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