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HomeMy WebLinkAboutResolution 102-86 RESOLUTION NO: 102-86 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ATASCADERO ESTABLISHING A TRAVEL POLICY FOR ALL INDIVIDUALS TRAVELING ON CITY BUSINESS WHEREAS, it is necessary for individuals to travel at City expense on City business from time to time; WHEREAS, it is necessary to establish standards and fiduciary control concerning the disbursement of City funds; WHEREAS, the standards should be able to be applied uniformly by the City Finance Department; NOW, THEREFORE, BE IT RESOLVED that the City Council of Atascadero does hereby adopt the City Travel Policy as detailed in Exhibit A. ON MOTION BY Councilmember HANDSITY and seconded by Councilmember BORGESON , the Atascadero City Council hereby adopts the foregoing resolution in its entirety by the following roll-call vote: AYES: COUNCILMEMBERS BORGESON, HANDSITY AND MAYOR PRO TEM MOLINA err NOES NONE ABSENT COUNCILWOMAN NORRIS AND IIAYOR MACKEY (EXCUSED) ADOPTED 9/8/86 r � ATTEST: BOYD 'C. SHARITZ, C47 - erk GE RGE OOLINA, Mayor Pro Tem APPROVED AS TO FORM: ROBERT M. JONES,I:i-t�i Attorney APPROVED AS TO CONTENT: MIC B. HELTO , City Manager `%r EXHIBIT "A" CITY OF ATASCADERO TRAVEL POLICY Purpose To reimburse City of Atascadero employees, elected officials and commissioners for their reasonable and necessary expenses incurred in the conduct of business for the City. Reimbursement for such expenses will be made subject to these rules. Any person traveling at City expense is expected to show good judgement and proper regard for economy in incurring expenses as he normally would if he were traveling at his own expense. Eligible Travel Expenses Costs which are eligible for payment with City funds include: Meals Lodging Transportation (including personal vehicle use) Parking Fees Reasonable Gratuities Safe Arrival Personal Phone Call Car Rental Cab Fare Ineligible Expenses The following expenditures are ineligible expenses for reimburse- ment by City funds: Costs for entertainment (except as part of banquet ticket or conference registration) Travel Paid for By Another Organization Liquor Valet Services Meal or Lodging Accommodations for Family or Guests Non-Business Related Tour Bus Fares or Sightseeing Tours Personal Telephone Calls (except as noted in the policy) Mileage if Traveling as a Passenger in Privately Owned Transportation Trip Insurance Any Other Personal Expenditure for Entertainment, Recreation or Other Purposes Per Diem In lieu of submitting receipts for reimbursement, the per diem is to be used for meals, gratuities and tolls. A per diem will be advanced to a person traveling on City business. The amount of the per diem will be: $30.00 for Conference Days In order to receive the per diem advance, a purchase order must be submitted to the Finance Department by Tuesday at 5 00 p.m. the week before the trip is to take place. A check will then be processed and will be available the Friday prior to the trip. Any deviation from this must be approved by the Director of Administrative Services. TRAVEL COSTS ALL REIMBURSEABLE TRAVEL EXPENSES MUST BE DOCUMENTED By RECEIPTS. Transportation The most economical and expeditious form of transportation should be used. Travel by air: Only tourist class air fare is appropriate. Travel by City Car : Only City employees and other persons authorized by the Department Head will be permitted to travel in City-owned cars. ` Reimbursement will be made for repairs, gasoline, oil, storage, parking and other necessary expenses for the use of the City car . A paid receipt must support all reimbursement requests of this nature. Travel by Private Car : The use of a private car will normally be confined to destinations within the State. Full reimbursement for travel by private car is at the rate of $ .24 per mile and is paid to the car owner . Reimbursement will be made on a mileage basis unless it is more expensive than what it would cost to reach the same destination by air. No reimbursement will be made for expenses incurred in making repairs, except reasonable towing expenses. Coverage of these expenses is provided in the mileage rate. Lodging Lodging expenses will be paid at reasonable rates, whenever possible. Whenever feasible and appropri-ate, it is suggested that employees room together . Expenses for spouses are not allowed. In cases where rates for lodging are established separately for two or more persons to a room, lodging at the single rate only will be allowed. The City will pay reasonable costs associated with conference recommended lodging accommodations, at the rate of a standard single room. Other Expenses Parking Fees: Actual expense will be reimbursed. Parking fees to a maximum of $5 per day are reimburseable without receipts; anything more than $5 will need a receipt. Registration: Registration fees for conventions, conferences and seminars will be considered eligible for reimbursement (if not pre-paid) . Car Rental: Rental car expense will only be authorized when it is more practical and/or less expensive than the use of taxi cabs, other public transportation or hotel supplied transportation. Cab Fare Cab fare while on City business will be considered eligible. DOCUMENTATION OF EXPENSES Expenses shall be properly submitted on a travel expense form. Each employee is expected to submit his own travel expense form. If lodging accommodations are shared between two or more employees, the billing shall be submitted by the employee paying the bill. Non-Routine claims for reimbursement shall be accompanied by an explanation of such charge. All applicable receipts shall be attached to the travel expense form. Travel expense forms shall be turned in to the Finance Department. The completed travel expense form shall be approved by the Department Head prior to being turned in to the Finance Depart- ment Disbursement of Travel Advances The Director of Administrative Services may approve advances of estimated travel funds in excess of the per diem amount and 16 issue checks, therefore, if proper requests for such advances are received by 5:00 p.m. on the Tuesday prior to the week the trip is to take place. POST TRAINING For courses funded by the State Peace Officer Standards and Training Commission, restrictions currently in effect shall govern expenditure limitations for meals and lodging. (See P.O.S.T. Administrative Manual. ) `r1i�