Fort Walton Beach Council agenda — 04-12-11 regular — reading text

Resolution 97 -23. The Resolution dictates that the policies and expenditure limits for authorized travel will be set forth in Administrative Policy #86. 1. 3. Administrative Policy #86 was superseded by Administrative Policy Number - FIN - 06 on December 1, 2009. This policy parallels, and is consistent with, section 112. 061, F. S. - Per diem and travel expenses of public officers, employees, and authorized persons. 1. 4. As required by Chapter 6.02. 01 of the Code of Ordinances, the City Manager is required to develop, issue, maintain and amend, from time to time, an administrative policy regulating the administration of the expenditure of public funds for the payment of travel expenses by the City. 2. DISCUSSION: 2. 1. Ordinance 1849, establishes that the policies and expenditure limits for authorized travel will be set forth by an Administrative Policy of the City Manager. 2. 2. To eliminate duplication of information and the necessity for employees, elected officials, and charter officers to reference multiple documents, the ordinance revises the Code of Ordinances to only reference the administrative policy. The travel manual has been eliminated, with all relevant information contained within Administrative Policy - FIN -06. 2. 3. In addition to updating and consolidating travel procedures and documentation, Ordinance 1849 removes obsolete language regarding City Council' s monthly allowance. The allowance was eliminated in 2007 for tax reasons and City Council members are now classified as employees and receive monthly payment via the payroll system. The monthly payment is intended to cover local expenses incurred in the conduct of official City business including, but not limited to, meals and  incidental expenses involved in meeting with industrial prospects and/ or various types of visitors to the city, automobile expenses, expenses of attending civic functions and other mobile expenses. The dollar amount is set annually as part of the budget process. 3. FINANCIAL INFORMATION 3. 1. The revised administrative policy adjusts the reimbursement rates for meals to that of F. S. 112. 061. 3. 2. In addition, the revised administrative policy permits reimbursement only for meal expenses actually incurred during the course of travel, instead of a set per diem rate for meal allowance. 4. RECOMMENDATION 4. 1. Staff respectfully requests City Council adopt Ordinance 1849. ATTACHMENTS: FIN06 Travel final ( PDF) Travel Request Rev 4. 12. 11 ( PDF) Travel Log Rev 4. 12. 11 ( PDF) Travel Ordinance REV ( PDF) SIGNATURE BLOCK: Brandy Wunker Cor.ipleted 04/ 01/ 20119: 24 AM City Clerk Completed 04/ 05/ 2011 1: 48 PM City Attorney Completed 04/ 05/ 2011 1: 44 PM Carole Jones Completed 04/ 05/ 20112: 31 PM City Manager Completed 04/ 05/ 20113: 02 PM City Council Pending CITY OF FORT WALTON BEACH, , ADMINISTRATIVE POLICY NUMBER —FIN -06 SUBJECT: Travel Claim and Reimbursement REVISION DATE: April 12, 2011 ORIGINAL EFFECTIVE DATE: December 10, 1997 APPROVED: Robert T. Mearns, City Manager PURPOSE /INTENT 1. 1 To establish policies and procedures for the reimbursement of travel and general business related expenses of the City of Fort Walton Beach. 1. 2 Only travel expenses necessary and reasonable in the performance of a public purpose are eligible for reimbursement. 2. BACKGROUND and DEFINITIONS 2. 1 This policy is intended to provide direction and internal control over expenses incurred by all City employees, as defined herewith, for business purposes. It provides guidelines to supervisors and their employees on the types and limits of reimbursements. Each employee must be aware of their obligation and limits when using or approving City funds for travel and other business expenses. Ultimately, good judgment, reasonable restraint, and strong fiscal management must dictate the employee' s actions. 2. 2 This policy provides a standard of reimbursement for travel that is fair to the employees and promotes proper use of public funds. 2. 3 EMPLOYEE — For purposes of this policy, unless otherwise stated, the term encompasses employees, elected officials, and charter officers of the City of Fort Walton Beach. 3. POLICY /PROCEDURES —GENERAL INFORMATION 3. 1 It takes approximately eight working days to process a Travel Request and issue payment. Employees traveling need to plan the submission of Travel Requests and Requests for Direct Payment forms accordingly. It is the employee' s responsibility to properly plan to take advantage of early registration or hotel discounts and to utilize the most economical means of travel. However, no travel arrangements may be made more than three months in advance. 3. 2 Official travel expenses will be reimbursed in accordance with this policy, on a consistent basis subject to availability of funds in each department's current expense budget, provided adherence to this policy is followed. 1 of 6 3. 3 For all travel, a Travel Request form must be submitted to the Finance Department for approval prior to each trip ( local area, in- state, out -of-state) an employee makes. The form is designed to show the complete estimated cost of the trip. All necessary backup ( registration forms, training brochures, or other documentation) must be attached to the Travel Request. All overnight travel must be approved by the Finance Director. In absence of strict conformance with this requirement, no reimbursement will be authorized. 3. 4 If needed, a Budget Transfer must be submitted for approval before any funds can be expended. 3. 5 The employee is given an option to be paid in advance for the trip or reimbursed after the trip. 3. 5. 1 If the employee wants to be paid in advance for the trip, a Request for Direct Payment should be completed and submitted along with the Travel Request. Any unused advance payment must be returned to the City along with a completed Travel Log and original invoices documenting the travel. 3. 5. 2 If the trip is paid by check or the City' s credit card, the employee must document the expense /charge in the Travel Log and provide original receipts upon completion of the trip. 3. 6 The Travel Request, along with the Request for Direct Payment and proposed travel backup documentation, is sent to the Department Director for review and approval. Please provide a copy of the registration and schedule, if appropriate. It is the Department Director' s responsibility to ensure that the budget expenditure account( s) to be charged is filled in correctly and the current balance of the account( s) is documented on the form. 3. 7 The City Manager must approve Travel Requests for Department Directors, as well as the Mayor, City Council, and Charter Officers. 3. 8 Once approved by the Department Director, the completed travel documentation is sent to the Finance Department for review and approval. If overnight travel is involved, approval from the Finance Director is required. 3. 9 The Travel Request must be approved by the Finance Department prior to paying any registration fees or making any hotel, airline, or car rental reservations. If prior approval is not obtained, the City reserves the right to require the employee to reimburse the City in a circumstance where ultimate approval for the travel is not granted or more cost efficient arrangements are approved. 3. 9. 1 The preferred method of payment for travel expenses is by Request for Direct Payment and City check. 3. 9. 2 The City credit card may be used with the Finance Director' s approval. 3. 9. 3 The purchasing system ( e. g. requisition/purchase order) should not be used for travel expenses. 3. 10 Upon completion of the trip, a Travel Log is submitted. The Travel Log identifies all of the actual expenses incurred on the trip. Original receipts must be attached to the Travel Log. If possible, documentation to verify attendance at the training should be submitted ( i. e. name tag, etc.) The Travel Log must be submitted to the Finance Department within 10 days of completion of the travel. 2 of 6  3. 11 The Travel Logs and related Request for Direct Payments for travel occurring near the end of the Fiscal Year must be submitted in accordance with Year End Closing Procedures to be spent from the current year' s budget. 3. 12 The Travel Log is reviewed by the Finance Department for accuracy, completeness, and compliance with this Administrative Policy. The Travel Log is then compared to the Travel Request to determine if reimbursement is due to the City or the employee. 3. 12. 1 If reimbursement is due to the employee, a Request for Direct Payment should be attached to the Travel Log. 3. 12. 2 If a refund is due to the City, the employee should send the required payment along with the Travel Log. 3. 13 All travel documentation is retained for a period of five ( 5) fiscal years ( provided applicable audits have been released) after travel per State of Florida record retention requirements. 3. 14 Any expenses for travelers other than City employees ( e. g. spouses), such as a higher rate for double occupancy or extra registration ticket, are borne by the employee and are not reimbursable. 3. 15 Exceptions to this policy must be approved in advance by the City Manager. 3. 16 All questions regarding City business travel should be directed to the Finance Department. 4. POLICY /PROCEDURES —TRANSPORTATION 4. 1 The method of transportation used shall be the most economical method of transportation available. If the employee chooses to use a method other than the most economical method, reimbursement to the employee will be made by the City in an amount equal to the most economical method of transportation available. 4. 2 If travel by air is the most economical method, and has been approved as such, it will be at the economy or coach rate. All air travel must be by a usually traveled route. In cases where the employee travels by an indirect route for his /her own convenience, any extra costs shall be the employee' s responsibility. 4. 3 If a City vehicle is the most economical method, and has been approved as such, the gas tank must be filled at the City fuel pumps prior to departure. All receipts for fuel, oil, or repairs while traveling must be retained and submitted to the Finance