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PolicyINTEROFFICE MEMO DATE: June 13, 2002 TO: City Council FROM: Pauline Skeggs Human Resources ~~ ani-ic, / ~, %,,., ~'r:>,:. ,.~~. ~~~~ isos RE: Travel and Expense Policy CC: Keith Bird, Tammy deWeerd, Cherie McCandless, William L. M. Nary, Mayor Corrie Attached is the Travel and Expense reimbursement policy and procedure that was revised by Stacy Kilchenmann the Finance Director. Stacy will discuss any concerns you may have at the meeting on the 24`". The policy was sent to department heads on June 6`h and was discussed in the department head meeting June 11 `h where a few minor changes were made. a ,~ -~ ~~~~r1~rr~n^ If you have any questions, please give Stacy or myself a call. CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 3.5 SUBJECT: TRAVEL AND EXPENSE REIMBURSEMENT PURPOSE: To outline the City's policy regarding travel and reimbursements for related expenses. POLICY: An employee on authorized City business shall be reimbursed for expenses incurred in completing his/her work-related assignment in accord with the procedures established within this policy. AUTHORITY & RESPONSIBILITY: Each City employee is responsible for providing verified receipts for any expenses for which reimbursement is requested for authorized travel and expenses in accordance with the City's Ethics Ordinance (#787) and consistent with Idaho Code. PROCEDURES AND RELATED INFORMATION I. TRAVEL AWAY FROM THE CITY The department head or Mayor must approve all travel away from the City in advance. Travel expense reports must be completed and submitted to Accounting within ten (10) working days from the completion of the authorized travel. All related expenses to the trip should be reported on the expense report, ie: airfare, lodging, meals, etc. II. ADVANCE TRAVEL REQUEST A. Employees may request advance travel monies by completing an Accounting Check Request form and submitting it to their department head at least five (5) business days prior to departure. The approved form would then be submitted to the Accounting Department at least three (3) days prior to departure. B. Within ten (10) working days from the completion of the authorized travel, an employee shall submit an itemized travel expense report accounting for reimbursable travel expenses with all original receipts including all receipts for charges made on the City credit cards to his/her Department Head for approval. The approved form will then be submitted to the Finance Department for processing. C. If actual reimbursable expenses are less than the amount of the advanced monies, the employee must return the excess amount upon submission of the request for reimbursement and accompanying documentation. D. If actual reimbursable expenses exceed the amount of the advanced monies, and all expenses are approved, the employee will be issued a check for the balance during the next regular accounting cycle. 48 E. If an employee has elected to wait until completion of their authorized business travel before requesting reimbursement for their travel expenses, the reimbursement request will be submitted to the department head and Finance Department as noted above. Reimbursement will be made during the next regular accounts payable cycle. III. TRAVEL EXPENSES NOT ALLOWABLE A. Expenses of a personal nature incurred for the convenience of the traveler including travel by indirect routes or stopover for personal reasons; or leaving earlier or returning later than necessary on a trip. B. Expenses for travel between home and the office or for other non-official purposes. C. Expenses incurred by an employee while on leave. D. The City does not pay for the alcohol or entertainment expenses. Entertainment includes any additional costs paid for in-room movies. IV. TRANSPORTATION A. Employees should use the most practical mode of travel from the standpoint of time and expense. B. Reimbursement for travel by common carrier will be limited to the lowest cost means of travel unless it is unpractical or not available. C. Reimbursement of mileage for use of a private owned vehicle will be at the most current IRS allowable mileage rate. D. Allowable mileage will be computed according to the latest official state highway map or mileage charts. E. The use of City of Meridian vehicles for personal or other non-official business is strictly prohibited. Home to office driving is only permissible when beginning or ending an authorized trip outside of regular business hours, or for other reasons considered in the best interest the City. The Mayor must approve full time assignment of a City vehicle to an employee. F. The City will reimburse employees for taxi or bus fares to the depots, airports, and hotels and other ground transportation costs necessary to conduct City business while traveling. Receipts must be provided. V. LODGING EXPENSES A. The actual cost of lodging plus applicable tax will be reimbursed. Lodging costs maybe direct-billed to the City with prior approval of the department head 49 .. 1 B. At the time of making reservations or registering, employees will identify themselves as City employees and whenever possible secure the accommodations at the government rate, if available. VI. MEAL EXPENSES A. Employees are allowed up to an average of $35 per day for meals (including gratuities). Receipts must accompany the expense report to Accounting for meal reimbursements. When employees are absent from their official station for less than twenty-four (24) hours, a partial day reimbursement for meals will be paid as follows. B. Breakfast - If the actual departure time is 7 am or earlier or the return time is 8 am or after - $10. C. Lunch - If the actual departure time is 11 am or before, or if the return time is 2 pm or after - $10. D. Dinner - If actual departure time is 5 pm or before or if the return time is 7 pm or after - $15. Exceptions- If an employee will be traveling out of the country or out of the state to an area where the $35 meal allowance is not practical the employee may, with the prior approval of the department head and the Mayor, use the federal meal allowances as prepared by the Bureau of Administration, Office of Allowances, United States General Services Administration. The Finance Department will provide travelers with the most current rates. VII. OTHER REIMBURSEMENT When other federal, state or local agencies directly reimburse an employee for travel, training, and other related training costs, and where such costs were borne by the City, the employee will be required to endorse that reimbursement check over to the City. The reimbursement check must be submitted to the Finance Department within three (3) days of receipt. VIII. COMPLIANCE Failure to comply with any of the terms of this policy may result in legal and/or disciplinary action, up to and including termination. 50