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HomeMy WebLinkAboutCity of Tamarac Resolution R-2016-098Temp. Reso. # 12835 September 14, 2016 Page 1 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2016- % U A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AMENDING AND ADOPTING CITY OF TAMARAC ADMINISTRATIVE POLICY 95-01 R "TRAVEL POLICY"; INCORPORATING CITY OF TAMARAC ADMINISTRATIVE POLICY 95-01 R "TRAVEL POLICY" IN ITS ENTIRETY INTO THE CITY OF TAMARAC'S ADMINISTRATIVE POLICIES; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, Section 112.061 Florida Statutes authorizes a municipality to enact a special law governing travel in a municipality; and WHEREAS, the City Commission of the City of Tamarac adopted Ordinance Number 0-2012-01 "Travel" on January 11, 2012; and WHEREAS, Section 2-428 of the Code of Ordinances requires that a travel policy be adopted by resolution and incorporated in the City's Administrative Policies in its entirety; and WHEREAS, the City Commission of the City of Tamarac approved Resolution R- 2012-03, adopting Administrative Policy 95-01 R "Travel Policy" and incorporating same in the Administrative Policies of the City of Tamarac, and WHEREAS, Ordinance Number 0-2012-01 "Travel" applies to all individuals employed by the City; and WHEREAS, Administrative policies of the City of Tamarac are periodically reviewed and updated at least every five years; and WHEREAS, following a review of the "Travel Policy", certain additions, deletions and Temp. Reso. # 12835 September 14, 2016 Page 2 changes were made to coincide with current operations; and WHEREAS, Administrative Policy 95-01 R "Travel Policy" was last amended and adopted on January 11, 2012; and WHEREAS, the Director of Financial Services and City Manager recommend approval of the amended Administrative Policy 95-01 R "Travel Policy"; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to amend and adopt Policy Number 95-01 R, City of Tamarac Administrative Policies as the City's Travel Policy. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA- SECTION 1: The foregoing "WHEREAS" clauses are HEREBY ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof and all exhibits attached hereto are incorporated herein and made a specific part of this resolution. SECTION 2: The City Commission of the City of Tamarac hereby amends and adopts Administrative Policy Number 95-01 R "Travel Policy", attached hereto and incorporated herein as Attachment A, governing the payment and reimbursement of travel and training expenditures as well as proper application for cash advances. SECTION 3: Administrative Policy Number 95-01 R "Travel Policy" is hereby incorporated in the City of Tamarac's Administrative Policies in its entirety. SECTION 4: All Resolutions or parts of Resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 5: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or C 1-1 Temp. Reso. # 12835 September 14, 2016 Page 3 application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 6: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this ATTEST: PATRICIA TEUFEL, CMC CITY CLERK MAYOR DRESSLER DIST 1: COMM. BUSHNELL/ DIST 2: COMM. GOMEZ v MU L GOREN CITY ATTORNEY I HEREBY CERTIFY THAT I HAVE APPROVED THIS RESOLUTION AS TO FORM day of %�, 2016. H RY RESSLER, MAYOR RECORD OF COMMISSION VOTE: DIST 3: V/M GLASSER DIST 4: COMM. PLACKO ATTACHMENT A City of Tamarac, Florida Administrative Policy Title: Travel Policy Originating Department: Financial Services Adopted by Resolution No. R-2012-03 Policy Number: 95-01 R Effective Date: January 11, 2012 PURPOSE/SCOPE: Effective Date: July 17, 1995 Revised: August 26, 1996 Revised: August 27, 1999 Revised: July 19, 2001 Revised: February 20, 2003 Revised: September 19, 2006 Revised: September 28, 2007 Next Scheduled Review: January 11, 2016 Supersedes: All previous and existing memos or administrative policies in conflict Page 1 of 11 All employees traveling at City expense or on City time are governed by this policy. This policy is designed to cover reasonable employee expenses while traveling on City business and to promote the prudent use of public funds and establish standards for travel while representing the City. DEFINITIONS: A. Employee: shall mean all individuals who are employed by the City of Tamarac, including elected and appointed officials, traveling on City business. B. Travel Expenses: shall mean the usual, ordinary and incidental costs incurred for travel purposes. C. Point of Origin: shall mean any City of Tamarac municipal building in which an employee reports to work. Title: Travel Policy Policy Number: 95-01 R Page 2 of 11 D. Long Trip: shall mean a trip of longer than 400 miles, one way, from point of origin. Exceptions can be made based on the justification of extenuating circumstances approved by an employee's Department Director and the City Manager. E. Traveler: shall mean any employee of the City who has received approval from the City Manager or designee to travel on City business. F. Travel Representative: shall mean an employee who has been designated within their department and/or division to contact the travel agency to make travel arrangements on behalf of Travelers within their department and/or division. G. Travel Agency: Shall mean a reputable private service that provides travel of touri related services to the public on behalf of airlines, hotels, car rental companies, etc. H. Pre -Approved Travel Authorization Form (PTA): shall mean the City of Tamarac's pre -approved travel form template. This form is required for any travel requiring advance approval by the City Manager or designee. Internet Travel Web -site: shall mean a web -site available on the Internet that specializes in discounted airline, and/or lodging reservations. In addition, web -sites operated by an airline or lodging provider may also be utilized if discounted pricing is available through the use of the web -site. Internet web -sites shouldl be capable of providing electronic airline tickets, and shall provide for the confirmation of travel itinerary via electronic means. III. POLICY/PROCEDURES: A. Travel Authorization Overnight travel, out-of-state travel, and/or air travel require the advance approval, in writing, of the City Manager. This is to be accomplished using the City of Tamarac Pre -Approved Travel Authorization form (PTA) with the travel itinerary showing cost. 2. Employees requesting only mileage and/or meal reimbursement for business travel that is not overnight, does not require air travel nor out-of-state, but authorized by their supervisor do not need prior approval from the City Manager, and should submit a Mileage Voucher form to the Finance Department upon their return. Title: Travel Policy Policy Number: 95-01 R Page 3 of 11 3. Title: Travel Policy Policy Number: 95-01 R Page 4 of 11 3. Failure to obtain approval through the Pre -Approved Travel Authorization form (PTA) process for a travel request prior to incurring expenses may be cause for disallowing reimbursement unless such travel can be justified on the basis of extenuating circumstances. 4. . Whenever possible, arrangements for registration, air travel, hotel and car rental should be made for advance billing and direct payment (including procurement cards) from the City to vendors.. 5. For those expenses for which direct payment is not possible, an advance of funds may be permitted to cover certain expenses, (e.g. meals and mileage). The advance of funds requires the advance approval, in writing, of the City Manager or designee. This is to be accomplished using the City of Tamarac Pre- Approved Travel Authorization form (PTA). 6. The City of Tamarac Pre -Approved Travel Authorization form (PTA) used for air, overnight and out of state travel is required any time an employee travels in an official capacity, whether or not the cost is paid by the City of Tamarac. B. Travel Agency or Internet Web -Site The Traveler or Travel Representative may contact a reputable travel agency, may utilize an Internet travel web -site or specific airline's website when 2. The Traveler will be responsible for obtaining a travel itinerary from a travel agent, or from an Internet travel web -site, which shall include the following information: a. The travel dates (departure and return) b. Obtain a reasonable number of airline flight choices including: times, carrier, flight number, meals, number of stops, etc. C. A fare matrix showing fares for anycombination of airline flights with the lowest fare highlighted in bold. Title: Travel Policy Policy Number: 95-01 R Page 5 of 11 d. Lodging information, if applicable, including any additional options for discounts available. Some conference lodging may not be available through a travel agency or through an Internet travel web -site. e. Car rental information and details, if applicable. If an employee is flying and car rental is required, a travel agency may make the arrangements, or the traveler or travel representative may utilize an Internet travel site to make arrangements. The City may establish a price agreement with a rental car agency, which provides for discounted rental rates. If the City has a price agreement, information about such agreements will be provided to the traveler or Travel Representatives when such agreements become available. 4. The Traveler should use common sense in selecting the most economical and most practical mode of transportation, lodging and car rental. The Traveler or representative must complete the PTA, and submit it for approval. The Traveler will then return a copy of the approved PTA to their Travel Representative with their travel selections noted. 5. The Traveler may utilize the Traveler's Procurement Card, for airline reservations, lodging or car rental. The limit for lodging shall be $1,500.00 per trip. A City travel card may also be assigned to the Travel Representative specifically for travel expenditures. 6. If using a travel agency, the travel agency will return a confirmed and completed itinerary, including any necessary tickets, to the Traveler or Travel Representative for the Traveler listing all transportation, lodging and car rental details including the total fare. If using an Internet travel web -site, the Traveler shall provide the Travel Representative with a confirming e-mail from the Internet travel firm, as well as any subsequent a -mails regarding changes in itinerary. 7. The Travel Representative will make a copy of the itinerary and then deliver the itinerary to the Traveler and reconfirm the arrangements are correct. C. Payment Procedures 1. After approval by the City Manager or designee, a request for any advance of funds should be submitted to the Financial Services Department at least ten (10) working days prior to the date the advance check is needed' These advance funds may include the following: a. Meals Title: Travel Policy Policy Number: 95-01 R Mileage Page 6 of 11 Title: Travel Policy Policy Number: 95-01 R Page 5 of 11 Travel allowances pre -paid to an employee will not be released to the employee prior to the Friday before the commencement of travel, unless special circumstances are warranted (e.g. fiscal year overlap) and are approved by the Director of Finance. C. Lodging, if not arranged through a travel agency, or Internet travel web -site and directly paid via check, electronic funds transfer or Procurement Card. d. Incidentals, such as tolls, baggage fees, parking or taxis, . 2. Once all travel arrangements have been made and confirmed, and if a travel agent is utilized, the Travel Representative will enter a Field Purchase Order payable to the vendor for arrangements made through a travel agency and forward a copy of the Traveler's itinerary as well as the Traveler's Pre - Approved Travel Authorization form (PTA) to the Accounts Payable Division for payment. If the Traveler's or Travel RepresenlaWs Procurement Card is utilized, the Traveler shall be responsible for processing payments in accordance with the City of Tamarac Procurement Card Policy No. 98-1 OR. 3. For travel within the State of Florida the employee must provide the hotel/motel with a copy of the City's tax -exemption certificate upon check -in. 4. If the employee does not provide the hotel with the certificate, he/she will not be reimbursed for the sales tax portion of the bill. If charged on the City's Procurement card, the employee is responsible for reimbursing the City for such taxes. 5. When the employee travels within the state, he/she must request a check in advance payable to the hotel/motel by entering a Field Purchase Order, or by presentation of the Traveler's Procurement Card. When payment is made by check, a City issued check must be received in advance or presented at time of check -in. When payment is made by a City Procurement Card, the card must be issued in the Traveler's name, unless prior arrangements has been made to utilize another City issued procurement Card, and shall be presented at time of check -in. These are the only payment methods that will qualify for tax exempt status, as required by the Florida Department of Revenue Code 12A-1.038, paragraph 4(b). Use of a personal check or personal credit card will not qualify for tax exempt status, and the employee will not be reimbursed for the sales tax portion of the bill. A copy of the City's Tax Exemption Certificate may be obtained from the Purchasing or Accounting Division. 6. The tax exemption, exempts all sales or sales like taxes (such as occupancy taxes) and does not apply to travel outside of the State of Florida. Certain areas may have County Tourism taxes and Resort fees and are not part of this exemption. PLEASE NOTE: Many hotels/motels no longer accept checks as a method of payment. If a check payment is requested, the Traveler will be responsible to verify with the hotel/motel whether -or -not the hotel/motel will accept check Title: Travel Policy Policy Number: 95-01 R Page 6 of 11 payments. As a best practice, it is recommended that frequent City travelers obtain a City issued Procurement Card in accordance with the City Procurement Card Policy #98-1 OR. Title: Travel Policy Policy Number: 95-01 R D. Lodging Page 7 of 11 For conference travel outside the tri-county area (Miami -Dade, Broward, and Palm Beach), the employee will be allowed reasonable costs for lodging, priced at a single -occupancy standard rate, or if appropriate, the preferred rate offered by conference sponsors. The employee may, at his/her own documented cost, upgrade their room accommodations. If using a travel agency, the travel agent may make lodging arrangements or arrangements should be made directly with the hotel/motel. For conference travel within the tri-county area (Miami -Dade, Broward, and Palm Beach), the conference location must be more than thirty (30) miles from the point of origin and the employee must attest that the location is a high density area that is subject to excessive traffic. If less than thirty (30) miles such travel within the tri-county area requires additional written approval by memorandum from the City Manager. 2. An itemized hotel/motel receipt is required for all lodging and must be returned with the Travel Expense Voucher. I In the interests of protecting our city employees, only hotels/motels that meet the Federal Hotel and Motel Fire Safety Act of 1990 will be used for city travel. The traveler or their representative will be responsible to check the federal database at http://apps.usfa.fema.gov/hotel/ and to include the FEMA ID on the travel request form. In the event of extenuating circumstances that would make compliance impossible or impractical, an explanation would be provided in the comments section of the Travel Request and the City Manager may approve the travel and the exception." E. Meals Title: Travel Policy Policy Number: 95-01 R Page 8 of 11 1. The Traveler shall be reimbursed for meals (per diem) at a rate based on the then current "Meals and Incidental Expense Rate ( M & IE Rate) for the City of Ft. Lauderdale, Florida" as determined by the United States General Services Administration (GSA) for the dates of travel, if an employee is eligible for three (3) meals in one day. The per diem will be broken down as in accordance with the then current GSA Domestic Per Diem chart provided at the GSA web -site at www.gsa.gov. • In order to claim breakfast, travel must begin before 6:00 a.m. and extendbeyond 8:00 a.m.; • in order to claim lunch, travel must begin before 12:00 noon and extend beyond 2:00 p.m.; • and in order to claim dinner, travel must begin before 6:00 p.m. and extend beyond 8:00 p.m. • The per diem eliminates theneed for actual receipts and itemized per meal listings. If traveling to an area where a higher per diem rate is in effect, the Traveler shall check the GSA web -site at the time of submittal of the Traveler's Pre - approved Travel Authorization Form (PTA), and print-out a copy for inclusion with the Traveler's request. Title: Travel Policy Policy Number: 95-01 R Page 9 of 11 2. If the Internal Revenue Service (IRS) allows a higher reimbursement rate for the traveler's destination, the traveler may receive the higher rate. The rates used by the IRS are the regular federal per diem rates published in the Federal Register by the General Services Administration (GSA). The rates include the separate rate for meals and incidental expenses (M&IE) for each locality. These rates can be found in a table on the internet at www.policvworks.gov/perdiem. For partial day travel, the IRS rate is broken down into separate meals in another table on the website. The employee is allowed 15% in addition to the specified meal rate to cover the cost of tips. 3. No reimbursements will be made for meals purchased while conducting travel or business within the city limits of Tamarac, unless specifically authorized by the Department Director in writing in advance. Authorized local meals must be justified as to their benefit to the City of Tamarac by the Department Director. 4. No one shall be reimbursed for any meal included in the seminar or conference program, or any meal, which is otherwise complimentary. Generally, meals included as part of a conference are noted in the conference brochure/agenda. 5. Anyone taking a short trip that does not include an overnight stay shall be eligible for the meal per diems stated above based on the current cost per meal as enumerated in Paragraph E.1 above for each individual meal consumed, if the trip meets the time requirements for these meals. According to the IRS regulations (IRC 162(a)(2) , Pub 463, Rev Rule 75-170 and 75- 432) , these Class C meal reimbursements are reported as taxable wages and will be reimbursed on the employee's paycheck. F. Transportation 1. Each employee is expected to use the most economical mode of transportation available. Although air transportation is preferred, transportation may also be accomplished by private vehicle or city vehicle. However, in no case shall such travel reimbursement exceed the cost of the most economical round trip coach class airfare on a common carrier (i.e., airplane) plus the maximum reimbursement for transportation to or parking at the airport.2 2. If the employee elects to drive on a long trip, the cost for the most economical round trip coach class airfare should be included on the Pre -Approved Travel Authorization form as an alternative mode of transportation. 3. Whenever more than one person from the City is going to the same conference/training session and an automobile is a suitable means of transportation, those employees are encouraged to car pool in the minimum number of vehicles required to accommodate the group. Title: Travel Policy Policy Number: 95-01 R Page 10 of 11 7. No employee shall be allowed either mileage or transportation expenses when transported by another person, or when transported by another employee who receives those same mileage or transportation expenses or a car allowance. 8. Employees driving a City vehicle or personal vehicle while representing the City must adhere to the City of Tamarac Motor Vehicle Operation Policy number96- 16. Unless extenuating circumstances exist, airline fares and flight availability should be checked more than three weeks prior to departure. 9. Rental car charges must be approved in advance and in writing by the City Manager. The City will not reimburse an employee for the purchase of any insurance offered by the rental company. The City's insurance carrier, the Florida Municipal Insurance Trust, will afford liability, collision, and comprehensive coverage for all rental vehicles. Upon an employee's return from the business trip, a copy of the rental document will be forwarded to Risk Management. Should an employee become involved in an accident with a rental vehicle, normal accident reporting procedures will be followed. The traveler should also decline all supplemental insurance. 10. Employees traveling on trips using City vehicles: a. Reimbursement is authorized for incurred expenses necessary for the efficient and safe operation of the vehicle. Actual traveler out-of-pocket operating expenses, (e.g. gas, oil, etc.) shall be reimbursed upon submittal of valid receipts. 11. Employees traveling on trips using personal vehicles: a. Employees with a take-home vehicle are not eligible for mileage reimbursement. Employees receiving a car allowance are not eligible for mileage reimbursement within the tri-county area of Palm Beach, Broward and Miami -Dade. When car pooling, the person with the take- home vehicle or receiving car allowance should be the one driving so that no employee receives mileage reimbursement. b. All other employees shall be entitled to a mileage allowance as set by the City of Tamarac in accordance with Internal Revenue Service guidelines, from point of origin to point of destination, plus official additional mileage while at the point of destination. G. Incidental Expenses The following incidental expenses of the employee shall be reimbursed: Title: Travel Policy Policy Number: 95-01 R Page 11 of 11 a. Local call charges and communication expenses if related to public business and one safe arrival telephone call not to exceed $5.00 will be reimbursable. All calls must be detailed on the hotel bill, including person called and purpose of call, to be eligible for reimbursement. Access charges for credit card calls not related to public business will not be reimbursed. b. Lodging shuttles should receive first consideration. A taxi or ride Sharing services may be reimbursed only if circumstances warrant and a valid receipt is provided. C. Tolls and parking fees shall be reimbursed at actual cost with proper receipts. d. For trips which are longer than two days, bell service, maid service and valet charges/tips shall be reimbursed at a cost not to exceed a total of $10.00 incurred for the duration of the trip. No receipt is needed. e. Internet access service charges - The cost of internet access service charges shall be reimbursed only if included as part of the itemized lodging bill and with a proven need for official business purposes. For airline travel, the traveler will be reimbursed for either long-term parking at the airport or taxi/shuttle service to and from the airport with proper receipts. 2. The following incidental expenses of the employee will not be reimbursed under any circumstance: a. Liquor or alcoholic beverages b. Personal entertainment (e.g. video rentals, happy hour) C. Expenses of spouse, family or other persons d. Snacks, meals or drinks other than what is provided underthe perdiem e. Laundry or dry-cleaning Airline insurance g. The use of personal frequent flier miles h. Any other expenses not related to official City business Title: Travel Policy Policy Number: 95-01 R Page 12 of 11 H. Reimbursement/Reconciliation To obtain reimbursement, the Travel Expense Voucher form, accompanied by the Pre -Approved Travel Authorization form (PTA) with all necessary signatures (i.e. employee, Department Director, Director of Finance and City Manager) and required receipts, excluding meal receipts, shall be submitted to the Finance Department within twenty (20) working days after the employee has returned to work. Failure to do so may result in refusal of the claim. Should an employee have an advance outstanding for more than twenty (20) working days, the Finance Department will notify the City Manager and the amount of the advance may be deducted from the employees' next paycheck. 2. All Travel Expense Vouchers for Department Directors must be approved by the City Manager. Fiscal Year Overlap Travel which occurs in the next fiscal year will be approved out of current year fiscal funds only if the travel occurs within the first thirty (30) days of the next fiscal year and the required prior payment is processed in the current fiscal year in accordance with the fiscal year end closing procedures. J. General Standards 1. Employees are expected to use common sense in expending publicfunds and are expected to economize where practical and convenient. Receipts, other than for meals, should be secured for all expenses when possible. 2. Travel at City expense or on City time should be restricted to that which does not interfere unreasonably with the personal responsibility to carry out regular job requirements. 3. No employee electing to drive on a long trip shall be reimbursed for any meals or lodging while en route. Also, all travel time to and from the meeting site exceeding flying time will be treated as employee leave time. For example: An employee electing to drive to Georgia instead of flying will not be compensated for said time as regular work time. 4. Department Directors are responsible for travel budgets and monitoring the training needs of the department. Title: Travel Policy Policy Number: 95-01 R Page 13 of 11 5. Department Directors and senior managers, generally, will be restricted to one national and one state conference per year. This restriction does not include training sessions or continuing education seminars approved by City Manager. 6. Special conditions and unusual circumstances may merit exceptions to the stated policy on travel. Each request for variances to stated policy will be considered in light of existing conditions, needs and circumstances. ADOPTED VIA RESOLUTION NO. R-2016- , SEPTEMBER 14, 2016