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

5. 3. 1 Personal phone calls, other than a ten -minute call to your family upon arrival and departure, as well as other services, are not reimbursable. 5. 3. 2 If the hotel stay is longer than 2 days, a 5- minute personal call per day is reimbursable while away. 5. 4 Reasonable gratuities up to 20% to hotel employees will be reimbursed. The amount of the gratuity should be documented and submitted with the Travel Log. 6. POLICY /PROCEDURES —MEALS 6. 1 The maximum meal reimbursement, including tax and tip, is shown below. Original receipts must be provided when the Travel Log is submitted and meals will be reimbursed up to the maximum. If receipts are not provided, no reimbursement will be processed. Breakfast $6. 00 Lunch $ 11. 00 Dinner $ 19. 00 6. 2 Meals are eligible for reimbursement as follows: Breakfast Travel begins at 6 am and extends beyond 8 am Lunch Travel begins before 12 noon and extends beyond 2 pm Dinner Travel begins before 6 pm and extends until 8 pm 6. 3 Travel advances will be made based on the meal allowance rates. Upon return, the employee must provide original receipts. A reconciliation will be completed to determine the actual meals expense and a reimbursement or refund generated. Please note: All meal reimbursements are provided on a per meal basis. For example, if no expense is incurred for breakfast, lunch and dinner will remain capped at $ 11. 00 and $ 19. 00, respectively. 6. 4 Original, itemized receipts must be provided for reimbursement. Credit card slips that only show the total amount paid are not acceptable for reimbursement. Alcoholic beverages are not reimbursable. Reasonable gratuities up to 20% will be reimbursed. The amount of the gratuity should be documented and submitted with the receipt. 6. 5 Meals included in a registration fee or provided by another organization are not eligible for separate reimbursement, regardless of whether or not the employee takes advantage of the meal. Reimbursement for breakfast will be permitted even if a continental breakfast is included in lodging expense, provided a valid receipt is obtained. 7. POLICY /PROCEDURES —HOURS WORKED per FLSA 7. 1 On trips which do not involve overnight travel, all hours spent in actual travel, except for meals and personal stops, are considered hours worked for both the City employee driver and passenger. 5 of 6  12 <1. a 7. 2 On trips which involve overnight travel, only the driver is considered at work for all hours spent on the road. The passenger will receive hours worked for the normal This is true scheduled work hours per day, or the actual hours spent on the road. even when travel falls on the passenger' s day off. 7. 3 Travel by air is treated the same as travel by a passenger vehicle. 7. 4 Travel hours begin when the employee leaves his /her residence, unless the employee stops at his/her work location on the way, in which case travel hours begin when the employee leaves work. The same is true when the employee returns from his/her trip. This principal will also determine where mileage begins and ends if traveling by personal vehicle. 7. 5 All times must be converted to Central Standard Time on the Travel Log. 7. 6 If the purpose of the trip is educational, classroom time and travel hours will be coded as " training" for payroll entry. 7. 7 If the employee wishes to use personal leave time during City travel, the Travel Log must be filled out with the dates and time the employee would have returned if personal leave was not taken. A statement should then be made on the bottom of the Travel Log as to the actual return or departure of the employee. 8. ADDITIONAL INFORMATION, REQUIREMENTS AND RESPONSIBILITIES 8. 1 All forms referenced in this policy are available on the FWB Intranet Website under Finance Forms, and are attached herewith. 8. 2 City Council' s monthly allowance covers 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. These types of expenses are not eligible for additional reimbursement. 8. 3 During a trip, the employee is representing the City of Fort Walton Beach. The employee' s conduct and appearance shall uphold the reputation of the City to its colleagues and the public. 8. 4 It will be the responsibility of the Finance Director to uphold this policy and keep it current. 9. AUTHORITY 9. 1 Ordinance 1849 adopted April 26, 2011. 6 of 6  City of Fort Walton Beach Travel Request Name: Department: Purpose: Destination: Person( s) Also Traveling: Departure Date & Time: Return Date & Time: Budget Account (Travel & Per Diem): 4000 Budget Account ( Registration): - 5500 4000 Account Balance: Budget Transfer Needed: Yes / No 5500 Account Balance: Budget Transfer Needed: Yes / No Funds Requested Lod- iii- ICCOU17t Ei7cliMI ill - 4000 Room Rate: of Nights Total Cost: 0. 00 Other: 0. 00 " 6. 00* Breakfast: 11. 00* Lunch: 19. 00* Dinner: Personal Vehicle Miles 0. 51 Cost @ IRS Mileage Rate: 0. 00 City/ Rental Vehicle Fuel: Air Fare: Car Rental: Taxi: Parking: Tolls: Other: Registration Fee Total Expenses MaximumMaximum amountsamounts provided;provided; actualactual receiptsreceipts willwill bebe usedused uponupon returnreturn forfor finalfinal reconciliationreconciliation II certifycertify thatthat onlyonly expensesexpenses whichwhich areare necessary necessary andand reasonablereasonable inin thethe performanceperformance ofof aa publicpublic purposepurpose willwill bebe submittedsubmitted forfor reimbursement.reimbursement. II understandunderstand thatthat receiptsreceipts areare requiredrequired forfor allall expenses expenses incurredincurred forfor whichwhich reimbursement reimbursement isis beingbeing requested.requested. II furtherfurther understandunderstand thatthat nono traveltravel arrangements arrangements oror expensesexpenses cancan bebe incurredincurred priorprior toto approvalapproval ofof thisthis traveltravel request.request. Date:Date: Department Department HeadHead ApprovalApproval Signature:Signature: Date:Date: FinanceFinance DirectorDirector Approval Approval ( ( requiredrequired ifif overnightovernight travel)travel) Signature:Signature: Date:Date: RevisedRevised AprilApril 20112011  City of Fort Walton Beach Travel Log Travel Log must be completed within 10 days of completion ofthe travel Name: Department: Purpose: Destination: SUN MON TUE WED THU FRI SAT Date Travel/Expense Incurred toto Lodging - Actual Expense cc 00 Room Rate: NN Other: 00 Meals - Actual Expense