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HomeMy WebLinkAbout24-1758RESOLUTION NO. 24- 1758 A RESOLUTION OF THE CITY OF DENTON ADOPTING POLICY NO. 408.01 “TRAVEL EXPENSES”; AND DECLARING AN EFFECTIVE DATE. WHEREAS, Administrative Directive No. 408.01 “Travel Expenses” (Directive) was initially implemented effective July 25, 1984, WHEREAS, the Directive was most recently revised and approved by City Manager on March 14, 2022; WHEREAS, staff revised the Directive in accordance with the Fair Labor Standards Act and policies of the U.S. General Services Administration, as amended; and WHEREAS, staff desires to elevate the Directive to a policy of the City; and WHEREAS, the City Manager recommends adoption of a Travel Expenses policy and the City Council desires to adopt such policy; NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY RESOLVES: SECTION 1. The Policy Statement in “Travel Expenses“, which is incorporated in this section, is hereby adopted as an official policy of the City of Denton: POLICY STATEMENT: The City of Denton (the “City”) will pay reasonable expenses which are incurred during authorized City travel. The purpose of this policy is to ensure that the City provides sufficient funds for employees to execute business on behalf of the City and to safeguard City funds by paying only reasonable and necessary expenses. This policy outlines what constitutes a reasonable and necessary expense. Employees traveling on behalf of the City are expected to utilize services and accommodations appropriate for the business to be conducted with reasonable comfort. Employees and their Directors should exercise good judgement in distinguishing between comfort and extravagance. Employees traveling on behalf of the City should not receive financial gain, nor suffer financial loss, as a result of business travel. SECTION 2. This Resolution only adopts and approves the “Policy Statement“ portion of Policy No. 408.01 of the City of Denton Policies and Procedures Manual. The “Administrative Procedures” portion of the Policy on Policies, Administrative Directives, and Procedures is an administrative procedure describing the means and methods by which City management implements the Policy Statement. The City Manager is authorized to amend and issue such administrative procedures and directives as deemed necessary to implement the Policy related to personnel and internal operational matters. SECTION 3. The attached policy, as amended, shall be filed in the official records with the City Secretary. SECTION 4. This Resolution shall become effective immediately upon its passage and approval. Th, m,ti,„ t, ,pp„,, thi, „di„,„„ w„ m,d, by rc. A, J,r,K I ,„d „,,„d,d by r J. h)I.. J 1. The ordinance was passed and approved by the following vote p–D –] : Aye Nay Abstain Absent Mayor Gerard Hudspeth: / Vicki Byrd, District 1: / Brian Beck, District 2 : a Paul Meltzer, District 3 : a Joe Holland, District 4: a Brandon Chase McGee, At Large Place 5: d / Jill Jester, At Large Place 6, / tIILPASSED AND ArrKUVbl) tnls tne L ( Gay 01 J{YOltn IDC/ /-//P GERARD HUDSPETH, MAYOR 2024 ==Et THODEN. CITY SECRETARY JACK RENtAND=1;T;TXJNEY BY: 5;A,saR KeLLer BY:bK < DENTON CITY OF DENTON Policy Number and Title: Policy Section and Chapter: Policy Owner & Contact Policy or Directive: Last Revision Date 408.01 Travel Expenses Reimbursement of Employee Expenses Finance – 940-349-8244 Policy 9/1 7/2024 POLICY PURPOSE STATEMENT The City of Denton (the “City”) will pay reasonable expenses which are incurred during authorized City travel. The purpose of this policy is to ensure the City provides sufficient funds for employees to execute business on behalf of the City and to safeguard City funds by paying only reasonable and necessary expenses. This policy outlines what constitutes a reasonable and necessary expense. Employees traveling on behalf of the City are expected to use services and accommodations appropriate for the business to be conducted with reasonable comfort. Employees and their Directors should exercise good judgement in distinguishing between comfort and extravagance. Employees traveling on behalf of the City should not receive financial gain, nor suffer financial loss, as a result of business travel. POLICY I. Approval Required for Travel on City Business – The City will pay travel and registration fee expenses required for City business or to enhance the knowledge or skill of the individual for the benefit of the City. A. Travel Authorization Form – Employees must obtain prior written approval from their Director by completing the electronic Travel Authorization Form, located on the City’s Intranet. B.Travel Advance Request Form – An advance for estimated travel expenses may be requested but is not required for business travel. The Travel Advance Request Form must be completed and signed by the employee and their Director. Employees must account for their travel advance by submitting an Employee Expense Report Form within 20 working days of their travel return date. C. Employee Expense Report Form – An Employee Expense Report Form must be completed for all travel, even when a procurement card is used to pay for expenses, or no money is due to the employee. The expense report must include all receipts and supporting documentation. Policy 408.01 Page 1 of 5 D.Procurement Card for Travel Expenses – Some employees may be issued a City procurement card with travel privileges. These cards can be used for travel and other expenses that are typically paid by the City, except travel-related meals. All purchases on a procurement card must follow the Procurement Card Policy and/or Administrative Manual. Il. Reimbursable Expenses – The City will pay an employee’s actual expenses as authorized in this policy, except for Meals and Incidental Expenses (M&IE), which are paid on a per diem basis A.Meals – The City will (Meals and Incidental Expenses) pay for the cost of meals for travel on a per diem basis when overnight stay is required. Meal per diems for local events less than 50 miles from the City and less than 12 hours in duration will not be reimbursed. The City’s per diem rate will be based on the General Services Administration (GSA) rates. For international travel, the per diem rate will be based on the Department of State rates. B. Travel Days - On the first and last day of travel, employees are eligible for the First & Last Day of Travel per diem rate, which is 75% of all meals and incidentals. If the first and/or last day of travel exceeds 12 hours, the employee will be eligible for 100% of the per diem rate C. Entertainment – The City will not reimburse employees for entertainment unless it is necessary for the trip and there is prior written approval from the Director stating the business purpose. D. Alcoholic Beverages – Alcoholic beverages are not reimbursable and shall not be charged on a City issued procurement card. The purchase or reimbursement of alcohol is not permitted with City funds. E. Transportation - The mode of transportation is left to the judgment of the Director, who will give due consideration to the time involved, safety, convenience, and cost of such transportatIon. •Airlines – The City will pay for coach or economy class seats with no upgraded seat selections. Fees for two checked bags will be reimbursed. Additional bag fees will be reimbursed with Director approval. Private air carriers and charters are not reimbursable, unless approved by the City Manager with cost savings or schedule requirements included. Airfare should be refundable by cash (no travel credit) or include travel insurance, whichever is most cost effective. Page 2 of 5 •Vehicle Rental – Vehicle rentals require prior written approval of the employee’s Director. The reimbursement includes all applicable taxes, mandatory charges, damage waiver, and supplemental liability insurance. Employees are encouraged to select damage waiver and supplemental liability insurance coverage including damage waiver. • Taxi/Ride Share – The City will reimburse taxi fares with a copy of the receipt. Ride share services are also reimbursable. The size of taxi or ride share requested should be consistent with the number of passengers and amount of luggage being carried. Taxes and reasonable tips are also eligible for reimbursement. • Personal Vehicles – With the Director’s prior written approval, employees may use their personal vehicle for out-of-town travel. The City will pay the IRS mileage reimbursement rate in effect at the time of travel with a mileage log or other supporting documentation. • Airport parking will be reimbursed at the least expensive on-site rate. Mileage reimbursement to and from the airport will be calculated from the employee’s office or their home, whichever is less. • City Vehicles – City vehicles should be used when available or at the discretion of the Director. Direct expenses associated with the use of a City vehicle such as gasoline and oil that are incurred by the employee will be reimbursed. F.Accommodations – The City will pay actual expenses for hotels, motels, or other lodging, excluding short term apartment or rental houses, provided the location of the event is greater than 50 miles from the City of Denton or the travel exceeds 12 hours. The City will pay no more than the cost of the room with the lowest available rate. Preference should be given to accommodations that do not charge cancellation fees. G. Incidental Expenses – Incidental expenses covered as part of the per diem rate include fees and reasonable tips given to porters, baggage carriers, hotel staff, and staff on ships. H. International Travel – International travel should be in overall compliance with this policy and will be approved for reimbursement with the prior written approval of the employees’ Director . 1. Travel Outside Normal Workday – Compensation for travel required outside an employee’s normal working hours (i.e. Saturday, Sunday, evening) will be calculated in accordance with the Fair Labor Standards Act and City policies. Page 3 of 5 ROLES AND RESPONSIBILITIES I. Director shall be: a. responsible for ensuring that travel expenditures comply with this policy, and b. responsible for approving all documents necessary for travel transactions. Employee shall be: a. responsible for ensuring that travel expenditures comply with this policy. DEFINITIONS A “Traveler” is an employee or designated representative of the City who is traveling on official business on behalf of the City. 1. A “Director” the department head or their designee. 2. “GSA” is the acronym for U.S. General Services Administration. 3. “M & IE” is the acronym for meals and incidental expenses. 4. “Per Diem“ is an allowance for meals and incidental expenses used to reimburse Travelers for expenses incurred while traveling on behalf of the City for official business. REFERENCES • City Purchasing Card Policy 407.11 and Administrative Procedures Manual • Fair Labor Standards Act (FLS A) REVISION HISTORY 11. Policy Owner Summ + Initial Administrative Directive Adoption 03/ 14/2022 C. Moar (Ethics and Compliance) Inclusion of the following clarifications or changes No payment for seat upgrades• Purchase of refundable airfare tickets• Seek accommodations with no cancellation fees• Addition of Travel Credit Reimbursement• reernent Page 4 of 5 9/ 1 7/2024 J. Williams (Finance) Change from Administrative Directive to Policy• Inclusion of the following changes: Overnight accommodations or meals not allowed if• less than 50 miles from COD or less than 12 hours Airfare should be refundable by cash (no travel• credit) or include travel insurance, whichever is most cost effective First and last day of travel are eligible for GSA 1 “ &• Last Day Rate. If greater than 12 hours, full GSA rates apply Removed the reimbursement of telephone usage or• calling cards General revision of lan:;e for brevity and clari• Page 5 of 5