City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
That the City Council approve the amended City Council Policy Statement Number
4101, entitled “Travel, Attendance at Conferences and Special Events or Meetings,
and Reimbursement for Expenses,” amend Resolution 95-R005, and adopt
Resolution 2005-R___.
BACKGROUND/DISCUSSION:
On January 23, 1995, City Council approved twenty-seven (27) City Council policies
with the passage of Resolution 95-R005. This resolution included the Travel,
Attendance at Conferences and Special Events or Meetings, and Reimbursement for
Expenses Policy (Travel Policy). Since that time, the Travel Policy has remained
unchanged.
The current policy (Attachment 1) was adopted to establish authorization criteria and
procedures for City Officials and employees that may travel outside the City on
official business. This policy governs attendance at conferences, special events and
meetings, and payment or reimbursement for authorized expenses incurred.
Currently, Department Heads review all employee travel request forms and
expenses. Employees are required to obtain the lowest available airfare and lodging
rate. Meal allowances are specified for breakfast, lunch, and dinner, which can be
quantified separately or as a per diem.
Meeting Date: 9/19/05 Item Number: A-2
AGENDA ITEM: Consideration of Amendments to City Council Policy on Travel,
Attendance at Conferences and Special Events or Meetings, and Reimbursement
for Expenses.
Contact Person/Dept.:
Nick Kimball, Management Analyst
Phone Number:
(310) 253-5682
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List (9/14/05)
Department Approval:
Scott Bixby 9/13/05
CAO Approval:
Scott Bixby for Jerry Fulwood 9/13/05
City Controller Approval:
Marlee Chang 9/13/05City of Culver City, California
City Council Agenda Item Report
The purpose of amending the policy is to increase employee accountability for travel
expenses and detail new reimbursement procedures. The proposed policy adds
language which identifies and strengthens the procedures to increase accountability
and responsibility.
Development of Policy
In developing the proposed amendments, staff reviewed current policies and
procedures, evaluated past practices, and contacted other cities to obtain
information about similar policies. Phone interviews with Beverly Hills, Santa
Monica, and West Hollywood were conducted to compare other municipal policies
with Culver City’s Travel Policy.
The proposed policy amendments were presented to the Budget Subcommittee on
four occasions between June 2004 and August 2005. At these meetings,
subcommittee members and a number of Department Heads reviewed the policy
and suggested revisions. Staff incorporated the input received from the
subcommittee into the proposed policy.
Proposed Policy
The following amendments, suggested by the Budget Subcommittee and staff, have
been incorporated into the revised Travel Policy (Attachment 2, Exhibit A):
1. Authorizing Authority
a. Current Policy: The policy defines the term “authorizing authority” and
identifies Department Heads as the authorizing authority for departmental
employees.
b. Proposed Policy: The City Treasurer is added as the authorizing authority
for CAO travel requests. The City Treasurer is also responsible for
reviewing reimbursable expenditures by Department Heads to ensure that
they are consistent with current City policy.
2. Reimbursement for Authorized Expenses
a. Current Policy: The policy outlines authorized expense categories and,
where applicable, sets the rates for reimbursement and guidelines for
selecting the appropriate economical travel type.
b. Proposed Policy: Language is added to reconcile alternate
reimbursement rates for authorized expenses for Police Department
personnel attending Police Officer Standards and Training (POST). POST
reimbursement rates are set by the state annually and may be higher or
lower than City reimbursement rates. Police personnel will receive the
higher of the two rates when attending a POST function.City of Culver City, California
City Council Agenda Item Report
3. Transportation (airfare)
a. Current Policy: Employees are required to obtain the lowest available
airfare. Employees making travel plans too late to obtain lower advance
fares shall pay the difference, unless travel is based on an emergency
situation.
b. Proposed Policy: The proposed policy softens the language to read,
“Employees should travel in coach class and shall obtain the lowest
available fair.” If an employees wishes to travel in another class or on an
airline that does not represent the lowest available airfare, the employee is
responsible for any difference in price.
4. Local Transportation and Parking (car rental)
a. Current Policy: Employees should accept the Collision Damage Waiver
(CDW) and Liability Damage Waiver (LDW) insurance offered by the
rental car company unless insurance is provided by the credit card used
for the rental.
b. Proposed Policy: Since CDW and LDW insurance is not always
automatically covered by a City credit card, the proposed policy requires
City employees to accept the insurance through the car rental agency.
5. Lodging
a. Current Policy: Employees are expected to make accommodations
proximate to a conference or event site and represents the lowest
available price.
b. Proposed Policy: Language is added to allow employees to stay in a hotel
that does not represent the lowest available price proximate to the
conference, but the employee is responsible for paying the difference
between the lowest rate and the actual rate paid.
6. Meal and Expense Allowance
a. Current Policy: Sets a maximum daily meal allowance at $60 while on
City business. If meals are provided in registration or lodging costs,
employees must deduct $10 for each breakfast; $15 for each lunch; and
$25 for each dinner.
b. Proposed Policy: Since the individual meal deductions do not equal the
$60 per Diem, the meal deductions are increased as follows: lunch from
$15 to $20, and dinner from $25 to $30.
c. Proposed Policy: The proposed policy adds language to allow employees
increased per Diem rates, with Department Head approval, due to
conventions or training located in cities with above average meal costs.City of Culver City, California
City Council Agenda Item Report
7. Miscellaneous
a. Current Policy: Purchases made with a Purchase card are reimbursed
separately, when the monthly statement arrives; therefore, travel
expenses paid with a purchasing card are not itemized on a Statement of
Expense form.
b. Proposed Policy: Language is added to require that expenses paid with a
Purchase card must be itemized on a completed Statement of Expense
form and submitted along with receipts that document the expenses paid.
This is to track all travel expenses on one form.
c. Proposed Policy: Language is added to allow internet expenses to be
included as an incidental expense.
Additional minor format changes are made to increase the overall clarity and flow of
the policy.
Resolution Adoption Procedures
City Council Policy 1001, entitled “Adoption of Council Policy Statements,” allows
City Council to adopt policies as a means to establish policies not already covered
by ordinances, and to supplement or complement other resolutions or policies
already in existence. The policies adopted cannot conflict with any ordinance or
resolution of the City and require four affirmative votes of the City Council to become
effective. The Council may also direct the creation or modification of a policy.
Resolution 95-R005 can either be rescinded or amended in order to implement the
proposed Travel Policy. Rescinding the resolution will cancel all twenty-seven
policies included in this resolution. Amending the resolution to update or add a
specific policy will complicate records management and tracking of each individual
policy.
Procedurally, staff recommends that the Council amend only the Travel Policy that is
part of Resolution 95-R005. This presents the best alternative to implement the
proposed policy amendments. A separate resolution has been drafted and can be
adopted to enact the amendments to the Travel Policy.
FISCAL ANALYSIS:
Proposed amendments to the Travel Policy would implement new individual meal
allowances, but remains within the current daily maximum amount ($60) available to
employees. Additionally, an increase in meal per Diems can be granted by
Department Heads for travel to high cost cities. There may be minimal cost City of Culver City, California
City Council Agenda Item Report
increases as employees make these requests. However, this situation arises very
infrequently, minimizing the overall fiscal impact.
Reimbursement for lodging and air travel expenses should not be affected as
employees are responsible to pay for increased costs to accommodate their
personal preferences.
ATTACHMENTS:
1. Current Council Policy Number 4101, “Travel, Attendance at Conferences, and
Special Events or Meetings, and Reimbursement for Expenses”
2. Proposed Resolution Number 2005-R___
Exhibit A: Proposed “Travel, Attendance at Conferences, and Special Events or
Meetings, and Reimbursement for Expenses” Policy
MOTION:
That the City Council:
1. Approve the amended City Council Policy Statement Number 4101, entitled
“Travel, Attendance at Conferences and Special Events or Meetings, and
Reimbursement for Expenses,” amend Resolution 95-R005, and adopt
Resolution 2005-R___; and
2. Direct the City Attorney’s Office to prepare the policy and authorize the Chief
Administrative Officer to distribute the policy following specified procedures in
City Council Policy No. 1001 “Adoption of Council Policy Statements.”
OR
3. Discuss this item and provide further direction to staff.
(A 4/5ths affirmative vote is needed to adopt the resolution and enact the policy)
MEETING DATE 09/19/05
AGENDA ITEM Consideration of Amendments to City Council Policy on Travel,
Attendance at Conferences and Special Events or Meetings, and
Reimbursement for Expenses
ATTACHMENTS
Pages
1 Current Council Policy Number 4101, "Travel, Attendance at Conferences,
and Special Events or Meetings, and Reimbursement for Expenses" Policy
1 - 6
2 Proposed Resolution Number 2005-R 7 - 15
Exhibit A Proposed "Travel, Attendance at Conferences, and Special
Events or Meetings, and Reimbursement for Expenses" PolicyPolicy Number 4101
Date Issued 1/23/95
Effective Date 1/24/95
Resolution No 95-R005
ATTACHMENT 1
CITY OF CULVER CITY
COUNCIL POLICY STATEMENT
General Subject Personnel
Specific Subject Travel, Attendance at Conferences,
and Special Events or Meetings, and
Reimbursement for Expenses
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
DEFINITION
"Travel" is defined as the transit of an employee to and from a location other than the
City for the purposes of conducting City business
"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 representative, and other
functions as a designated City representative
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 written authorization from the Chief
Administrative Officer is required
In emergency situations, authorization may be obtained immediately upon return to the
CityAdvance 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
Notwithstanding approved budgets, the Chief Administrative Officer (CAO) shall
determine when it is appropriate and cost-effective to allow City department heads or
department-level staff to attend conferences, based upon the value of the training or
information to be received The CAO 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 Employees may be required, or may
choose, to use personal leave (administrative, vacation or holiday), or to pay for some
portion of travel or attendance costs
Department Heads shall be responsible for reviewing requests for conference, special
event or meeting attendance by their respective staff before approving and authorizing
payment Substantive background information and support for the request shall be
provided by the employee 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
Consideration shall be given to providing conference attendance reimbursements to
employees as a means of recognizing meritorious performance
The CAO is authorized to monitor attendance under this policy and establish budgetary
controls to administer this policy fairly and equitably within budget constraints Upon
return from authorized attendance, participants are required to provide the CAO or
authorizing department head a written memorandum indicating what was learned and
how it can/will be put into use for the City
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
Authorized categories of expenses shall include
1Transportation Travel on City business by common carrier or personal
vehicle
a Advances or reimbursements shall be limited to the lesser of (1)
the cost of commercial coach class airfare (between Los Angeles
area airport and the city in which the business is conducted), or (2)
mileage expenses for travel by automobile at the rate of $ 30 per
mile, determined by the estimated mileage between Culver City
and the destination
b Employees are required to obtain the lowest available fare when
traveling by air Prices keyed to advances of 14 days or more will
be authorized Employees making travel plans too late to obtain
the lower advance fares, unless travel is based on emergency
circumstances, shall pay the difference
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
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
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|109| 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 advanced funds or 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
3(1) When a rental car is authorized, the employee shall be limited to a
mid-size or smaller vehicle If gasoline is purchased for the rental
vehicle, the employee shall keep receipts for reimbursement
(2) Collision Damage Waiver (CDW) and Liability Damage Waiver
(LDW) insurance offered by the rental car company should be accepted
unless the employee is using a City or personal credit card which
provides "first-dollar" protections equal to or in excess of the car rental
company policy When in doubt, accept the coverage|109| 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|109| 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 for one-day meetings or programs, or
when the event is within reasonable commuting distance from Culver
City
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"|109| Meal and Expense Allowances Reasonable costs incurred for meals,
telephone calls, and incidental expenses when an employee is out of town
for one or more working days on City Business
a An allowance may be authorized for each twenty-four hour day of
travel on City business The rate below shall be adjusted by
deducting for any meals provided in registration fees
b The maximum daily meal allowance for business travel shall not
exceed $60 per day
Incidental expenses for business telephone calls or program
materials may be approved if necessary, upon presentation of
receipts
4d Allowances and meal expenses advances must be returned to the
City if not fully expended and justified by receipts|109| Excluded Expenses
a No allowances shall be authonzed 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 bemg 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
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
Authorized expenses may be paid by use of City Credit Card
PROCEDURES
City representatives shall conform to the procedures for travel and expense
authorizations enumerated above Advance authonzation shall be required except
in emergencies Requests shall be submitted on a "Conference, Travel or
Trairung Authorization and Expense Requisition" form, with program and cost
information attached
a Such form shall be submitted to the Accounting Division, except
that Department Heads and CAO Staff shall submit such requests
through to the CAO who will forward approved requests to the
Accounting Division for processing
b Accounting will review requests for compliance with policy and
expense limitations Copies of those requests which have been
denied or modified will be sent to the affected employee through
the Department Head
S.2 Receipts shall be provided for all expenses claimed, submitted with a
Statement of Expenses form upon return from City business travel Absent
extenuating circumstances, such form and receipts shall be submitted within ten
(10) working days, 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 Statements of Expenses shall be submitted to the Accounting
Division with all accompanying receipts Amounts paid directly
by City to a vendor or hotel shall not require receipts
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 appropnate repayment amount, payable to
the City of Culver City
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
Accounting Division in the next demand cycle1|1010101010101010 10
10|11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
(jam)
-1-|1010|ATTACHMENT 2
RESOLUTION NO 2005-R
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CULVER CITY CALIFORNIA, APPROVING AND
ADOPTING AMENDMENTS TO CITY COUNCIL POLICY
STATEMENT NO 4101, ENTITLED 'TRAVEL,
ATTENDANCE AT CONFERENCES, AND SPECIAL
EVENTS OR MEETINGS AND REIMBURSEMENT FOR
EXPENSES" AND AMEND RESOLUTION 95-R005
WHEREAS, the City of Culver City values continuing education and
II representation at legislative and professional meetings, and
WHEREAS, it is necessary to establish guidelines and policy for City employee travel for
City business and payment or reimbursement for authorized expenses, and
WHEREAS there is a need to adopt amendments to Council Policy
Statement No 4101, entitled, Travel, Attendance at Conferences, and Special Events or
Meetings, and Reimbursement for Expenses
NOW THEREFORE the City Council of the City of Culver City California,
DOES RESOLVE as follows|109| The City Council hereby approves and adopts amendments to City
Council Policy Statement No 4101, entitled, Travel Attendance at Conferences, and
Special Events or Meetings and Reimbursement for Expenses," which is attached hereto
as Exhibit 'A" to this resolution|109| The City Council hereby amends Resolution 95-R005 to enact
I amendments to City Council Policy Statement No 4101Council Policy Statement No 4101 shall be effective 3|101010101010101010 10
10|11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
(jam)
upon its adoption
2005
APPROVED and ADOPTED this day of
ALBERT VERA, MAYOR
City of Culver City California
APPROVED AS TO FORM
ATTEST
CAROL A SCHWAB, City Attorney CHRISTOPHER ARMENTA City Clerk
A05 00435
-2-Policy Number 4101
Date Issued 1/23195
Effective Date 1/24/95
Date Revised / /
EXHIBIT A
CITY OF CULVER CITY
COUNCIL POLICY STATEMENT
General Subject Personnel
Specific Subject Travel, Attendance at Conferences,
and Special Events or Meetings, and
Reimbursement for Expenses
Resolution No 2005-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
DEFINITION
"Travel" is defined as the transit of an employee to and from a location outside Culver
City for the purposes of conducting City business
"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
"Authorizing Authority" is defined as the person that is responsible for authorizing travel
and attendance requests For employees within a department, the authonzing authority is
their respective Department Head For requests by the CAO, the City Treasurer will act
as the authorizing authority The City Treasurer is also responsible for reviewing
reimbursable expenditures by Department Heads to ensure that they are consistent with
City policy
CCP 4101 Travel, Attendance at Conferences and Special Meetings or Events and Reimbursement
for Expenses
Page 1 of 7
9STATEMENT 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 Chief Administrative Officer (CAO) 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 authonzmg
payment The City Treasurer shall be responsible for reviewing and approving
attendance and travel requests by the CAO
Background information and support for the request shall be provided by the employee
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
Consideration shall be given to providing conference attendance reimbursements to
employees as a means of recognizing meritorious performance
CCP 4101 Travel Attendance at Conferences and Special Meetings or Events and Reimbursement
for Expenses
Page 2 of 7
I0The authorizing authority (i e Department Head or City Treasurer) is authorized to
monitor attendance under this policy and establish budgetary controls to administer this
policy fairly and equitably within budget constraints
Upon return from authorized attendance, participants may be required to provide the
CAO or authorizing authority with a wntten memorandum or oral briefing indicating
what was learned and how it can/will be put into use for the City
PROCEDURES
City representatives shall conform to the procedures for travel and expense
authorizations enumerated above Advance authonzation shall be required except in
emergencies Requests shall be submitted on a "Conference, Travel or Training
Authorization and Expense Requisition" form, with program and cost information
attached
a Such form shall be submitted to the authorizing authority Approved requests
will be forwarded from the authorizing authonty to the Accounting Division
for processing
b Accounting will review requests for compliance with policy and expense
limitations Copies of those requests which have been denied or modified will
be sent to the affected employee through the Department Head
2 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 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 Accounting 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
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 3 of 7c 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 Accounting 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 City Treasurer's Office 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 4 of 7d 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 msurance 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 advanced funds or 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
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 5 of 7
) 34 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
authonzmg authonty
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"
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 Meal and Expense Allowances
Per diems will be allowed as follows For each full day away from the City
on official business $60 per day will be provided to employees If meals are
provided in registration or lodging costs, deduct $10 for each breakfast, $20
for each lunch, and $30 for each dinner
Incidental expenses for business telephone calls, Internet access or program
matenals may be approved if necessary, upon presentation of receipts
Allowances and meal expenses advances must be returned to the City if not
fully expended and justified by receipts
Some conference, meeting, and special event locations have higher meal costs
and upon approval from their respective Department Head, employees may be
granted an increase in per diem for meals in these high cost cities
6 Excluded Expenses
No allowance shall be authonzed 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
Travel by an employee's pnvate aircraft is not covered by the City's general
liability insurance
CCP 4101 Travel, Attendance at Conferences and Special Meetings or Events and Reimbursement
for Expenses
Page 6 of 7
/11Expenses, whether or not advanced, which have not been authonzed or
properly justified by receipts shall be considered unauthorized and shall
become the responsibility of the employee/City representative
There will be no reimbursement for alcoholic beverages
Authonzed 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 requires that the employee fill out a
Statement of Expense form upon return
CCP 4101 Travel Attendance at Conferences and Special Meetings or Events and Reimbursement
for Expenses
Page 7 of 7
6"