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HomeMy WebLinkAbout19-17 i RESOLUTION NO. J-q . � . A RESOLUTION of the City Council of the City of Port. Angeles, Washington., amending the City Personnel Policy and. Procedures for City employees. WHEREAS, the City's Personnel Policies and. Procedures Manual was last updated in April 2017; and WHEREAS, the City of Part Angeles desires to update and modify its policies regarding travel expenses, vehicle use, and reimbursement policies. NOW, THEREFORE, BE IT RESOLVED BY THE CIT COUNCIL OF THE CITY OF PORT ANGELES, WASHINGTON, as follows.- Section 1. The City of Part Angeles Personnel Policy and Procedures Manual is hereby amended by revising Chapter 12 as set forth in the attached. Exhibit A. PASSED by the City Council of the City of Port Angeles at a regular meeting of said Council held on the 5` day of September, 2017. 14f If Patrick lownie, Mayor ATTEST: APPROVED AS 'TO FORM: Jennifer enellasen, City Cleric illiarn E. B o .r, City Attorney �l- I I CHAPTER 12.00—CITY TRAVEL, VEHICLE USE, AND REIMBURSEMENT POLICY 12.00 TRAVEL POLICY This policy is to provide for consistent application and use of travel funds, and authorization and reimbursement for travel expenses.The City Manager may authorize travel expenses that vary from this policy on a case-by-case basis as necessary. AUTHORIZATION FOR TRAVEL EXPENSES Prior to travel, employees must submit a Travel Request form to their Department Director for approval. The form must provide all travel costs, including transportation, lodging, registration, meals, and other related expenses.The employee will track all costs incurred during the travel by utilizing the approved travel form and attaching all receipts (with the exception of meals reimbursed at the per diem rate).This form must also be approved after the employee returns and submitted to the finance department for reimbursement(if any)within five (5) days of travel. Forms that do not require reimbursement must still be filled out, approved and submitted to the finance department for record keeping. All approved travel requests must be signed and approved by the employee's Department Director or their designee prior to travel, as well as after the employee returns as validation of the travel expenses. The table below shows the required approval for each travel form: ApprovalTraveler . Employee Department Director Department Director City Manager City Manager Mayor Councilmembers City Manager All travel in excess of$2,500 must be signed and approved by the City Manager both prior to travel and upon return.This total includes ALL travel related expenses, such as registration, testing, mileage, etc. not just reimbursable expenses. PROCESSING TRAVEL REQUESTS: Departments should have a designated employee (such as an Administrative Assistant)to process travel requests and coordinate travel for employees.This includes booking lodging and airfare and registering the employee for the event or conference.These designated employees will receive a City purchasing card, and in all cases any travel related expenses should be charged to these cards or processed through Accounts Payable as is appropriate.These expenses include registration, airfare,ferry tickets, bridge tolls, shuttle services, etc. Additional travel expenses, such as per diem, will be paid to the employee after travel is complete. Each department will be responsible for obtaining the appropriate approvals for travel, ensuring proper procedures are followed, all documentation is returned with the travel form, and submitting the travel form to Accounts Payable for employee reimbursement. Finance will offer training for these procedures, as well as, continue to provide updated travel rates as they are available. Finance will also perform audits of the travel forms to ensure compliance with City policy and withhold tax on any taxable travels. Travel forms can be found on the City's exchange drive, or in the Laserfiche system. Travel Policy-Revised v2 August 29,2017 \\FS1_MS2008\main\HR\HUMANRESOURCE$\Pers Manual\2017 updates\Travel Policy-Revised v2.docx ' a L c l 1 REIMBURSEMENT TO THE EMPLOYEE FOR EXPENSES Travel expenses will be paid to employees upon submission of the approved travel form to the finance department once travel is complete. Receipts or other proof of payment must be attached.Travel expenses which the employee cannot document with receipts or other appropriate verification by the employee's Department Director will not be approved for reimbursement (excluding meals paid at the per diem rate). If receipts are missing from the travel form and the expense is verified as part of the employees travel a signed Affidavit of a Lost Receipt must be included. Consistent loss of, or failure to obtain receipts could result in further disciplinary action or in denied reimbursement of the expense. Travel expenses incurred, but not approved on the initial Travel Request form, may be reimbursable with proper verification, provided such expenses are directly related to City travel and are approved by the Department Director or City Manager, per procedures noted above. Expenses incurred, but not related to the actual travel, such as for copies, books, etc., should not be included on the travel form. Rather,these should be submitted for payment either through Accounts Payable or petty cash (per City policies) and coded accordingly, or may be paid by City purchasing card. The employee shall submit the completed and reconciled travel/expense form to Finance within five (5) working days after completion of the travel. Per IRS regulations,travel not reconciled in a timely manner will become taxable income. Employees will receive reimbursement via Accounts Payable weekly on Fridays. Forms received after 5:00pm on Wednesday's will be processed in the next weeks travel batch. Employees traveling in a group must submit individual travel sheets for reimbursement. USE OF PURCHASING CARDS AND ADVANCE TRAVEL: To reduce the burden on employees whenever possible purchasing cards should be used for travel expenses. Each department will have at least one employee assigned a purchasing card that will be able to assist with coordinating travel. Any other expenses, or any expenses not charged to a City purchasing card, will be handled on a reimbursement basis to an employee after return from the travel. Original receipts should be attached to the Purchasing Card reconciliation and copies of receipts should be attached to the travel form. If a purchasing card is used to pay for travel expenses for more than one employee the receipt should be clearly itemized showing the expenses for each employee. Employees can request advances for travel by submitting an advanced travel request form to their Department Director with their approved travel form no later than 5:00pm on the Wednesday one week prior to travel. In order to receive advanced travel, departmental purchasing cards should be used for all expenses possible except per diem. ALLOWABLE EXPENSES Registration: Registration fees may be paid by City purchasing card, or be submitted for payment through Accounts Payable and paid directly to the vendor from information submitted. A copy of the registration or event schedule showing what is included in the registration fee (i.e. meals, recreational activities, etc.) must be attached to the travel form for verification of per diem allowed. Travel Policy-Revised v2 August 29,2017 \\FS1_MS2008\main\HR\HUMANRESOURCE$\Pers Manual\2017 updates\Travel Policy-Revised v2.docx ' a L c J 2 Transportation Reimbursement: It is recommended a City pool car should be used for travel, however, if approved by the Department Director, private vehicles may be used and mileage paid at the rate set by the City Manager. However, if no pool car is available,the full current IRS mileage will be paid.The IRS mileage rates can be found on the web at htt.p- i.rs-.rail. a -.rpte.com.A copy of the Pool Car calendar for the dates of travel must be attached to the form to show there was not a City pool car available as verification of the correct mileage reimbursement rate. If more than one employee is traveling at the same time to the same event, only one may claim the full mileage allowance, unless employees are unable to travel together for business reasons that are approved in advance by their Department Director. Employees may also share the allowed amount for a private vehicle. If sharing the mileage rate it must be clearly stated on both travel forms. If more than one employee is traveling at the same time to the same event and one is taking a pool car, the other employee shall receive no mileage reimbursement, unless there is a valid work related reason for having to take a second vehicle, and with advanced approval by the Department Director. Under circumstances where a pool car, or City vehicle, is unavailable and the employee is unable to take their personal car then a rental car may be used with Department Director approval. If a rental car is used insurance must also be purchased from the rental company. Mileage must be documented and submitted with the travel form.This should be done through a database; like MapQuest. The starting point for mileage reimbursement should always be City Hall. Fuel will only be reimbursed under the following instances: ➢ City pool cars, or other city owned vehicles, are used and fuel cards are not accepted at the place of travel; or ➢ A rental car was used. Airline Tickets: Coach fare airline tickets will be purchased in the most cost-effective manner. Any charges above coach rate will be the responsibility of the employee, such as bulkhead row, exit row seat, or any other upgrades.The City will pay for only one piece of luggage to be checked. Ferry Fees,Taxi Fares and Other Forms of Transportation: These expenses will be reimbursed on the basis of receipts or can be purchased in advance on a City Purchasing Card. Meals: Under all travel circumstances the City will pay per diem based on the current IRS meal per diem schedule. The rate will be determined by the location of travel, specific to the location of lodging, or of the conference, meeting etc. if no lodging is required. New rates go into effect as of October 1 of each year, and include tax and gratuity.The Finance department will distribute annually the new rates.The rates can also be found online at http://www.gsa.gov/portal/category/21287. Travel Policy-Revised v2 August 29,2017 \\FS1_MS2008\main\HR\HUMANRESOURCE$\Pers Manual\2017 updates\Travel Policy-Revised v2.docx ' a F c J 3 Per diem shall be calculated based on the following information except in instances where travel is reimbursable, such as for a grant.To qualify for breakfast, an employee must leave before 7:00 a.m.To qualify for dinner,the employee must reasonably expect to return from business activities after 7:00 p.m.The per diem payment will be pro-rated 25%for breakfast, 25%for lunch, and 50%for dinner. In instances where an employee begins their travel after 2:00 pm they will not be entitled to lunch per diem for that day. Equally if any employees leaves after 8:00 pm they will not be entitled to a dinner per diem on the first day of travel. To qualify for meal allowance, the employee must be on City business outside the Port Angeles area (30- mile radius) during regular meal hours. In the event travel does not include an overnight stay all meals will be taxable according to IRS guidelines. No receipts are required for meal expenses unless a City purchasing card is used, then all receipts must be attached and no further amount will be paid to the employee. When using purchasing cards for meals per diem rates will be enforced. When traveling in a group where the employee assigned a purchasing card is present employees will have the option to have meals paid for them on the purchasing card or to be reimbursed for per diem. If an employee is attending a meeting or conference where meals are included, or if the hotel in which the employee is staying provides a hot breakfast included in the room rate, reimbursement for substitute meals will not be allowed and the per diem will be reduced accordingly. However, if the hotel or conference only provides what is commonly known as a continental breakfast, this does not qualify as a meal and per diem for breakfast will be allowed. Non-Travel Related Meal Reimbursement: Non-travel related meals, refreshments or meal vouchers may be purchased for elected officials, employees, members of committees,volunteers or attendees of meetings,trainings, celebrations and events as determined appropriate by the Department Director, City Manager or Mayor, and as related to City business or a City event. In the event a meeting or event is attended by an employee within a 30-mile radius of Port Angeles and a meal is required employees must seek reimbursement through the City's petty cash fund, rather than submitting a travel form. Private celebrations rather than public celebrations are not generally considered as serving a public purpose. Refreshment,food and beverage related costs would therefore not be recognized as legitimate City expenditures. Lodging: Lodging arrangements must be made in the most cost effective manner, government, corporate or other discounted rates should always be asked for when booking. Whenever possible, IRS rates should be followed.The Finance Department publishes the rates annually and tax is in addition to these IRS rates. If the lodging expenses for the conference host site exceed the IRS lodging per diem, alternate accommodations should be sought. Excess per diem may be approved under the following conditions: 1) No alternate lodging is available within a reasonable distance of the event site which is within the IRS Travel Policy-Revised v2 August 29,2017 \\FS1_MS2008\main\HR\HUMANRESOURCE$\Pers Manual\2017 updates\Travel Policy-Revised v2.docx ' a L c J 4 limit; 2)Transportation between the alternate lodging site and the event site would exceed any savings; or 3)the Department Director or their designee has authorized the excess expenditure in writing and in advance for any exigent circumstances which may exist. In such instance, the City Manager will be informed of the variance to this policy for their concurrence. TRAVEL WITH FAMILY MEMBERS OR GUESTS: The City will reimburse only for travel expenses incurred by City of Port Angeles employees. Any costs associated with traveling with family members or guests will not be reimbursed and must clearly be shown on any receipts that may be submitted. In instances where extra costs are incurred (such as lodging or ferry tickets) a single rate comparison must be included with the travel form.This will be the rate reimbursed to the employee. If purchasing cards were used to pay for additional costs not associated with the employees travel the employee must reimburse the City for the expenses. GRANT FUNDED OR STATE REIMBURSED TRAVEL: There are times where an employee's travel will be funded through a grant or organization or will be reimbursed by a state program. During these instances the guidelines for these programs or grants must be followed and other per diem and mileage rates may be used if specified. INELIGIBLE EXPENSES: None of the following expenses shall be paid by the City: ➢ Alcoholic beverages ➢ Valet services; except when there are no other parking options. ➢ Meals, lodging or other travel expenses related to family members or guests. ➢ Expenses for personal entertainment, such as sightseeing tours and hosting. ➢ Any other expenses not directly related to travel for City business. Travel Policy-Revised v2 August 29,2017 \\FS1_MS2008\main\HR\HUMANRESOURCE$\Pers Manual\2017 updates\Travel Policy-Revised v2.docx ' a F c J 5