City of Culver City, California
Agenda Item Report
Meeting Date: 08/08/11 Item Number: C-3
CITY COUNCIL AGENDA ITEM: Adoption of a Resolution Amending City Council
Policy 4101 for Travel, Attendance at Conferences and Special Meetings or Events,
and Reimbursement for Expenses.
Contact Person/Dept.: Jeff Muir/Finance Phone Number: (310) 253-5865
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [x] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council (08/03/11)
Department Approval:
Jeff Muir (07/20/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/03/11)
Chief Financial Officer Approval:
Jeff Muir (07/20/11)
City Manager Approval:
John M. Nachbar (08/03/11)
RECOMMENDATION:
Staff recommends that the City Council adopt a Resolution amending City Council
Policy 4101 for Travel, Attendance at Conferences and Special Meetings or Events,
and Reimbursement for Expenses.
BACKGROUND:
In 1995, the City Council originally adopted City Council Policy 4101 (Policy) on
Travel, Attendance at Conferences and Special Meetings or Events, and
Reimbursement for Expenses. This Policy was last updated in 2005. The purpose
of the Policy is to establish the criteria and authorization for City Official and
employee travel outside the City on City business, and payment or reimbursement
for authorized expenses incurred.
DISCUSSION:
The Policy has been updated to change references to the Chief Administrative
Officer to City Manager, as well as references to the City Treasurer to Chief
Financial Officer. Additionally, the proposed Policy changes the method of
reimbursement for meals while traveling on City business to a daily per diem
amount.
The current Policy provides for up to $60 per day for meals ($10 for breakfast, $20
for lunch, and $30 for dinner), but requires receipts for each meal. The time taken in
having employees track all meal receipts, preparing them for reimbursement upon City of Culver City, California
Agenda Item Report
return, and the review performed by the Accounts Payable Division is of limited
value. Many jurisdictions provide a daily per diem amount for meals and do not
require receipts to be submitted. This is an accepted practice by the IRS. Staff
completed a survey, and of forty-eight jurisdictions responding, eighteen still
required receipts and thirty provided a fixed per diem.
Staff is recommending a daily per diem for meals of $50 ($10 for breakfast, $15 for
lunch and $25 for dinner). This amount is consistent with the per diem amounts
approved by the Commission on Peace Officer Standards and Training, the basis by
which many of the training events attended by the Police Department are
reimbursed. The proposed Policy also dictates that any meals that are provided as
part of the training or conference event are to be deducted from the daily per diem.
The proposed Policy further elaborates the per diem amounts for travel days based
on departure or arrival times. Converting to the per diem amount will be a more
efficient means of handling travel and training reimbursements.
FISCAL ANALYSIS:
There is no direct fiscal impact associated with the adoption of this City Council
Policy. The total daily allowance for meals is reduced by $10, which could result in
very minor savings. Staff time will be saved for both the individual that traveled and
the Finance Department.
ATTACHMENTS:
1. Proposed Resolution
2. City Council Policy 4101 for Travel, Attendance at Conferences and Special
Meetings or Events, and Reimbursement for Expenses
MOTION:
That the City Council:
Adopt a Resolution amending City Council Policy 4101 for Travel, Attendance at
Conferences and Special Meetings or Events, and Reimbursement for Expenses.
MEETING DATE: 08/08/2011
AGENDA ITEM: Adoption of a Resolution Amending City Council
Policy 4101 for Travel, Attendance at Conferences and
Special Meetings or Events, and Reimbursement for
Expenses.
ATTACHMENTS
1. Resolution
1-2
2. Exhibit “A” 3-9
CCP 4101: Travel, Attendance at Conferences and Special Meetings or Events, and Reimbursement
for Expenses
Page 1 of 7
CITY OF CULVER CITY
COUNCIL POLICY STATEMENT Policy Number 4101
General Subject: Personnel Date Issued 1/23/95
Specific Subject: Travel, Attendance at Conferences, Effective Date 1/24/95
and Special Events or Meetings, and
Reimbursement for Expenses Date Revised 08/08/2011
Resolution No. 2011-R
_______________________________________________________________________
PURPOSE:
To establish criteria and authorization for City Official and employee travel outside the
City on City business, including attendance at conferences, special events and meetings,
and payment or reimbursement for authorized expenses incurred.
DEFINITIONS:
“Authorizing Authority” is defined as the person that is responsible for authorizing travel
and attendance requests. For employees within a department, the Authorizing Authority
is their respective Department Head. For requests by Department Heads, the City
Manager or his/her designee will act as the Authorizing Authority.
“City Official” is defined as City Councilmembers, other elected officials, and appointed
officials, including but not limited to, Commissioners and Committee Members, acting in
their official capacity on behalf of the City.
“Conference” is defined as periodic programming or meetings of an organization whose
membership consists of elected or appointed government representatives
(Commissioners, Board Members, or employees), convened for training or to consider
issues or provide information relevant to the City or the job performance of the
representative (Example: State or national organizations like the League of California
Cities).
“Special Events or Meetings” are defined as meetings which are not included above,
which may or may not be training, including but not limited to attendance at legislative or
policy committees, appearances before legislative bodies or representatives, and other
functions as a designated City representative. CCP 4101: Travel, Attendance at Conferences and Special Meetings or Events, and Reimbursement
for Expenses
Page 2 of 7
"Travel" is defined as the transit of an employee to and from a location outside Culver
City for the purpose of conducting City business.
STATEMENT OF POLICY:
Travel on City business may be authorized when necessary to attend meetings,
workshops, conferences, or other functions related to the employee's responsibilities.
When such travel is outside the Los Angeles Metropolitan Area, requires one or more
working days away from the City, and may require use of a City vehicle or payment to a
common carrier for such transportation, advance authorization from the authorizing
authority is required.
In emergency situations, authorization may be obtained immediately upon return to the
City.
Advance authorization shall not be required for local travel within Los Angeles
metropolitan area, as directed by City management or required to accomplish the duties
of the employee’s position.
Attendance at Conferences, Special Events or Meetings:
Attendance at conferences and special events or meetings outside the City may be
authorized when such participation by City employees and representatives provides
opportunities for information exchange, training and/or representation regarding City
issues, responsibilities, programs and policies. To the extent possible, anticipated travel
and attendance costs shall be requested and included in the current City budget.
The City Manager may deny authorization for attendance at any conference, special
event or meeting, or limit the City’s financial support for attendance in accordance with
budget and policy guidelines. In this case, employees may choose to use personal leave
(administrative, vacation or holiday), or personal funds to pay for some or all of the
travel and/or attendance costs.
Department Heads shall be responsible for reviewing requests to attend a conference,
special event or meeting by their respective staff before approving and authorizing
payment. The City Manager or his/her designee shall be responsible for reviewing and
approving attendance and travel requests by Department Heads.
Background information and support for the request shall be provided by the employee,
as determined by the Department Head. Justification for the expenditures requested shall
include consideration of economy travel and accommodations, value to the City of the
information to be conveyed or received by the attendee, and a commitment to share the
information with other employees or commissioners and the City Council upon return. CCP 4101: Travel, Attendance at Conferences and Special Meetings or Events, and Reimbursement
for Expenses
Page 3 of 7
Consideration shall be given to providing conference attendance reimbursements to
employees as a means of recognizing meritorious performance.
The Authorizing Authority (i.e. Department Head or City Manager) is authorized to
monitor attendance under this policy and establish budgetary controls to administer this
policy fairly and equitably within budget constraints. Departments are responsible for
monitoring and staying within their own budgetary limits for travel and training costs.
Upon return from authorized attendance, participants may be required to provide the City
Manager or Authorizing Authority with a written memorandum or oral briefing
indicating what was learned and how it can/will be put into use for the City.
PROCEDURES:
1. City representatives shall conform to the procedures for travel and expense
authorizations enumerated above. Advance authorization shall be required except in
emergencies. Requests shall be submitted to the Authorizing Authority via e-mail or
written memo. Employees shall not finalize travel arrangements or obligate the City
until approval has been received. Any request for advance payments shall be
included in the request. Employees shall attach a copy of the approval to any
requests for advance payments, as well as the final Statement of Expenses.
2. Except for per diem reimbursements for meals, receipts shall be provided for all
expenses claimed, submitted with a Statement of Expenses form upon return from
City business travel. Unless there are extenuating circumstances, such form and
receipts shall be submitted within ten (10) working days from the employees return,
or payments and reimbursements may be denied. Employees advanced money for
expenses shall bear the responsibility for documentation of such expenses or shall
reimburse the City for the amount advanced. A final Statement of Expenses is
required to be submitted to Accounts Payable even if no refund or reimbursement is
due.
a. All expenses will be itemized and listed on the Statements of Expense with
copies of receipts attached, including all expenses paid using an
Executive/Purchasing Card.
b. Statements of Expenses shall be submitted to the Accounts Payable Division
within 10 business days following the employee’s return to work with all
accompanying receipts. Amounts paid directly by City to a vendor or hotel
should reference the City check number, but shall not require receipts, not
including payments made by Executive/Purchasing Card.
CCP 4101: Travel, Attendance at Conferences and Special Meetings or Events, and Reimbursement
for Expenses
Page 4 of 7
c. If any advanced funds were not expended, or receipts are not provided as
required, the employee/City representative shall attach a personal check for
the appropriate repayment amount, payable to the City of Culver City.
d. If additional expenses were incurred, receipts justifying those expense
requests shall be attached with an explanation of the additional amount. If
authorized, payment will be provided by the Accounts Payable Division in the
next demand cycle.
Reimbursement for Authorized Expenses:
City officials and employees shall have proper regard for economy in the conduct of City
business and shall be reimbursed for necessary and authorized expenses incurred while
conducting such business. “Business” is deemed to include attendance at approved
conferences, special events or meetings, and training programs.
In some instances, Police personnel attend training either mandated or sponsored by the
Commission on Police Officer Standards and Training (POST). The City is reimbursed
by POST for costs to attend such training and any associated travel. In years where
POST rates exceed the City’s reimbursement rate the higher rate will apply. If POST
rates do not exceed the City’s reimbursement rates, the City rates will apply. For all non-
POST training, the City’s rates and policies will apply. The Police Department will
annually supply POST rates to the Finance Department as they are made available.
Authorized categories of expenses shall include:
1. Transportation: Travel on City business by common carrier or personal vehicle.
a. Mileage expenses for travel by private vehicles will be based on the IRS rate for
employee business reimbursement.
b. Employees should travel in coach class and shall obtain the lowest available fare
when traveling by air. Should an employee wish to travel by air in a class other
than coach or on an airline that does not represent the lowest available airfare, the
employee is solely responsible for paying the difference in price between the
lowest available coach fare and the actual fare paid.
c. Reasonable travel costs incurred by using other commercial modes (bus, rail, or
boat) when airline service is unavailable or impractical shall be reimbursed at the
actual cost.
CCP 4101: Travel, Attendance at Conferences and Special Meetings or Events, and Reimbursement
for Expenses
Page 5 of 7
d. If the employee uses a City vehicle for authorized travel, a City credit card or
purchasing card may be issued to pay for gas and other automotive charges. No
mileage reimbursement will be allowed.
e. City liability insurance does not cover business use of an employee's personal
vehicle or unauthorized personal use of a City vehicle. If an accident occurs
under these circumstances, the employee may be held liable.
2. Local Transportation and Parking: Taxi, shuttle services, or bus costs incurred in
conjunction with airline travel and personal vehicle parking while on City business.
a. Employee may be reimbursed for incurred costs, subject to presentation of
receipts.
b. Reimbursement for the use of rental cars shall be approved only when such
rental is necessary due to geographical location of airport or accommodations
in relation to conference or meeting site, when other local group conveyance
transportation is unavailable, and/or when a rental car is the most economical
means of accomplishing travel to the final destination.
i. When a rental car is authorized, the employee shall be limited to a
mid-size or smaller vehicle. In special cases and by approval of the
Department Head, a larger vehicle may be obtained. If gasoline is
purchased for the rental vehicle, the employee shall keep receipts for
reimbursement or for presentation as a purchasing card transaction.
ii. Collision Damage Waiver (CDW) and Liability Damage Waiver
(LDW) insurance offered by the rental car company should be
accepted. The City’s Executive/Purchasing card does not
automatically cover CDW or LDW insurance. Employees shall accept
the car rental company insurance coverage.
3. Registration Fees: The registration or admission fee for the conference, event or
workshop.
a. Employees shall be advanced or reimbursed for the cost of required
registration fees. If at all possible, such fees shall be paid directly by the City
through purchase requisition.
b. Employees are expected to make plans for attendance sufficiently in advance
to obtain any registration discounts which may be offered.
CCP 4101: Travel, Attendance at Conferences and Special Meetings or Events, and Reimbursement
for Expenses
Page 6 of 7
4. Lodging: the cost of accommodations for single occupancy at a hotel or conference
or training facility when an overnight stay is necessary. Lodging costs will not be
approved when the event is within reasonable commuting distance as defined by the
authorizing authority.
a. Employees are expected to stay at a hotel or motel proximate to the
conference or event site. Whenever possible, employees should seek
comparable but less expensive accommodations, if available, and request
"Government Rate."
b. If an employee wishes to stay in the hotel that does not represent the lowest
available price proximate to the conference site, that the employee is solely
responsible for the difference in price between the lowest rate and the actual
rate paid.
5. Per Diem Meal Allowances: A per diem reimbursement for meals and snacks of $50
per day shall be paid to individuals on business trips lasting at least one full day. The
per diem is based on meal costs as follows:
Breakfast $10.00
Lunch $15.00
Dinner $25.00
Per diem payment includes all tips, taxes and incidentals. Any costs incurred by
employees in excess of these amounts shall be the responsibility of the employee.
Receipts are not required for presentation.
a. If travel to conference or training event is required at 10:30a.m. or earlier, the
full day per diem amount will be granted. If travel is required between
10:30a.m. and 3:00p.m., the per diem for that day shall be for lunch and
dinner only. If travel is required after 3:00p.m., the per diem for that day shall
be dinner only.
b. If return travel from a conference is completed by 12:00p.m, the per diem for
that day shall include breakfast only. If return travel is completed by
5:00p.m., the per diem for that day shall include breakfast and lunch only. If
return travel is completed after 5:00p.m., the per diem for that day shall be the
full day amount.
c. If meals are provided in registration or lodging costs, deduct $10 for each
breakfast, $15 for each lunch, and $25 for each dinner.
d. Incidental expenses for business telephone calls, internet access or program
materials may be approved if necessary, upon presentation of receipts. CCP 4101: Travel, Attendance at Conferences and Special Meetings or Events, and Reimbursement
for Expenses
Page 7 of 7
6. Excluded Expenses:
a. No allowance shall be authorized for personal items, entertainment, or costs
incurred by family members accompanying the City representative. This
section shall not prevent or prohibit the City representative from requesting
and being authorized to coordinate the employee’s vacation time to begin or
end in conjunction with City travel.
b. Travel by an employee’s private aircraft is not covered by the City’s general
liability insurance.
c. Expenses, whether or not advanced, which have not been authorized or
properly justified by receipts shall be considered unauthorized and shall
become the responsibility of the employee/City representative.
d. There will be no reimbursement for alcoholic beverages.
Authorized expenses may be paid by use of an Executive/Purchasing card. Use of an
Executive/Purchasing Credit Card is subject to the terms defined in the
“Executive/Purchasing (Credit) Cards” policy and still requires that the employee fill out
a Statement of Expense form upon return.
7. Statement of Expenses: The Finance Department shall provide an electronic version
of the Statement of Expenses for use by all Departments. The following requirements
apply:
a. The form shall be completed by the Employee within ten (10) days after
completion of the conference or training event.
b. The Employee shall sign and date the form, and it shall be approved by the
Authorizing Authority prior to submittal to Accounts Payable.
c. The prior approval of the Authorizing Authority shall be attached to the form
when submitted.
d. Original receipts shall be attached to justify all costs, with the exception of
meal per diems. For items paid with an Executive/Purchasing Card, copies of
receipts are allowable.