HomeMy Public PortalAboutResolution #2008-10, A Resolution Approving And Adopting a Comprehensive Travel/Training Expense Reimbursement Policy RESOLUTION#2008-10
A RESOLUTION APPROVING AND ADOPTING A COMPREHENSIVE
TRAVEL/TRAINING EXPENSE REIMBURSEMENT POLICY
WHEREAS,the City of Riverdale ("Riverdale") strives to provide superior municipal services at
the lowest cost possible;
WHEREAS, Riverdale has found that a comprehensive written policy for the reimbursement of
travel,training, and related costs and expenses (the "Travel/Training Expense Reimbursement
Policy") is necessary to ensure that public monies are spent in a lawful and prudent manner;
WHEREAS, Riverdale has determine that the policy should include limitations for travel costs,
specify allowable items for reimbursement, and implement procedures to ensure all
reimbursements comply with the established requirements; and
WHEREAS, Riverdale wishes to adopt the attached Travel/Training Expense Reimbursement
Policy, and have the attached policy revoke the prior Travel Policy which was in place.
NOW THEREFORE BE IT RESOLVED,by the City Council of the City of Riverdale, Iowa,
that the City formally approves and adopts the Travel/Training Expense Reimbursement Policy,
a copy of which is attached hereto.
This Resolution shall take immediate effect.
PASSED, APPROVED AND ADOPTED THIS 17th day of June, 2008.
Ayes: Nays: Absent:
Channon Franklin
Hupp
Littrel
Halsey
Aga
eff Grin', Mayor
ATTEST:
Theresa Ralfs, City Clerk
.
CITY OF RIVERDALE
TRAVEL/TRAINING EXPENSE
REIMBURSEMENT POLICY
Revised 6.17.08
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PURPOSE
The purpose of this policy is to establish a formal document which regulates travel and
training expense reimbursement and related costs and expenses for officers and employees of the
City of Riverdale, Iowa. This policy will help ensure that travel is for legitimate City business
and serves a public purpose, and that reimbursement is made for authorized expenses.
TRAVEL
The City of Riverdale will pay for job-related travel expenses incurred by City
employees, City volunteers, Fire Department volunteers, and elected officials. Expenses
incurred by spouses, family members, or other companions ARE NOT allowable.
PRIOR APPROVAL
Individuals must obtain written approval from their supervisor prior to traveling.
Additionally, all proposed travel of more than 100 miles (one way) from the City must be
submitted to the Mayor for written approval.
ALLOWABLE EXPENSES
The following are considered allowable expenses under the City's travel policy:
Lodging: The city will pay only reasonable single room, single occupancy rates.
Meals: The City will pay the reasonable cost of meals up to a maximum of$100 per
diem, excluding gratuity.
Transportation: The City will pay the reasonable cost for transportation to and from the
place where an individual must travel to conduct City business or participate in training. The
following modes of transportation are acceptable:
a. City vehicle—A city vehicle may be used, if available. Out-of-pocket
expenditures for oil, gas and other operational expenses will be reimbursed.
b. Rental Car—The cost of the rental for a standard size automobile plus the cost of
extended insurance coverage, as well as gas expenditures, will be reimbursed.
c. Other modes of transportation—Taxi, subway,train, bus, subway, shuttle costs
etc. will be reimbursed in those cases where the cost of car rental will exceed the
cost of such transportation.
d. Air—Only expenses for coach or economy class are allowable. Reservations
must be made at least three weeks prior to the travel date, and the travel expenses
associated with travel by air must have prior approval from the Mayor.
e. Personal Vehicle—The IRS standard mileage rate per mile is to be applied
toward mileage when a personal vehicle is used. The individual is to be
responsible for all insurance liabilities. Whenever a personal car is used for
travel, reimbursement will be based on the cost of coach or economy class airfare
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or actual mileage, whichever is less. Under no circumstances may mileage cost in
excess of coach or economy class airfare be paid. If two (2) or more City
employees are transported in the same vehicle, mileage will be paid to the owner
of the vehicle, only.
Gratuities: Up to maximum 20%gratuity is allowed for each meal or tip for taxi drivers
or other individuals for whom gratuity is expected.
Parking Expenses: Expenses incurred for parking shall be reimbursed based on the fee
charged to park.
Communication Expenses: Expenses incurred for telephone, facsimile,telegraph,postal
and parcel delivery services will be reimbursed only when required for official City business.
EXPENSES NOT APPROVED FOR REIMBURSEMENT
a. Mileage for persons gratuitously transported by another;
b. Excess mileage beyond that required for City business;
c. Meals for non-City personnel;
d. Entertainment expenses;
e. Alcoholic beverages;
f. Expenses for suites or rooms at rates beyond those for single room, single
occupancy;
g. Meals, if a meal is included as part of the registration fee; and
h. Expenses that exceed those allowed on the Expense Account and Business
Purpose Statement;
EXPENSE ADVANCES
An advance may be provided to cover travel expenses if requested by the individual. In
this case,the City Clerk shall be provided with information about expenses for which an advance
is sought. See the"Expense Advances" section below, as well as the Travel/Training Expense
Advance Request form.
REIMBURSEMENT
Receipts are required for all meals and travel expenses. The actual cost of approved
expenditures for lodging, meals, and miscellaneous expenses will be reimbursed. Within forty-
five (45) days of the last day for which expenses were incurred, all expenses for which
reimbursement is sought shall be submitted to the City Clerk on the Expense Account and
Business Purpose Statement along with proof of expense.
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TRAINING
The city of Riverdale will pay for job-related training expense incurred by City
employees, City volunteers, Fire Department volunteers,and elected officials.
PRIOR APPROVAL
Individuals must obtain written approval from their supervisor prior to undergoing
training. Additionally, all proposed training involving travel of more than 100 miles (one way)
from the City must be submitted to the Mayor for written approval.
ALLOWABLE EXPENSES
The following are consider allowable expenses under the City's training policy:
a. Tuition Registration;
b. Laboratory Fees;
c. Books;
d. Supplies (includes supplies specific to the course of instruction); and
e. Testing fees.
Travel expenses incurred as part of training are also allowable. For further details, see
Travel.
EXPENSE ADVANCES
An advance may be provided to cover tuition and registration expenses if requested by
the individual. In this case,the City Clerk shall be provided with information about expenses for
which an advance is sought. See the"Expense Advances" section below, as well as the
Travel/Training Expense Advance Request form.
REIMBURSEMENT
Within forty-five (45) days of the last day for which expenses were incurred, all expenses
for which reimbursement is sought shall be submitted to the City Clerk on the Expense Account
and Business Purpose Statement along with proof of expense.
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EXPENSE ADVANCES
Advances will be allowed to cover the cost of travel and training expenses such as
lodging, meals (including gratuities), and registration fees. Transportation expenses will only be
advanced when a means of transportation other than one's own vehicle is used, such as air,bus,
rental car, etc.
SUBMISSION & APPROVAL
Requests for advances on travel expenses shall be submitted to the City Clerk in writing
on the Travel/Training Expense Advance Request form. The request shall be reviewed by the
City Clerk and/or Assistant City Clerk and subject to the approval of the Mayor. If approved by
the City Clerk and/or Assistant City Clerk and Mayor„ a warrant will be issued to the individual
submitting the request. The written advance request will be maintained by the City Clerk.
REPAYMENT
The unused portion of the advance must be repaid to the City within forty-five (45) days
of the last day for which expenses were incurred. Expenses exceeding the amount advanced
shall be noted on the Expense Account and Business Purpose Statement which shall be
submitted to the City Clerk within forty-five (45) days of the last day for which expenses were
incurred.
INDIVIDUALS COVERED
Advances, as well as reimbursement, will be allowed only for expenses incurred by
individuals representing the City of Riverdale in an official capacity. Spouses, family members,
or other companions are not covered by the City's advance/reimbursement policy.
EXPENSES COVERED
The following expenses may be covered for an advance:
Lodging: Full cost(single room single occupancy rate).
Meals: The City will pay the reasonable cost of meals. Expenses for
meals will be covered only for those days of approved travel.
Expenses for meals en route to or from destination are allowable.
If meals are offered by the organization sponsoring the event,these
costs may be substituted for the allowable meal expense.
Transportation: Known expenses for transportation other than personal
transportation, including the estimated expenses associated with
travel in a personal vehicle at the IRS standard mileage rate per
mile.
Registration fees: If registration fees are to be submitted in advance of the event or if
the registration fee is to be paid at the time of the event, this cost
shall be included in the individual's advance request.
Other: Known parking, communication, or similar expenses.
Any questions regarding expense advances should be directed to the City Clerk.
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EXPENSE ACCOUNT AND BUSINESS PURPOSE STATEMENT
The Expense Account and Business Purpose Statement shall represent a record of all expenses
incurred during the course of travel or training, including expenses covered by advances.
SUBMISSION
The completed Expense Account and Business Purpose Statement shall be submitted to the City
Clerk no later than forty-five (45) days after the last day expenses are incurred.
RECEIPTS
All expenditures require receipts if at all possible. If a receipt is not available, a brief
explanation must be provided.
COMPLETION OF STATEMENT
Name and Address: Indicate name and mailing address, including city, state, and zip code.
Destination: Indicate name and address, including city, state, and zip code, of location of
conference/training.
Dates of Travel: Indicate date of departure and date of return.
Purpose of trip: Indicate reason for travel including purpose of meeting, sponsoring
organization, etc. If training, provide name of course, seminar, workshop, etc.
Lodging: Indicate number of days, per diem cost, and total cost, as well as name and address of
hotel or motel or other accommodations.
Meals: Indicate total cost of meals and gratuities.
Transportation: Indicate type of transportation used and total cost. Personal vehicle expenses—
Automobile mileage should detail actual distance traveled in miles. Multiply number of miles by
the IRS standard mileage rate for the year to arrive at the total cost.
Other Expenses: Explain in description (parking, communication, etc.) and provide appropriate
proof of expense.
Training Fees: Detail training-related expense incurred including purpose of expense.
Total Amount Sought to be Reimbursed: Subtotal minus amount advanced, if any.
Signature: Expense statement must be sign and dated.
Approved/Disapproved—Amount Advanced—Charge to Division Code—City Clerk's Signature
and Date: For Office use only
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CITY OF RIVERDALE, IOWA
TRAVEL/TRAINING EXPENSE ADVANCE REQUEST FORM
Instructions:
1. Form to be completed by individual requesting travel.
2. Form will be returned to individual prior to travel.
3. Upon completion of travel, individual should attach completed advance request form to
original Expense Account and Business Purpose Statement.
Name: Address:
City State Zip
Destination(s):
Dates of Travel: Date Travel Begins: Date Travel Ends:
Purpose of Trip:
Lodging: # of Days Per Diem Cost $ Total Cost $
Name: Address:
City State Zip
Meals: Total Cost $
Transportation:
Airfare Ground(taxi, subway, shuttle,train, bus, rental car, etc.)
$ $
Automobile Mileage Miles @ $ /mile Total Cost: $
Other Expenses: Description (Parking, tolls, etc.)
Training Fees: Description
TOTAL AMOUNT SOUGHT TO BE ADVANCED:
Traveler's Signature: Date:
FOR OFFICE USE ONLY
Approved [ ] Disapproved [ ] Amount Advanced:
Charge to division code:
City Clerk's Signature: Date:
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CITY OF RIVERDALE, IOWA
EXPENSE ACCOUNT AND BUSINESS PURPOSE STATEMENT
Instructions:
1. Statement to be completed within 45 days of last day for which expenses were incurred.
2. Receipts MUST be attached to this Statement.
Name: Address:
City State Zip
Destination(s):
Date Travel Began: Date Travel Ended:
Purpose of Trip:
Lodging: # of Days Per Diem Cost $ Total Cost $
Name: Address:
City State Zip
Meals: Total Cost $
Transportation:
Airfare Ground(taxi, subway, shuttle,bus, rental car, etc.)
$ $
Automobile Mileage Miles @ $ /mile Total Cost: $
Other Expenses: Description (Parking, tolls, etc.)
$
Training Fees: Description
$
Subtotal $ Amount advanced $
TOTAL AMOUNT SOUGHT TO BE REIMBURSED:
Traveler's Signature: Date:
FOR OFFICE USE ONLY
Approved [ ] Disapproved [ ] Amount Advanced:
Charge to division code:
City Clerk's Signature: Date:
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