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Home My WebLink About(1992, 06/08) - F-25 - Adopted (City Travel) - combining A-2 and A-11 into F-25r. F -25 CITY TRAVEL POLICY STATEMENT PURPOSE: To set forth the policy and 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. 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. 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.). Travel Expenses fall into two categories: Those that are paid directly by the City or reimbursed to the traveler based on actual, itemized expenses. Lodgingg, airfare, .rental car, fuel, parking fees, tolls, taxi - fares /local transportation, official telephone calls 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. 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 -25 CITY TRAVEL POLICY STATEMENT - Page 2 F. The City's per diem rate is $50.00 per day. Travel days may be diem. The City Manager or DepartmentincludedincomputingtheperDirectormaydirectthattravelexpensereimbursementbeattheactualcostoftravelratherthantheperdiemratewhenmealsortheregistrationothertravelexpensesareincludedasapartofdictatesuchadecision, but in nofee, or when other circumstances instance shall the actual expense reimbursement for meals, etc. exceed the per diem rate. These itemized expenses shall be For appropriateaccompaniedbyreceiptstoobtainreimbursement. events, the Department Director may further authorize travel at adiemreimbursementamountthatislessthaneitherfullperor actual expenses. Travel of this type cannot be mandatory and is not The per diemtobeauthorizedwithoutthetraveler's concurrence. 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 Internai Revenue Service regulations. I. If personal vehicles are used for trips to more distant locations, the City will reimburse the traveler at the mileage rate or thestandarddiscount /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 than commercialrelativelylongdistancesbypersonalvehiclerather 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. J. Travel advances up to 1008 of confirmed air fare, lodging, registration expense and per diem are authorized. All other advances will be at the rate of 508 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. CITY TRAVEL POLICY STATEMENT - Page 3 F -25 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 Adopted - June 8, 1992 CITY OF NEWPORT BEACH TRAVEL AUTHORIZATION FORM Name Conference /Meeting Location Purp Date Travel Advance Requested ESTIMATED EXPENSES: Departmen Airline Fare Rental Car Other Transportation Registration Fee Lodging ($ Other Attachment - Council Policy F -25 Budget Number, Amount X Days) Per Diem ($50 per day X Days) TOTAL AMOUNT BUDGETED Travel Advance Authorized? Y N Amount $ Per Diem Actual Expenses (not to exceed per diem) S 5 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. Signature of Traveler Date r CITY OF NEWPORT BEACH TRAVEL EXPENSE CLAIM FORM To: Finance Director From: Attachment - Council Policy F -25 I. 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) c 3. My official travel (exclusive of leave) was from to , and I claim per diem accordingly. Date RECEIPTS ATTACHED Signature of Traveler Signature of Department Head