HomeMy WebLinkAbout(1994, 01/24) - F-25 - Amended - changed to F-8CITY TRAVEL POLICY STATEMENT
PURPOSE:
F-8
To set forth the policy for official City travel and to establish procedures for
reimbursement of expenses incurred by City Council members, appointed officials,
members of special boards, commissions, committees, and employees while traveling
overnight on official City business. This policy shall not apply for commuter (local)
training seminars and local City business expenses, nor is it intended to supersede
P.O.S.T. reimbursable travel policies established by the State of California or the
Newport Beach Police Department. The governing rule for all City travel expenses
shall be availability, economy, convenience, and propriety.
SECTION I - TRAVEL POLICY:
A. The City shall provide reimbursement for expenses directly related to attendance
at approved conferences, seminars, meetings, and other official functions/ -
purposes.
B. Official travel is planned, approved, budgeted, and controlled at the Department
level, except in specific cases described below.
C. Authorized travel approved in the annual budget requires no further approval
beyond the departmental level. If, however, it becomes apparent that the total
travel cost will exceed the budget estimate, the approval of the Finance Director
must be obtained. Variations greater than twenty percent shall be referred by
the Finance Director to the City Manager for approval. The number of attendees
representing the City at any given conference (or other function requiring
expenditure of travel funds) will not exceed the number specified in the budget
without Council approval (in the case of commission members), or Department
Head approval (in the case of City staff or committee members).
D. Unbudgeted, unplanned travel requests shall be submitted by the Department
Director to the Finance Director who will forward the requests to the City
Manager for approval. Such requests shall include the proposed funding source
for the travel (other travel canceled, reprogramming of other funds within the
department, etc.).
E. Travel Expenses fall into two categories:
1. Those that are paid directly by the City or reimbursed to the traveler
based on actual, itemized expenses. Lodging, airfare, rental car, fuel,
parking fees, tolls, taxi- fares /local transportation, official telephone calls
F-8 •
and conference registration fees fall into this category. Whenever
practical, these expenses should be paid directly by the City. These
itemized expenses shall be accompanied by receipts to obtain
reimbursement.
2. All other expenses shall be covered by the per diem payment. These
expenses include meals, laundry, tips, and all other expenses not
specifically itemized above.
F. The City's per diem rate is $50.00 per day. Travel days may be included in
computing the per diem. The City Manager or Department Director may direct
that travel expense reimbursement be at the actual cost of travel rather than the
per diem rate when meals or other travel expenses are included as a part of the
registration fee, or when other circumstances dictate such a decision, but in no
instance shall the actual expense reimbursement for meals, etc. exceed the per
diem rate. These itemized expenses shall be accompanied by receipts to obtain
reimbursement. For appropriate events, the Department Director may further
authorize travel at a reimbursement amount that is less than either full per diem
or actual expenses. Travel of this type cannot be mandatory and is not to be
authorized without the traveler's concurrence. The per diem amount will be
adjusted annually by the Consumer Price Index, however, this annual .
adjustment will be made in increments rounded to the nearest $5.00.
G. Any reimbursement /cost offset from outside sources, such as P.O.S.T.
reimbursements or airline discounts, are payable to the City.
H. For local /short distance travel, City vehicles shall be used whenever practical.
When personal vehicles are authorized and used, reimbursement will be at a flat
rate as prescribed by Internal Revenue Service regulations.
L If personal vehicles are used for trips to more distant locations, the City will
reimburse the traveler at the mileage rate or the standard discount /coach airfare
rate, whichever is less. One day of travel time will be allowed each way,
regardless of the mode of transportation. Travelers who request and are
authorized to travel relatively long distances by personal vehicle rather than
commercial air transportation must take leave to accommodate the additional
travel time required. Regardless of the actual hours of travel, overtime will not
be paid for said travel. Travel days that fall on weekends will not constitute
overtime. Department Directors may authorize leave time at the travel site if
requested.
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F-8
J. Travel advances up to 100% of confirmed air fare, lodging, registration expense
and per diem are authorized. All other advances will be at the rate of 50% of
estimated expenses. Requests for advances beyond this amount must be
approved by the Finance Director.
K Airline travel shall be at standard coach or comparable class. Lodging
accommodations shall be at standard room, single occupancy rate. The
governing rule shall be availability, economy, convenience, and propriety.
L. Travel claims shall be submitted to the Finance Director within ten working days
of travel completion.
Procedure:
A. Each Department Director shall include all planned trips in the Department's
annual budget requests. The attached Travel Authorization Form shall be used
as a planning /cost estimation guide. For unbudgeted, unplanned travel, the
same form shall be prepared at the time travel is requested.
B. All requests for travel advances shall include the original Travel Authorization
Form signed by the Department Head.
C. The Travel Expense Claim Form shall be used to file the final travel claim with
the Finance Director. A copy of the Travel Authorization Form must be
attached.
D. The Finance Department shall make a record of all travel payments on the
original Travel Authorization form, which will be returned to the traveler, with
a copy retained by the City.
Attachments - Travel Authorization /Travel Expense Claim Forms
SECTION II - CONTINUITY OF CITY GOVERNMENT POLICY:
With the advent of different modes of rapid transportation, there is the possibility of
accidents injuring or killing several people simultaneously. Since Council Members are
required to attend conferences, conventions and meetings outside City Hall, it is
desirous to require that whenever possible, no more than three members of the City
Council use the same transportation at the same time.
When it comes to the Council's attention that a conference, convention, or meeting in
which transportation is required, Council Members shall make an effort to arrange their
itinerary so that no more than three members of the City Council use the same
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transportation. The City Clerk shall be utilized to provide alternate travel
arrangements where necessary in order to comply with this policy.
This policy will help insure that there will be a continuity of City government and that
there is always a majority of Council members capable of fulfilling the responsibilities
placed upon them by the City.
In addition, the City Manager, Department Heads and other key personnel should use
the same guidelines in traveling separately on official business whenever practicable.
Adopted - June 8, 1992
Amended - January 24, 1994
Formerly F - 25
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CITY OF NEWPORT BEACH
TRAVEL AUTHORIZATION FORM
Name Depa
Conference /Meeting Locati
Purpose
Attachment - Council Policy F -8
Dates Budget Number,
Travel Advance Requested Amount E
ESTIMATED EXPENSES:
Airline Fare
Rental Car
Other Transportation
Registration Fee
Lodging (E
Other
X
Per Diem (E50 per day X
TOTAL AMOUNT BUDGETED
Days)
Days)
Travel Advance Authorized? Y N Amount E
Per Diem Actual Expenses (not to exceed per diem)
S
E
note: If this travel was not specifically budgeted, or if it will exceed budget
by 20%, Finance Director approval is required. The number of attendees may not
exceed the number budgeted without Council approval. (See City Travel Policy for
specific instructions.)
FINAL AUTHORIZATION
To be signed by Department Director at time of travel)
I have read and understand the City's policy concerning travel related expenses,
and I accept this travel assignment.
Date
Signature of Traveler
CITY OF NEWPORT BEACH
TRAVEL EXPENSE CLAIM FORM
To: Finance Director
From:
Attachment - Council Policy F -8
1. I incurred the following valid, official expenses to accomplish the approved
City travel:
Air Fare
Lodging ($ X
Car Rental
Other Transportation
Gasoline /Parking
Registration Fees
Telephone Calls
Per Diem ($50 per day X
Other Expenses
Total Expenses
2. Prepaid /Advanced
Reimbursement Refunded
Requested _ to City
Days)
Days)
t
3. My official travel (exclusive of leave) was from
to , and I claim per diem accordingly.
Date - Signature of Traveler
Date Signature of Department Head
RECEIPTS ATTACHED