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Resolution No. 631 - Travel PolicyRESOLUTION NO. 631 A RESOLUTION OF THE CITY OF YELM, WASHINGTON, ADOPTING A TRAVEL POLICY WHEREAS, the City has conducted a thorough review of its current Travel procedures in an effort to revise and update its policies with respect to travel and training expenditures matters; and WHEREAS, on the basis of such review and input, the City has determined to adopt a new Travel Policy; and NOW, THEREFORE, BE IT RESOLVED, Section 1. Travel PolicyAdopted That certain document entitled City of Yelm Travel Policy in Appendix I and dated February 14, 2023 is hereby adopted as the City's Official Purchasing and Contracting Policy for all City Employees. Approved this 14th day of February, 2023 Joe�o nto, Mayor Attest: Appendix 1 EST. 192 , WASHINGTON Finance Department Travel Policy 1. INTRODUCTION: To establish guidelines and procedures for the authorization and reimbursement of travel and related expenses incurred by employees while on City of Yelm business. 2. DEFINITIONS: 2.1. Furnished Meal - A meal provided to an employee, either directly from the City or as a result of the City paying a registration fee or other cost which allows the employee to attend a conference or other event. If the City has already paid for a meal, the employee must deduct the allocated amount when filing their travel reimbursement or per diem request forms. 2.2. GSA — General Service Administration of the Federal Government of the United States 2.3. Incidentals — Parking, fees, tolls, etc. 2.4. Per -Diem —The per diem allowance is a daily payment instead of reimbursement for actual expenses for lodging, meals, and related incidental expenses. 2.5. Travel Advance — Prepayment of estimated travel expenses paid to an employee. Adopted by Res: 631 3. RESPONSIBILITY: - EST.1924 WASHINGTON Finance Department Travel Policy 3.1. The Finance Director is responsible for administration of these procedures, including the design of forms and review of forms submitted for compliance with state regulations and guidelines established by the State Auditor. 3.2. The City Administrator is responsible for the adoption and administration of policies on behalf of the City Council. For department directors, the City Administrator shall approve travel and related expenses. 3.3. The Department Directors are responsible for approving travel related costs and ensuring their employees follow the adopted procedures. 3.4. Employees are responsible for obtaining Department Director approval before traveling. The employee is also responsible for filling out an expense reimbursement form when they return, attaching any required receipts and vehicle mileage verification, obtain the necessary department approvals, and file it with the Finance Director within 30 days of their return. 4. GENERAL PROVISIONS: 4.1. Pre -Authorization of Travel. All travel must be pre -approved by Department Directors via email and include the dates, place, cost estimate and purpose of travel. 4.2. Lodging and Per Diem Rates City will use Lodging and Meals & Incidental Allowance Per Diem rates established by the General Service Administration of the United States, located at https://www.gsa.gov/travel-resources. Employees are encouraged to use the trip estimator tool and include the total in their pre -authorization approval noted above. 4.3. Travel Involving an Overnight Stay Overnight stays should be more than 60 miles away from City Hall. Overnight stays less than 60 miles away can be approved on a case by case basis at the discretion of the Department Director. Government, conference or discount hotel rates should be obtained whenever possible. The City recognizes that hotel rates may exceed the GSA Rate and will therefore pay the actual hotel cost; as long as it has been pre -approved by the Department Director. Adopted by Res: 631 EST. 1924 Finance Department Travel Policy 4.4. Airline Travel Airfare may be purchased if the Department Director deems it to be the most reasonable means of transport. A. Airfare will be purchased at a coach rate. Efforts should be made to book air travel as far in advance as possible to take advantage of lower rates. B. Frequent flyer miles earned accrue to the individual and not the City, but should not be the criteria for selecting a flight if lower cost alternatives are available. 4.5. Travel Time In most employee travel situations, compensation for travel time shall be pursuant to the Fair Labor Standards Act. In some cases the Department Director may authorize employees traveling as passengers outside their normal work hours to be compensated for their travel time if doing so would be more cost effective and more convenient than having the employee travel the day before and stay overnight. 4.6. Meal & Incidental Allowance Necessary meals while conducting City business are authorized at the pre -approved GSA rates. The City will reimburse 75% of the combined M&I rate for the first and last day of travel, and 100% of the combined M&I rate on any additional days of travel. Adopted by Res: 631 EST. 1924 WASHINGTON Finance Department Travel Policy A. Receipts are not required for per diem reimbursements, unless the employee is using the City Issued Purchasing Card. B. Purchasing card receipts or per diem reimbursement requests must specify the function attended, date and location. C. Tips are included in the GSA approved meal rate. The City will not reimburse over the approved meal rate. D. The City will not pay for alcoholic beverages. The City will not pay for expenses for spouses, guests, non -employees or other persons not authorized to receive reimbursement under these procedures or State regulations. Purchase by City purchasing card may be made by one person for several employees or officials eating together, as long as all the names are listed on the reimbursement claim. Receipt must include itemization of items purchased. G. If a meal is furnished with conference registration, per diem will be reduced by the amount indicated in the M&I table for any individual meal that is included in the conference registration. Employees must be able to provide their Department Director conference registration details during the pre -approval process. 4.7. Parking/Shuttle/Taxi City will reimburse for the reasonable costs for parking, taxis, shuttles, etc. Use of rental cars during out of town travel must have prior approval of the Department Director. The employee will need to obtain a receipt for these costs and report them in accordance with Paragraph I, below. 4.8. Travel by Automobile. When automobile transportation is necessary, employees are encouraged to use a City vehicle whenever practical and available. When a City owned vehicle is not available, the employee may use their personal vehicle and receive mileage reimbursement per the IRS published Standard Mileage Rate. Department Directors must pre -approve the use of personal vehicles for City business. If a City vehicle is not available and the employee does not wish to use their personal vehicle, the Department Director may approve the use of a rental car. Adopted by Res: 631 EST. 1924 WASHINGTON Finance Department Travel Policy A. Employees using their personal vehicle will be reimbursed the lesser of their home address to the travel destination, or their official work location to the travel destination. Employees should use a mapping tool such as Google Maps to calculate the mileage and attach as supporting documentation to their Travel Reimbursement Form. B. Employees using their personal vehicles for City business are advised to review their personal auto insurance for coverage of such use, and maintain automobile liability insurance in accordance with RCW 46.30.020. Employees who do not maintain minimum liability coverage shall not operate privately -owned vehicles in an official capacity. C. In the event a City Vehicle is not available and/or the employee does not wish their personal vehicle, the Department Director may approve the use of a rental car. 4.9. Reporting of Actual Expenses. All actual eligible expenses are required to be reported on a Expense Reimbursement Request Form to be filled out by the employee within thirty (30) days after completion of travel. Receipts must be attached for all expenses claimed, with the exception of per diem for meals. Reimbursement requests should be signed by the Department Director and submitted to the Finance Department for processing. 4.10. Use of City Purchasing Card. All travel expenses should be charged to a city purchasing card if one has been assigned to the employee, in accordance with the City's purchasing card procedures. 4.11. Advance Travel Payment. Employee may request advance travel funds for per diem meals and mileage using the Per Diem Request Form. Adopted by Res: 631 FST. 1924 WASHINGTON Finance Department Travel Policy 4.12. Retreats, Workshops, Meetings, Training A. Council Retreats/Executive Team Retreats/Department Retreats to determine goals and objectives for the department/City: The reasonable cost of necessary food and beverages while conducting a City retreat/workshop are authorized for reimbursement. Each department will be limited to one retreat per year. B. Working Lunch — the City recognizes that there are occasions when it may be necessary for a group of employees to work through lunch in order to meet a deadline, participate in webinars with two or more employees, or to keep a group convened in order to accomplish a task. To be considered for reimbursement as a working lunch, the meeting/task must span over a three hour period which includes the group's normal lunch break, and must have approval from the Department Director. C. Professional OrganizationsTrainings/Seminars/Business Luncheon Meetings—The City will pay the cost of meals included as part of the registration or purchased separately to be consumed at meetings held during a meal time. D. Special Events - The City policy is to allow for reimbursement the cost of reasonable refreshments for public events such as Open Houses, City Anniversary Celebrations, Council Meeting receptions and hosting delegations from other jurisdictions. Adopted by Res: 631 AL E5 -r.1924 WASHINGTON Meeting Date: CITY COUNCIL AGENDA ITEM SUMMARY City of Yelm, Washington AGENDA ITEM: Resolution 631 Adopting a Travel Policy PROPOSED MOTION: Motion to adopt Resolution 631, Adopting a Travel Policy KEY FACTS AND INFORMATION SUMMARY: This policy is intended to establish guidelines and procedures for the authorization and reimbursement of travel and related expenses incurred by employees while on official City of Yelm business. The proposed policy is in compliance with applicable state laws and guidance provided by the Washington State Auditor's Office. Many of the past practices of the City of Yelm in regards to travel have been incorporated into this policy. ATTACHMENTS: • Travel Policy Respectfully Submitted: Stephanie Dice Finance Director 11 Page