that government rates are not available, lodging rates that are comparable to the government rate or published IRS per diem lodging rates for a given area are presumed reasonable and hence reimbursable. The number of nights to be reimbursed will be limited to those nights when an overnight stay is required in order to participate in the conference. The cost for reimbursement is not to exceed the cost of a standard single room at the published conference rate or government rate. A detailed hotel folio should be submitted to Finance after travel is complete where payment has been made based on a quotation. 5.5 Transportation: The most economical mode of transportation will be utilized for travel to and from meeting/conference locations. Transportation cost should be evaluated both in terms of direct expense to the City, as well as the amount of time required by the City official to be away from work. Travel to and from the airport and other incidental costs relating to travel and meeting expenses, including the registration fees, shall be itemized separately. The mileage reimbursement rate for use of a privately-owned vehicle for any authorized City business travel is consistent with the published IRS mileage reimbursement rate. IRS standards state that an employee is not reimbursed for mileage driven from home to work and back; thus mileage will be reimbursed for actual miles driven less normal commute miles. Flat Fee Allowance - Use of Private Vehicle for City Business: The flat fee vehicle allowance for City officials is established by the current operating budget. As a condition for receipt of this allowance, the recipients shall utilize their private vehicles for all City-related business and activities taking place within a 40-mile radius from Campbell City Hall. Officials receiving auto allowance may claim mileage reimbursement for City-related business activities onlv for miles in excess of the 40-mile radius from Campbell City Hall in accord with the published Page 3 IRS mileage reimbursement rate. Recipients of the vehicle allowance are required to meet the City's insurance requirements; proof of adequate automobile insurance shall be on file with the Finance Department. Such requirements also apply to employees claiming mileage for use of their own vehicles on City business. Airfare - Fares that are equal or less than those available through the Enhanced Local Government Airfare Program offered through the League of California Cities (www.cacities.org/travel), the California State Assn. of Counties (www.csac.counties.org/default.asp?id=635) and the State of California are presumed to be the most economical and reasonable for purposes of reimbursement under this policy. If a lower fare can be obtained using another means, this should be done. Car Rental - If a rental vehicle is necessary, rental rates that are equal or less than those available through the State of California's website (http://www.catravelsmart.com/default.htm) shall be considered the most economical and reasonable for purposes of reimbursement under this policy. It shall be the responsibility of the individual to obtain approval from the Department Head prior to renting a vehicle. If a lower fare can be obtained using another means, this should be done. 5.6 Expenses Pavable in Advance: Reservation fees or other preliminary costs may be paid in advance by submitting a check request. If the anticipated expenses of a conference or meeting are in excess of what an employee/city official can afford out-of-pocket, an advance may be requested from the Finance Department on a check request. Upon his return, the employee/city official shall submit an expense form to the Finance Department within 30 days accompanied by all pertinent receipts, and either refund any surplus advance or request reimbursement for additional expenses. An advance is not intended as a flat payment to cover expenses; it is intended to be used to help an employee/City official attend a meeting without use of personal funds of any sizeable amount or for any lengthy period of time. An example of a completed expense form is attached as Exhibit A. Advances will not be paid earlier than 15 days prior to the event date. 5.7 Expense and Reimbursement Entitlements: The maximum allowable charge for meal and incidental expenses for all City representatives attending conferences, seminars, training, meetings, etc. will be consistent with the published IRS Meals and Incidental Expense Per Diem rate. Meals and Incidental Expense Per Diem is allowed when attendance at a conference or meeting requires an overnight stay. Any expenses incurred by employee traveling to or from the conference or meeting shall be prorated based on the published IRS per diem rate. Current rates are published by the IRS in Page 4 Publication 1542 and are available from Finance. *Note: If meals are included in registration fees, Meals and Incidental Expense Per Diem rate is not applicable. Any meals not covered in registration fee, may be reimbursed up to the maximum amount allowable per IRS Meals and Incidental Expense Per Diem rate for the meal not covered. Meal Expenses Other than Conference Per Diem: Under no circumstances, may the daily total exceed the IRS Meals and Incidental Expense Per Diem Rate. It should be borne in mind that these are public funds and should be used with utmost discretion. Staff development seminars and/or periodic professional organization meetings with fixed meal prices shall be reimbursed at the established rate. Receipts shall be required by the Finance Department for all expenditures, including meal expenses related to meetings not requiring an overnight stay. 5.8 Use of Credit Cards: Credit cards may be issued against the credit of the City. These credit cards shall be used solely for payment of the actual and necessary expenses incurred in performance of official duties, including but not limited to: 1. Reasonable expenses for meals, transportation, and lodging when attending City-authorized meetings or conferences (when per diem is not requested); and 2. Reasonable expenses of meals, transportation, and lodging incurred in the course of performing legitimate City business. Individuals who use a City credit card shall report the following information to the Finance Department within ten (10) days of receipt of credit card statement: 1. The purpose of the credit transaction; 2. The budget account number designating the source of funds budgeted for the transaction; and 3. If the transaction involved the purchase of food or services, the names of all persons receiving such food or services and itemized restaurant food and beverage folio where available. For more information on credit cards, refer to Administrative Policy #01-43. Attachment: Exhibit A - Samples of Green Sheet - Expense Reimbursement form Page 5 Sample - # 1 - Advanced Per Diem - Balance Due Employee AlP # City of Campbell - Statement of Expenses and Reimbursement Request Form Purpose of Meeting, Description (Meals, Hotel, Account Date Organization & Location Transportation, Etc.) Number Amount xx/xx/O? ABC Conference / San Diego Air Fare XXX. xxx. 7 435 $289.16 xx/xx/OJ ABC Conference / San Diego Registration (No Meals Included) xxx.xxx.7435 750.00 xx/xx/O? ABC Conference / San Diego Cab Fare (To/From Airports) xxx.xxx.7435 43.50 xx/xx/OJ ABC Conference / San Diego Per Diem (2 Days @ $64/Day) xxx.xxx.7435 128.00 xx/xx/OJ ABC Conference / San Diego Per Diem - Departed @ 6:00 pm Mon. (Dinner Only) xxx.xxx.7435 31.00 xx/xx/OJ ABC Conference / San Diego Per Diem - Departed @ 5:00 pm Thurs. (Breakfast/Lunch) xxx.xxx.7435 30.00 xx/xx/OJ ABC Conference / San Diego Lodging xxx.xxx.7435 238.00 NOTE: City Manager approval is required for ALL out-of-state I $1,509.661 travel. Attach copy of approval to green sheet. Total iii DEDUCT AMOUNTS PAID IN ADVANCE BY CITY CHECK.: Amount Registration $?50.00 Hotel $238.00 Transportation Per Diem (Will vary depending on location.) $128.00 Other $1,116.00 D.EJ:ruCT AMOUNTS PAID WITH CITY CAL CARD--=. Amount Registration Hotel Transportation $289.16 Other $289.16 Balance Due, City I Emplovee: I $104.50 I Employee Name (Please Print) (Circle One) By signing this expense report, the employee certifies that the amounts listed were incurred in compliance with the City's Travel & Expense Policy and no expenses are of a personal nature. c., .' Employee Signature I Date Employee Classification ***********A PPROVAL** ********* Department Head Signature I Date nance Director Signature I Date fin: a:lsdlexcellgreensheet - Revised 7104; 8105; 2107 (Finance Use Only) .r,Xhlbi t A Sample #2 - Advanced Per Diem - Balance Due City AlP # City of Campbell - Statement of Expenses and Reimbursement Request Form Purpose of Meeting, Description (Meals, Hotel, Account Date Organization & Location Transportation, Etc.) Number Amount xx/xx/a? ABC Conference / San Diego Air Fare XXX. xxx. 7435 $289.16 xx/xx/a? ABC Conference / San Diego Registration (Meals Included-All Except 1 Dinner) xxx. xxx. 7435 750.00 xx/xx/07 ABC Conference / San Diego Cab Fare (To/From Airports) xxx.xxx.7435 43.50 xx/xx/07 ABC Conference / San Diego Per Diem Dinner - Tuesday (Not Included with Reg.) xxx. xxx. 7435 31.00 NOTE: City Manager approval is required for ALL out-of-state I $1,113.661 travel. Attach copy of approval to green sheet. Total DEOUCT AMOUNTS PAID IN ADVANCE BY CITY CHECK: Amount Registration $750.00 Hotel Transportation Per Diem (Will vary depending on location.) $128.00 Other $878.00 Q.EoucT AMOUNTS PAID CITY CAL~ Amount Registration Hotel Transportation $289.16 Other $289.16 Balance Due, City I Emplovee: I ($53.50) I Employee Name (Please Print) (Circle One) By signing this expense report, the employee certifies that the amounts listed were incurred in compliance with the City's Travel & Expense Policy and no expenses are of a personal nature. Employee Signature I Date Employee Classification ***********A PPROVAL** ********* Department Head Signature I Date nance Director Signature I Date fin: a:lsd/excel/greensheet - Revised 7/04; 8/05; 2/07 (Finance lJ:.~ _"'/1