HomeMy Public PortalAbout120_010_Agenda Item Sept 22 2016 - Travel Policies.pdfMAYOR Jason Buelterman
CITY COUNCIL Barry Brown, Mayor Pro Tem Wanda Doyle,
Barry Brown Monty Parks Bill Garbett
Julie Livingston John Majors CITY OF TYBEE ISLAND
CITY MANAGER Diane Schleicher
CLERK OF COUNCIL Janet LeViner
CITY ATTORNEY Edward M. Hughes
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org
City Council Agenda Item Request
Council Meeting Date for Request: September 22, 2016
Item: To request the City Council’s approval of the City’s internal travel policies and procedures.
Explanation: In an effort to unify the travel practices that the City staff follow regarding travel for
both local and non-local, Finance compiled formal travel policies procedures manual for everyone to
refer to and use. We are seeking the City Council’s approval of the travel policies. The travel policy
manual is included as an attachment with this agenda.
Paper Work: X___ Attached* Already Distributed
Submitted by: Angela Hudson, Finance Director
September 8, 2016 Date given to Clerk of Council
CITY OF TYBEE ISLAND
TRAVEL POLICIES
PAGE
APPLICABILITY 1
POLICY STATEMENT 1-2
DEFINITIONS 2-3
TRAVEL PLANNING 4-5
VEHICLE INSURANCE 6
Privately Owned Vehicles 6
Rental Cars 6
Additional Information 6
NON-LOCAL TRAVEL GUIDELINES 7
Transportation 7
Vechile Allowances 7
City Assigned Vehicles 7
Privately-Owned Vehicles Use 8
Air Travel 9
Airport Transportation 9
Airport Parking 9
Taxi/Shuttle Service 9
Car Rental 9
Parking Tolls 9
LODGING 10
MEALS AND INCIDENTALS 11
INCIDENTAL TRAVEL EXPENSES 12
TIPS 12
NON-ALLOWABLE EXPENSES 12
CANCELLATIONS 12
U.S. DEPARTMENT OF TREASURT DEPT & GSA SCHEDULES 13
LOCAL TRAVEL GUIDELINES 13
BUSINESS MEALS 14
TRAVEL FORMS 15
ATTACHMENT I CURRENT REIMBURSEMENT RATES 16
ATTACHMENT II NON-LOCAL TRAVEL GUIDELINES 17
ATTACHMENT III - Employee Travel Authorization Form 18-21
ATTACHMENT IV - Travel Expense\Advance Voucher Form 22
ATTACHMENT V - Travel Claim for Milieage Only Form 23
ATTACHMMENT VI - Certificate of Exemption for Hotel\Motel Excise Taxes Form 24
ATTACHMENT VII - State of Georgia Sales Tax Exemption Form 25-26
TABLE OF CONENTS
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 1
CITY OF TYBEE ISLAND
TRAVEL POLICY SEPTEMBER 8, 2016
This policy is intended to establish uniform standards and regulations governing official travel and to furnish guidelines to those who incur, authorize and/or process travel expenses.
I. APPLICABILITY
The purpose of this policy is to outline the criteria used by the City for reimbursement of travel
related expenses when the travel is for conducting City of Tybee Island business or attending
seminars and education training programs for current employees. This policy on travel applies
to all employees and elected officials. Elected and appointed officials may adopt the policy at
their discretion. When deemed appropriate by the City Manager, this policy shall apply to
prospective employees, interviewees, guest speakers, and others invited to travel to the City
worksite.
II. TRAVEL POLICY STATEMENT
The City will reimburse an individual required to travel on official City business for reasonable
and necessary expenses incurred during said travel that meet the requirements of this policy.
An employee required to travel on official City business must exercise prudent judgement
when making travel arrangements and must seek the more economical means to minimize
travel costs. If the employee does not take advantage of early registration discounts he will be required to pay the difference. If the employee cancels the travel, the employee will be
required to reimburse the City for expenses incurred due to the cancellation.
The use of a rental car will not be authorized unless the traveler can provide written
justification that its use will minimize cost. Travel is authorized only to enable participation in
activities directly related to an employee’s official duties or professional development. Such
activities shall provide clear, valued-added opportunities for the City.
Departments do not have the discretion to be more or less restrictive than these policies.
Department directors are entirely accountable for all travel performed by their staff and as
such, are responsible for ensuring staff adheres to the policies and procedures outlined in this
document.
The employee/traveler is responsible for the following:
1) Submit request for travel on a timely basis after obtaining the appropriate approval.
Comply with all travel policies and procedures.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 2
◊ Obtain all required receipts, including credit card sales slips, and keep an accurate record for each expense to be claimed.
◊ Submit Travel Expense Report Forms within five business days after the travel
is completed.
2) Use prudent judgement and seek to minimize cost when making travel arrangements.
◊ Travel by the most economical means.
◊ Ensure that travel expenses are reasonable and necessary.
III. DEFINITIONS
1) Commuting Mileage:
Total roundtrip miles traveled daily by an employee between his/her
residence and base work location.
2) Department Director:
The director or senior officer of a department, division who works direct
supervision of the City Manager.
3) Domestic Travel:
Any travel within the 48 contiguous states.
4) Emergency Travel:
◊ Extradition travel by the Police Department.
◊ Prisoner transport by the Police Department
◊ Transport of Citizens by Parking Services
◊ Patient transport by the Fire Department’s Emergency Medical
Services.
◊ Unscheduled emergency response.
5) Employee:
All city employees, appointed and elected officials
6) Incidental Expenses:
Fees and tips given to porters, baggage carriers, bellhops, hotel maids and
transportation between places of lodging or business and places where meals
are taken, if suitable meals can be obtained at the temporary work duty sites.
(See IRS Publication463)
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 3
7) Official Travel:
Travel by an employee that is considered essential to the effective operation of
the City. Travel is classified as either local or non-local.
◊ Local Travel – Any travel occurring within 120 road miles of the
employee’s work-site.
◊ Non-Local Travel – any travel beyond 120 road miles of the
employee’s work site.
8) Same Day Travel Non-Local Travel:
Same day travel is travel which does not exceed 120 miles one-way from
the employee’s assigned work location.
9) Travel Advance:
An advance of funds provided to an employee to cover estimated travel
expenses.
10) Travel Authorization:
Written approval to travel on official business for non-local travel. City
travel is authorized based on adequate budget and the estimated cost of
travel being performed by the traveler as follows:
Total cost under $1,200 Immediate Supervisor
Total cost over $1,200 Department Director
Total cost over $2,500 City Manager
Total cost over $5,000 City Council
Travel is Out of State City Council
If there is insufficient budget remaining to fund the travel, it must be authorized by the
Department Director and the City Manager. In addition, all out of State travel must be
approved by the City Council.
11) Travel Authorization Form:
A Travel Authorization Form is used as pre-approval for the traveler to incur
reimbursable and/or travel-related credit card expenses and to obtain a travel advance
for those expenses that cannot be paid via credit card.
12) Travel Expense\Advance Voucher (TEA):
A Travel Expense\Advance Voucher form is used to provide an itemized accounting of
the actual expenses incurred by the traveler. Local and non-local travel expenses are
reported on the respective expense voucher form.
13) Traveler
An individual traveling on official City business.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 4
IV. TRAVEL PLANNING
An employee required to travel on official City business must exercise prudent judgement
when making travel arrangements and must seek the most economical means to minimize
travel costs. This means that:
• If training is offered at multiple alternative locations, staff should attend the location that
results in the least overall cost to the City.
• The traveler should always request the most economical lodging available (including
requesting the government rate) and may not exceed the maximum amount by location
shown on the GSA website.
• If a City employee is invited by an outside entity to participate in an activity requiring
travel, the traveler should inquire about the availability of travel expense reimbursement.
All travel expense reimbursement shall be paid to the City of Tybee Island.
• The traveler should strive to take advantage of all discounts. If discounts rates are not
taken due to the fault of the traveler, then the traveler may be responsible for the
increased cost at the discretion of the Finance Director.
Fair Labor Standards Act (FLSA) eligible employees may be eligible for compensation for travel
time outside regular scheduled hours in certain situations. For information, please contact the
Human Resources Department.
When two or more employees travel to the same destination, travelers should maximize use of
available group travel discounts, make joint use of taxicabs, and share use of City-owned,
rental (if approved).
A City credit card may be requested to charge allowable travel expenses such as conference
fees, airfares, and lodging.
◊ Itemized receipts are required and are to be submitted with the Travel Expense
Voucher to the Finance Department.
◊ City credit cards are for business use only. Employees may not incur any personal
expenses on the City credit card. The traveler will be subject to disciplinary action
if personal expenses are charged on the City credit card.
◊ City credit cards are not to be used for any expense which was advanced to the
traveler.
The traveler’s department director or designee may authorize a Travel Expense\Advance
Voucher for non-local travel. The following guidelines apply for all approved Travel Expense\
Authorization Voucher requests:
◊ Travel advances must be requested on a Travel Expense\Advance Voucher Form.
◊ Travel advances shall be limited to items such as, estimated personal vehicle mileage, meal per diem and ground transportation.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 5
◊ The traveler may receive an advance up to the total estimated cost (less any amount prepaid, charged on a credit card, or to be billed to the City). However, a
travel advance will not be processed for an amount under $50.
◊ Travel advances will be issued no more than 5 business days prior to the date of travel commences.
◊ Travel advances must be settled within 5 business days after completion of the travel by submission of a Travel Expense\Advance Voucher, supporting
documentation, and a refund of any excess travel advance to the Finance
Department.
Vacation leave in conjunction with travel may be approved at the discretion of the department
director. Additional costs incurred as a result of approved vacation leave in conjunction with
official business travel are solely the responsibility of the traveler and are not reimbursable by the City.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 6
V. VEHICLE INSURANCE
1) Privately-Owned Vehicles
Any privately-owned vehicle (POV) used on City business must be insured to at least
the minimum liability amounts required under the law of the state in which it is
registered. If an employee traveling in a personal vehicle on City business is in an
accident, his/her personal auto insurance would be considered the primary for
property/liability and the City insurance would serve as excess coverage.
The City does not provide comprehensive/collision coverage for damage to an
employee’s POV or its contents.
2. Rental Cars
Any vehicle rented for use on City business must be insured to at least the minimum
liability amounts required by the law of the state in which it is registered. Insurance to
cover claims for damage to another’s property and for bodily injuries should be
purchased as part of the rental agreement. The cost of this liability insurance is a
reimbursable travel expense.
Collision-damage waiver insurance (CDW) is not required by rental car companies and
is not reimbursable by the City. Collision-damage to a rental vehicle attributable to the fault of an employee will be covered by the City’s self-insurance program. However,
any damage not clearly and directly related to the official use of a rental vehicle may
not be covered by the City.
3. Additional Information
All vehicle accidents that occur while on City business must be reported according, to
Human Resources and the Finance Department’s Accounts Payable Clerk immediately.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 7
VI. NON-LOCAL TRAVEL GUIDELINES
All non-local travel requires prior approval. A completed Travel Authorization Form is required for all non-local travel including trips where credit card is used for any or all expenses. Travel
advances may be requested in conjunction with obtaining department approval.
In no case may one traveler be substituted for another traveler nor may one destination be
substituted for another. If a substitution of traveler and/or destination is required,
departments must re-initiate the travel authorization process with the new traveler or
destination information and cancel the prior Travel Authorization.
In cases of emergency travel, the Travel Authorization and Travel Expense\Advance Voucher
Form must be submitted to the Finance Department within 5 business days of the travel
completion.
1) TRANSPORATION
Employees are required to utilize the most economical mode of transportation when traveling.
If the traveler prefers a particular mode of transportation which is not the most economical,
he/she will be responsible for paying the difference between his/her preferred and the most
economical mode.
A. Vehicle Allowances
When in the best interest of the City, the City may elect to pay a vehicle allowance in lieu
of providing a vehicle. Selected employees who are not assigned a City vehicle, but who
frequently travel and use their private vehicle to conduct business within and around the
City limits and for Non-local travel are provided a taxable monthly car allowance of $150
per month via their payroll check.
These employees are not allowed to receive a mileage reimbursement when use of their
private vehicle for under any circumstances during any month in which a car allowance is paid. These employees must use their private vehicle at all times when conducting
business for the City within the City limits or when traveling out of town. Employee
receives a car allowance on a fiscal year basis. The vehicle allowances are reviewed annually by the Finance Director to ensure cost effectiveness.
No vehicle allowance will be started, modified or ended without the City Manager’s written
approval. B. City Assigned Vehicles
If the City has assigned a vehicle to an employee, the employee shall use that vehicle to
conduct City to travel within the City limits and outside of the City limits to conduct City business or travel out of town to attend seminar and educational training programs. The
assigned vehicle should only be used for out of town travel (50 or miles), if the vehicle is
deemed mechanically safe to drive. If the vehicle is not mechanically safe for out of town travel, before using a privately owned vehicle, check with your supervisor to assure that
another City-owned vehicle is not available or is impractical to use.
When traveling in a City owned vehicle, employees should use the City fuel facilities to put gasoline in the vehicles to eliminate the need to purchase gasoline while traveling outside
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 8
of the City limits but within the Chatham City area. Employees should only re-fuel from
private gas station facilities when traveling from out of town. When fuel is purchased from
a gas station, the cost of gas (with receipts) will be a required part of the employee’s
expense report. The employee will be assigned a WEX fuels card to purchase fuel while
traveling out of town in a City owned vehicle.
C. Privately-Owned Vehicle Use
The City will reimburse any current employee who is on the payroll or current elected
official when his/her vehicle is used for official City business based on the actual
documented mileage driven. The Department Director must approve the use of a privately-
owned vehicle if a City owned vehicle is available. See Attachment 1 for reimbursable
mileage rates. If the employee chooses to use a privately owned vehicle even though a
City vehicle is available, the employee will not be reimbursed for travel mileage.
The rate of the reimbursement shall be the current mileage rate used by the United States Department of Treasury/Internal Revenue Service. A completed Travel Expense\Advance
Form or Mileage Reimbursement Form must be approved by the employee’s supervisor
prior to processing by the Finance Department. This rate will apply to travel within and
outside of the corporate limits of the City. The City will not make reimbursements based
on actual gas charges/gas receipts.
D. Air Travel
• Air travel is required to be the lowest available coach rate.
• The original passenger receipt is required for all trips, including pre-paid tickets.
• When making travel arrangements via the internet, travelers are required to print
out the flight confirmation and receipt information and submit with the expense
voucher.
• If for any reason a receipt is not automatically issued for air travel, it is the
traveler’s responsibility to request and obtain a receipt from the airline.
E. Airport Transportation
Use the least expensive alternative to get to and from the airport. Hotels often provide a
free hotel shuttle, use it. Commercial limos are generally the most economic means of
transportation from airports to downtown areas or to local hotels. Use a taxi if you are
sharing a ride with other people. Car rentals must be approved in advance in writing by
the City Manager. Save your receipts to submit with your Travel
Expense\Advance Voucher Form.
F. Airport Parking
If traveling from the Savannah-Hilton Head Airport, have someone take you to the airport
if possible. Other wise use long-term parking or a less expensive alternative such as park
and rides, if safe. Save your itemized receipts to submit with your Travel
Expense\Advance Voucher Form.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 9
G. Taxi/Shuttle Service
• Employees are encouraged to use any courtesy transportation available at the
travel destination.
• Taxi and shuttle transportation services to and from the airport (including a
maximum 15% gratuity) are reimbursable. Receipts are required.
• Taxi and shuttle transportation services between lodging and business locations
(including a maximum 15% gratuity) are reimbursable. Receipts are required.
• Costs incurred for transportation between lodging or business locations and restaurants are the responsibility for the traveler. The per diem amount provided
for incidental expenses may be used to cover these costs as outlined in the
definitions section of this document. No additional reimbursement of these costs is
authorized.
H. Car Rental
• Car rental may be authorized by the City Manager, for official business use only,
provided a written justification has been supplied based on business necessity, cost
effectiveness and/or efficiency.
• Car rental charges will not be reimbursed if shuttle service is available and no
business necessity exists for a rental vehicle.
• If approved, car rentals may be made through commercial rental car companies.
Travelers must select the most economical company and type of vehicle available.
• Individuals who are traveling and working together are expected to use the same
car unless it is clearly impractical to do so.
• Travelers are to acquire any commercial rate or government discounts available when the vehicle is rented.
• Employees utilizing a rental vehicle while traveling on City business are to purchase
the liability endorsement offered by the rental company.
• The traveler must ensure that the rental vehicle is refueled before returning the
vehicle to the rental contractor to avoid costly refueling charges. The City will only
reimburse the rental company refueling charges if the fuel prices are comparable
with gas stations in the area.
• The City will only reimburse charges for rental, liability insurance and taxes.
Optional charges for items such as satellite radio, global positioning system (GPS)
and collision insurance will not be reimbursed.
• The traveler must submit original gas receipts, written approval from the
department director, and the original rental car receipt as documentation with the
expense report.
I. Parking & Tolls
Parking and tolls are reimbursable expenses. Travelers should always use the most
economical parking option available. Valet parking is reimbursable when this is the only
available parking option. Receipts are required and must be submitted with the travel
expense voucher.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 10
2) LODGING
The City shall reimbursement employees for hotel lodging costs only when traveling
greater than 120 miles or more from Tybee Island unless travel is for training or a
conference lasting 2 or more days. The City will pay up to the per diem lodging rate for
the specific dates of travel as prescribed in the federal government schedule as shown on
the U.S. General Services Administration (GSA) website at: www.gsa.gov/perdiem. Lodging
expenses must be based upon GSA per diem rates except for conference hotels. If the
employee is attending a conference, he\she will be allowed to exceed the GSA lodging rates in order to stay in the conference hotel. Only the actually lodging costs will be
reimbursed, and a reasonable “safe arrival” telephone call home for 3 minutes or less is
allowed. Hotel reservations should be at the most economic available.
For hotels/motels in Georgia, you are eligible for an exemption from the Sales Tax and the
Hotel/Motel Tax. A city check must be issued payable to the facility to get these sale tax
exemptions at some establishments. Specific forms must be completed and submitted to the hotel upon checking in in order to receive the exemptions. Use of a City credit card or
a City check made payable to the lodging facility is required to receive exemption from the
State of Georgia sales tax and local hotel/motel tax. The forms necessary to receive the
hotel/motel excise tax exemption and Georgia sales tax exemption are known as the following:
(a) Form ST-5 (Rev. 9/2014): State of Georgia Sales Tax Certificate of Exemption (b) Form Tybee-HM: Hotel/Motel Tax Exemption Form
The traveler will obtain an original itemized lodging receipts/statement, which will be
submitted with the proper travel expense voucher when the employee returns to work.
Sales tax and hotel/motel tax exemption forms should be completed and provided to the
lodging facility upon check-in. Save your itemized receipts to submit with your
Travel Expense\Advance Voucher Form.
The City will pay or the traveler will be reimbursed for daily room charges, taxes that the
facility would not exempt and hotel parking fees. Items on the hotel statement which will
not be reimbursed are meals (covered by daily per diem), personal expense items such as cleaning or laundry, alcoholic beverages charges, recreation facilities use charges, movies,
and personal phone calls.
Depending on travel arrangements, the City may pay or reimburse the traveler for a
maximum of one day lodging prior to the start of a conference, seminar or meeting and
lodging through and including the last day of the conference, seminar or meeting. Any
additional lodging will be at the expense of the City employee unless documentation is presented that the additional lodging is a result of extended City business.
No payment or reimbursement shall be authorized for lodging provided by a Training
Facility at no cost to the traveler.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 11
3) MEALS AND INCIDENTALS
The City will pay no more than the current United State Department of Treasury\ Internal
Revenue Service, GSA per diem rate per day on meals and incidentals is based on the
travel locations, please remember to save your itemized receipts for other costs such as
taxi cabs. This daily amount is intended to cover the cost of meals including tax and tip as
well as other incidental expenses. All M&IE rate information can be accessed directly at
the website provided.
◊ Domestic travel destinations: follow the M&IE per diem schedule prescribed by the
U.S. General Services Administration (GSA) available via website
at: www.gsa.gov.perdiem.
◊ Travelers are not required to obtain receipts for meals. If an elected official
requests M&IE per diem that exceeds the federal M&IE per diem rate, the official
must submit receipts or the reimbursement will be taxable according to the IRS
regulations.
◊ On the travel departure and return days, 75% of the M&IE per diem will be reimbursed to the traveler.
◊ Travelers will be required to deduct from the M&IE per diem the amount (as
determined on the appropriate federal schedule) of any meal provided to the
traveler without cost. Meal deduction schedules can be accessed as follows:
Domestic travel destinations: See Attachment 1 or via the U.S.
General Services Administration (GSA) website
at: www.gda.gov/perdiem.
Employees on Same Day Local Travel will not receive M&IE per diem.
When domiciled at a Training Facility where meals are provided the
per diem allowance will be paid at the amount of the cost of the
training facility meals plus $5 for incidental expenses.
No alcoholic drinks are to be charged to city credit cards, remember to ask for a separate check from the bar and pay this yourself. Receipts for lodging expense are required. If full
meals (not continental breakfast) are provided as a part of your seminar, educational
program or event, the City will not pay a per diem for those meal periods. The 1st and last
day of travel per diem is reimbursed at 75% of the M&IE per diem. Reimbursement for meals shall be based on the following:
Breakfast - Travel must begin before 6:00 am – unless you are already out of town
Lunch - Travel must begin before 10:00 am – unless you are already out of town Dinner - Travel must end after 6:00 pm – unless you are already out of town
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 12
4) INCIDENTAL TRAVEL EXPENSES
The following expenses incidental to the travel of the traveler may be included as
an expense qualifying for a reimbursement:
a. Taxi fare/limousine service (Receipt required),
b. Car rental when it can be demonstrated that this option is more cost
effective than other type transportation (Receipt required),
c. Ferry fares; and bridge, road and tunnel tolls (Receipt required),
d. Storage and parking fees (Receipt required),
e. Telephone and communication expenses for business purposes only, except
when on an overnight travel status, one personal call per day is allowed, but
not to exceed $2.00 per day, and
f. Reasonable tips for transportation of baggage, not to exceed one dollar per
bag per transfer.
5) TIPS
Tipping is generally necessary for food, transportation, and some hotel services.
Some helpful hints on tips are:
• Meals - 15 - 20%
• Limos - 10%
• Taxis - 0 - 10%
• Bellhops- -$2 - 3
Don't be extravagant. If you wish to be a big tipper, use your own money.
Save your receipts to submit with your Travel Expense\Advance Voucher
Form.
6) NON-ALLOWABLE EXPENSES
Some expenses you may incur that the City will not reimburse you for could
include:
• Traffic and parking violations
• Alcoholic beverages
• Expenses of spouse, children, etc.
• Golf, tennis, etc. even if not included on the conference registration form
• Entertainment expenses
• Hotel movies
If you inadvertently charge a personal expense to your credit card, attach your
personal check to the expense report for payment of the charge. The check will be
processed as a partial payment on the card.
7) CANCELLATIONS
Traveler will reimburse the City for expenses related to travel cancellations.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 13
VII. U.S. DEPARTMENT OF TREASURY DEPT. & GSA SCHEDULES
Per Diem rate are based on the Federal General Service Administration schedule and
will be changed as the IRS and GSA change their rates. Refer to Attachment No. 1 for
the current reimbursement rates.
VIII. LOCAL TRAVEL GUIDELINES
Travel within 120 miles one way of the workplace is considered local and overnight
stay is not allowed unless the traveler is attending a training academy for two or more
consecutive days.
1) No Overnight Stay
a. Travelers who are required to travel for their job duties and do not
stay overnight will not receive per diem for meals and incidental
expenses.
b. Lunch reimbursement – Out of City lunch may be reimbursed in an
amount not to exceed $12 (including meal, tax and tips) if receipts
are submitted.
c. Dinner Reimbursement for Out of City travel
A dinner reimbursement may be provided for local travel under the
following circumstances:
• Event ends after 7:00 p.m., or
• The employee is required to attend a formally scheduled
evening meeting, such as a public hearing, meeting of the
council, council committee, authority, or civic organization.
• A receipt must be submitted and reimbursement will not
exceed $22 (including meal, tax and tips)
d. Mileage
• An employee using a privately-owned vehicle who is required
to report to a work site other than his or her regularly
assigned location or travels from the regularly assigned
location to another location, may request reimbursement for
travel mileage. See Attachment 1for the reimbursable mileage
rates.
• Reimbursable travel mileage is calculated as the mileage
difference between the miles traveled to the alternative work
site (round-trip) less the daily commuting mileage traveled by
the employee between residence and base work location.
Example:
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 14
20 – total miles traveled to Police Department
26 – total daily commuting miles traveled by employee
6 – total reimbursable travel mileage
• When two or more employees share a vehicle, the
reimbursable travel mileage may be claimed by only the
employee who operated his or her personal vehicle.
IX. BUSINESS MEALS
Elected officials and the City Manager, during the normal course of performing their
duties, may provide meals for representatives of other governmental agencies or other
persons in order to effectively execute their City responsibilities and may be authorized
reimbursement for expenses associated with such meals. Also, an employee attending
a local function as a City representative may be authorized reimbursement for a meal
but only three of such functions would be allowed per employee per year. This
expense is covered by the actual cost basis and the following documentation is
required for reimbursement.
a. A copy of the itemized meal receipt. Alcoholic beverages are not
reimbursable meal expenses.
b. A description of the business purpose of the meal(s), and an explanation of
its necessity to the City.
c. A list of all persons, including other City employees, who were in
attendance.
d. Additionally, employees should be prepared to identify and justify the need
for the meal in relation to their responsibilities as a City employee.
If the employee is in a travel status and is receiving per diem, the business related
meal will be deducted from the employee’s per diem based on the meal rates in
Attachment 2.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 15
X. TRAVEL FORMS
Within five (5) working days of returning from a trip, you must submit the “Travel
Expense\Advance Voucher Form” (see Attachment IV) to the Finance Department with
any necessary receipts attached. Instructions for completing the expense report are
included on the attached form. Take it with you and fill it out as you go.
1) Form Tybee TEA: Travel Expense\Advance Voucher Form:
Use this form if any of the following apply:
Travel expenses include meals, lodging, personal vehicle mileage and
incidental costs.
Travel cash advance required.
City Credit Card required.
2) Form 2016-ETAF: Employee Travel Authorization Form
Get approval before beginning travel and use this form if any of the following
apply:
Travel expenses are to be over $1,000.
Travel expenses are to be over $2,500 (requires City Manager’s
approval)
No Travel budget amount Available (requires Department Director
and City Manager’s approval).
City Credit Card required from the Finance Department
Out of State travel (requires City Council approval)
3) Form ST-5 (Rev. 9/2014): State of Georgia Sales Tax Certificate of Exemption
Use this form to receive exemption from paying the State of Georgia 6%
sales taxes for all business related acquired goods and services.
4) Form TYBEE-HMTAX: Certificate of Exemption of Local Hotel/Motel Excise
Tax
Use this form to receive to receive exemption from paying local hotel/motel
excise taxes charged by lodging facilities.
5) Form Tybee Mileage Use this form to report local mileage
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 16
Catergory
Mileage
(use of privately-owned vehicle) Note: Rate will change as
Federal rate changes without
further action from City Council
Location Savannah Athens Atlanta Augusta Jekyll Island
M&IE 59$ 59$ 69$ 59$ 64$
Breakfast 13$ 13$ 16$ 13$ 15$
Lunch 15$ 15$ 17$ 15$ 16$
Dinner 26$ 26$ 31$ 26$ 28$
Incidentals 5$ 5$ 5$ 5$ 5$
First & Last
Day of
Travel 44.25$ 44.25$ 51.75$ 44.25$ 48.00$
Miscellaneous Expenses
Location Savannah Athens Atlanta Augusta Jekyll Island
Lodging 108$ 93$ 138$ 97$ $118 - $157
Travel Advance $50 Minimum
Lodging
Note: Rates will change as
Federal/GSA rates changes
without further action by the City Council.
(1) Exception: The City will
honour lodging rates offered by
conferences
Reimbursement Rate/Requirement
$.54 cents per mile
(1) For Domesstic Travel - by the U.S. General Service
Administration. This table provided the breakdwon of individual
meal rates for each M&IE. See www.gsa.gov/perdiem
(2) 75% of applicable per diem rate on departure and return days.
(3) No per diem is authorized on Same day Local Travel
Refer to Attachment 2 for Allowable Miscellaneous Expenses
Up to U.S. Department of Treasury/IRS and GSA M&IE per Diem for
travel destination similarly prescribed as follows:
For Domestic Travel - by the U.S. General Service Administration.
See www.gsa.gov/perdiem.
CURRENT REIMBURSEMENT RATES
Effective: Date September 8, 2016
ATTACHMENT 1
CITY OF TYBEE ISLAND
Up to U.S. Department of Treasury/IRS and GSA M&IE per Diem for
travel destination similarly prescribed as follows:
Meals & Incidental Expenses -
(M&IE),
including taxes and tips Note: Rates will change as
Federal rates changes without
further action by the City
Council
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 17
ATTACHMENT II
Non-Local Travel Guidelines
Effective: Date Adopted by
City Council
Allowable Miscellaneous
Expenses
Miscellaneous Expenses Not Covered
or Not Allowable
Incidental Expenses
(Included in M&IE allowance)
No receipts required
Official telephone calls, faxes, etc. Personal telephone calls, faxes, etc.
Fees and tips given to porters, baggage
carriers, bellhops, hotel maids
Baggage expenses for traveler:
Airline baggage fee for traveler's first bag
(Additional baggage fee must be approved
in advance by Department Director
Baggage fees for additional personal baggage
(without prior approval) or excess weight fees Transportation between places of lodging
or business and places where meals are
taken, if suitable meals cannot be obtained
at the lodging or business location; parking
charges for offsite meals.
Expenses for transport and storage of
City property used for official business
including excess baggage charges
Expenses for transport and/or storage of
traveler's personal property
Use of computers, printers, and scanners
for official business Personal use of computers, printers, and
scanners
Internet charge if used for official business Internet charges for personal use
Mandatory hotel/resort fees such as
energy surcharge or other mandatory
room charges
Hotel fees that are not mandatory such as the
following:
> Newspaper
> Cable charge or movies on demand
> Mini-bar and/or alcoholic beverages
Lodging taxes (limited to the reimbursable
lodging costs) Lodging taxes that exceed the reimbursable
lodging costs
Laundry and dry cleaning charges
Other Non-Allowable Miscellaneous Expenses:
> Lost or stolen articles
> Damage to personal vehicles, clothing or other
items
> Services to gain entry to a locked vehicle
> All expenses related to the personal
negligence of the traveler
> Entertainment expenses
> Towing charges > Expenses for children, spouses, and
companions while on official travel
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 18
ATTACHMENT III
EMPLOYEE TRAVEL AUTHORIZATION FORM
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 19
EMPLOYEE TRAVEL AUTHORIZATION FORM
2016-ETAF
Purpose & Use: All out-of-state/country travel requires prior authorization. This form is provided in
accordance with the City of Tybee Island’s Travel Policy (refer to Travel Authorization section). Its use is
intended for employee travel requiring prior authorization; most generally this form will be required for prior
authorization of out-of-state/country travel without a cash advance.
Note: All out-of-state/country travel requires prior authorization from the employee’s department, City
Manager and City Council. For purposes of this form, out-of-country is defined as overnight travel to any
destination other than the 48 contiguous states. This form should be completed and included as a
City Council’s agenda item when an employee is requesting the council’s approval to travel out of
state or country.
Instructions:
Form is intended to be completed and submitted for approval by the employee who will be traveling.
Form must be approved by the authorized individual(s) prior to any travel and/or commitment of
funds; prior authorization is required even when there is expected to be no direct cost to the City
(e.g., third-party payment).
Whether approved or disapproved, the completed form should be returned (or notification provided)
to the requesting employee.
If approved, copies of the completed form and all required receipts must be retained as supporting
documentation for any associated payments and/or employee expense reimbursements.
Business Purpose (form field): Use these definitions to select the 1 category that best describes the
reason for travel;
Employee exchange program: Travel & expenses related to foreign exchange program;
Conference: Travel & expenses to attend a conference, seminar, convention, trade show, etc.;
Construction-Repair-Maintenance: Travel & expenses related to the construction, repair,
maintenance, etc. of City owned, occupied or maintained assets;
Economic Development: Travel & expenses related to the securing of revenue, issues directly
impacting revenue, promoting economic vitality & growth, etc.;
General Expense (Other): Travel & expenses that do not fit any of the other definitions;
Legal-Law Enforcement: Travel & expenses related to legal proceedings, law enforcement
investigations, transporting of individuals in City custody, etc.;
Legislator: Restricted for Legislator use only;
Meeting: Travel & expenses to participate in a meeting (note: Meetings are generally less formal and
smaller scale in terms of agenda, participants and duration than Conferences);
Committee related: Travel & expenses related to City Council established committees;
Shopping: Travel & expenses for out of town travel to pick up capital assets such as Fire Engine,
vehicle, etc.
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 20
Training: Travel & expenses related to receiving or delivering formal training, education or instruction;
Explanation of Travel (form field): Provide additional information (e.g., name of convention, type of
training, etc.) to enhance the approver’s evaluation of the request.
Expenses (form field): Provide an estimate of all expected allowable travel expenses and indicate
whether the expense will be (1) Reimbursed to the Employee, (2) Prepaid by the Department
(direct vendor payment, charged to P-Card, etc.) or (3) Paid by a Third-Party* (direct vendor
payment, reimbursement to department, provided at no cost/fee waived, etc.).
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 21
BUSINESS PURPOSE (Check one):Conference Legal-Law Enforcement Meeting
Repair-Maintenance Training Economic Development Legislator
General Expense/other Shopping Employee-exchange program Committee related
Est. Cost Est. Cost
Employee Reimb. Employee Reimb
Dept. Prepaid Dept. Prepaid
Third-party Third-party
Employee Reimb. Employee Reimb
Dept. Prepaid Dept. Prepaid
Third-party Third-party
Employee Reimb. Employee Reimb
Dept. Prepaid Dept. Prepaid
Third-party Third-party
Employee Reimb. Employee Reimb
Dept. Prepaid Dept. Prepaid
Third-party Third-party
DATE
**********************************************************************************************************************************
DATE
EMPLOYEE NAME:
EXPLAINATION OF TRAVEL (attach additional information as necessary)
EMPLOYEE ID
DEPARTURE DATE
RETURN DATE
DESTINATION (City, State/Country)
POSITION TITLE
APPROVED
Other Expense
DEPARTMENT
DATE
PRINTED NAME & TITLE
SIGNATURE
Registration Fee
DISAPPROVED
EXPENSES Payment Method EXPENSES Payment Method
Airfare
Mileage (personal vehicle)
Rental Vehicle
DEPARTMENT HEAD (or Designee) AUTHORIZATION
Other Transportation
SIGNATURE
APPROVED DISAPPROVED
EMPLOYEE TRAVEL AUTHORIZATION FORM
FORM 2016-ETAF
CITY MANAGER AUHORIZATION for OUT-OF TOWN OR COUNTRY TRAVEL
TOTAL ESTIMATED COSTSImportant: When applicable, complete "Authorization of
Employee Expenses to be Paid by a Third-Party Organization
EMPLOYEE CERTIFICATION
By signing below, I certify the requested travel is appropriate and necessary for conducting official City business, and agree to comply with
the City of Tybee Island's Travel Policy.
SIGNATURE
Lodging
Meals
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 22
ATTACHMENT IV
TRAVEL EXPENSE\ADVANCE VOUCHER FORM
Name:______________________________________Travel From:___ Travel To
(Date)(Date)
Per Diem Rates for Meals:
Per Diem Rate Per Diem Rate Per Diem RateLocation(Athens, Augusta)(Atlanta)(Jekyll Island)
Breakfast $13.00 $16.00 15.00$
Lunch $15.00 $17.00 16.00$
Dinner $26.00 $31.00 28.00$
Incidentals $5.00 $5.00 5.00$ Daily Total $59.00 $64.00 $64.00
Meals
Depart Return Breakfast Lunch DinnerDateTimeTimeLocationAmountLocationAmountLocationAmount Total 0.00 0.00 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Total 0.00
Lodging Purpose of Trip
From To Location Daily Rate # Days Total From To
Total
Personal Vehicle Mileage
Date Origin Destination Begin Mi End Miles (Personal)(Commute)City Miles
0 0 0
0 0
0 0
0 0
# City miles 0.00
MILEAGE 0.54 0.00
Miscellaneous (Parking, Tolls, Commercial transportation, Registration fees)
Date $Amount
0.00
0.00
0.00
Total 0.00
Total Meals 0.00
Total Lodging 0.00
Total Business Mileage 0.00
I do solemnly swear, under criminal penalty of a felony for Total Misc. Expenses 0.00
false statements, that the above statements are true and I =Total Travel Expense 0.00
have incurred the described expenses in the discharge of Less Travel Advance 0.00
my official duties for the City.Less City Credit Card Charges 0.00
Amount due to/from employee 0.00
Travel & Related Line Item
Employee Signature_______________________________ Date_______________
Approver Signature _______________________________ Date_______________
Description
Budget Line Item:_____________________________________
Description
Points Visited
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 23
ATTACHMENT V
TRAVEL CLAIM FOR MILEAGE ONLY FORM
TODAY'S DATE
FOR PEROID FROM:TO:
DATE PLACE LEFT PLACE ARRIVED MILES
Less
Commute Net Miles DATE PLACE LEFT PLACE ARRIVED MILES
Less
Commute Net Miles
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
Type or print information requested below:0
EMPLOYEE NAME:0.54
-$
DEPARTMENT NAME:
I certify that all of the mileage information is accurate:
EMPLOYEE SIGNATURE:APPROVED BY SIGNATURE:
DATE OF SIGNATURE:DATE APPROVED:
TOTAL DUE CLAIMANT
0
TRAVEL CLAIM FOR MILEAGE ONLY
TOTAL MILEAGE
MILEAGE RATE PER MILE
0
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 24
ATTACHMENT VI
CERTIFICATE OF EXEMPTION OF LOCAL HOTEL/MOTEL EXCISE TAXES FORM
CITY OF TYBEE ISLAND, GA
STATE OF GEORGIA
CERTIFICATE OF EXEMPTION OF LOCAL HOTEL/MOTEL EXCISE TAX
Georgia law authorizes an exemption from local option excise tax on rooms, lodgings and accommodations for Georgia government employees traveling on official business.
Official Code of Georgia Annotated Section 48-13—51 (a)(1) “…no tax shall be levied as provided in this code
section upon the fees or charges for any rooms, lodgings, or other accommodations furnished for a period of
one or more days for use by Georgia state or local government of officials or employees when traveling on
official business.”
CERTIFICATION This is to certify that the lodging obtained on the dates identified below was required in the discharge of my
official duties for the City of Tybee Island, GA, 403 Butler Avenue (P. O. Box 2748), Tybee Island, Georgia
31318 and qualifies for exemption for the local hotel/motel excise tax under Official Code of Georgia Annotated
Chapter 48-13-51 (as amended by Act 621, Georgia Law, April 2, 1987).
Signature of Official or Employee__________________________________________
Date_________________________________________________________________
PRINT OR TYPE Name of Official or Employee___________________________________________________________
Title of Official or Employee____________________________________________________________
City of Tybee Island, 403 Butler Avenue, (P.O. Box 2749), Tybee Island, GA 31328
Accounting/Finance Office Contact:______________________________ Phone No. (912) 472-5024
Name of Public Accommodation:________________________________________________________
Date(s) of Lodging _____________________________ to ____________________________
CITY OF TYBEE ISLAND TRAVEL POLICY AUGUST 23, 2016 (adh) Page 25
ATTACHMENT VII
STATE OF GEORGIA SALES TAX EXEMPTION FORM