Fort Walton Beach Council agenda — 04-26-11 regular — reading text

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 Department with the Travel Log upon completion of the trip. 4.4 If travel by personal vehicle is the most economical method, and has been approved as such, the employee will be entitled to reimbursement at the current IRS standard mileage rate for business miles driven using a personal vehicle by the usually traveled route. Any necessary official in -town travel at the destination will be reimbursed at the current IRS standard mileage rate when shown on the Travel Log. The IRS standard mileage rate covers all costs of operation and ownership, including fuel. If your personal vehicle needs repairs or fluids during the trip, the repairs will not be reimbursed as a separate cost. Mileage reimbursement will be calculated from the employee' s residence, unless the employee stops at his/ her work location on the way, in which case mileage will be calculated from the 3 of 6  employees work location. The same is true when the employee returns from his /her trip. 4. 5 If travel by automobile rental is the most economical method, and has been approved as such, an intermediate or smaller vehicle must be used, unless prior approval is received from the Finance Director. Consideration of a request for a larger vehicle will be based upon the nature of and circumstances surrounding the trip. The employee will be reimbursed for the cost of fuel. All receipts for fuel must be retained and submitted to the Finance Department with the Travel Log upon completion of the trip. The City maintains insurance which covers rented vehicles. If offered, the employee must decline insurance offered by a rental agency. If needed, the declarations page can be provided to the rental agency. 4. 5. 1 When two or more employees from the same department travel on the same trip, the Department Director has the authority to designate which employee will receive the mileage reimbursement. In unusual circumstances, more than one vehicle may be required when consideration is given to the number of employees traveling, the length of stay, and the amount of baggage required. If an employee is not designated to receive mileage reimbursement, he /she may still drive a personal vehicle at his /her own expense. No reimbursement for mileage or fuel will be provided to an employee who elects this option. 4. 6 When two or more employees are assigned to a vehicle, the vehicle will be considered a no smoking area for the duration of the trip. 4. 7 When a City vehicle is not available and the employee feels his/ her personal vehicle is not suitable for the trip, arrangements may be made for a rental vehicle or other means of transportation. Receipts must be retained for the rental. Refer to item 4. 5 above regarding insurance for rented vehicles. 4. 8 Parking fees, tolls, and taxi fares are eligible expenses. Receipts are provided upon request and receipts must be submitted with the Travel Log to be reimbursed. 4. 9 When traveling by vehicle, the employee is not required to be on the road for more than ten hours at normal driving speeds or to travel prior to 6: 00 am or beyond 8: 00 pm. 4. 10 If the employee receives an auto allowance, local travel is covered by the allowance. Local travels are trips within Escambia, Santa Rosa, Okaloosa, Bay, and Walton counties. If the employee does not receive an auto allowance and frequent local travels on City business are conducted, the employee should log the date, destination, purpose, and miles driven for each trip and request reimbursement on a monthly basis. 5. POLIMPROCEDURES —LODGING 5. 1 Whenever possible, lodging should be paid in advance with a City check along with a copy of the tax -exempt certificate to avoid the charge of sales tax. If faced with these charges, alert the Finance Department so it can work with the hotel to have the charges removed from the bill, as sales tax will not be reimbursed. 4of6  5. 2 If the City credit card is used for payment, make sure that a copy of the sales tax exemption certificate is provided upon check -in to avoid a sales tax charge. Verify that no sales tax has been charged upon check -out. 5. 3 The hotel receipt must itemize the daily charges to the room, not just the total amount of the bill.