HomeMy Public PortalAbout05 May 10, 2006 Executive Committee76761
RIVERSIDE,COUNTY TRANSPORTATION COMMISSION
EXECUTIVE COMMITTEE
(COMMISSIONERS MARION ASHLEY, BOB BUSTER, ROGER BERG, TERRY HENDERSON,
ROBIN LOWE, JEFF MILLER, JEFF STONE, JOHN TAVAGLIONE, MICHAEL WILSON, ROY WILSON)
PLEASE NOTE TIME CHANGE
9:15 A.M.
Wednesday, May 10, 2006
County of Riverside Administrative Center
Conference Room A
4080 Lemon Street, 3`d Floor, Riverside
In compliance with the Americans with Disabilities Act and Government Code
Section 54954.2, if you need special assistance to participate in an Executive
Committee meeting, please contact the Clerk of the Board at
(951) 787-7141. Notification of at least 48 hours prior to meeting will assist staff
in assuring that reasonable arrangements can be made to provide accessibility at
' the meeting.
1. CALL TO ORDER
' 2. PUBLIC COMMENTS
3. APPROVAL OF MINUTES - APRIL 12, 2006
4. ADDITIONS/REVISIONS (The Committee may add an item to the Agenda
after making a finding that there is a need to take immediate action on the
item and that the item came to the attention of the Committee subsequent
to the posting of the agenda. An action adding an item to the agenda
requires 2/3 vote of the Committee. If there are less than 2/3 of the
Committee members present, adding an item to the agenda requires a
unanimous vote. Added items will be placed for discussion at the end of the
agenda.)
11.36.21
RCTC Executive Committee Agenda
May 10, 2006
Page 2
5. ADOPTION OF ORDINANCE NO, 06-001 TO AMEND THE ADMINISTRATIVE
CODE TO REFLECT CHANGES TO THE COMMITTEES AND THE
COMMISSION
Overview
This item is for the Committee to adopt Ordinance 06-001, "An Ordinance
Amending the Riverside County Transportation Commission Administrative
Code", to reflect changes in the membership, time and/or location of certain
committees and the Commission.
6. REPORT ON COMMISSIONER PER DIEMS
Overview
This item is for the. Committee to receive and file a report on Commissioner
per diems.
7. EMPLOYEE TRAVEL AND EXPENSE REIMBURSEMENT POLICY
Overview
This item is for the Committee to:
1) Approve the Employee Travel and Expense Reimbursement Policy; and
2) Adopt Resolution No. 06-009, "A Resolution of. the Riverside County
Transportation Commission Regarding the Employee Travel and
Expense Reimbursement Policy."
ADJOURNMENT
The next Executive. Committee meeting is scheduled to be held at 9:30 a.m.,
Wednesday, June 14, 2006, Conference Room A, County of Riverside
Administrative Center, 4080 Lemon Street, Third Floor, Riverside. •
AGENDA ITEM 3
MINUTES
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
EXECUTIVE COMMITTEE
April 12, 2006
Minutes
1. CALL TO ORDER
Chair Marion Ash►ey called the meeting to order at 9:10 a.m., on
Wednesday, April 12, 2006 at the Riverside County Transportation
Commission's Conference Room A, 4080 Lemon Street, Third Floor, _
Riverside, California 92501.
Commissioners Present
Marion Ashley
Bob Buster
Chris Buydos
Terry Henderson
Jeff Miller
Jeff Stone
John Tavaglione
Roy Wilson
2. PUBLIC COMMENTS
There were no public comrnents.
3. APPROVAL OF MINUTES
Commissioners Absent
Robin Lowe
Michael Wilson
M/S/C (Henderson/R. Wilson) to approve the minutes of
February 8, 2006 as submitted.
Abstain: Berg
4. ADDITIONS/REVISIONS
Eric Haley noted a revision to Agenda. Item 5, "Classification and
Compensation Study and Recommendations".
RCTC Executive Committee Minutes
April 12, 2006
5. CLASSIFICATION AND COMPENSATION STUDY AND RECOMMENDATIONS
Eric Haley, Executive Director, provided 'background information for the
classification and compensation study and an overview of the organizational
changes. He then presented the consultant recommendations.
Anne Mayer, Programming and Administration Director, presented the
updates to the Commission pay structure.
M/S/C,(Stone/Miller) to:
1) Reclassify Administrative Analyst on Range 5 to Clerk of the -
Board on Range 8, ($6,84749,243), with a corresponding
promotional pay increase. This position will assume oversight
of the Commission's agenda, records management, and
information technology services;
2) Establish Administrative Assistant on Range 4, ($3,818-
$5,155), to provide support to the Clerk of the Board;
3► Reclassify the Accounting Manager in the Finance Department
on Range 7 to the new Accounting and Human Resources
Manager position on Range 9, 07,36149,937►, with a
corresponding promotional pay increase. This position will
continue to have general professional accounting responsibilities
and supervise accounting support personnel, as well as handle
payroll and personnel administration duties;
4) Upgrade the Executive Assistant from Range3 to Range 5
04,398-$5,938) with a corresponding promotional pay
increase, given its assumed responsibility for designated office
support personnel, and given market rate movement;
5) Reclassify the Programming and Administration Director on
Range 11 to Deputy Executive Director on Range 12 010,708-
$14456) to reflect the accountability. °of this position for all
administrative functions, including finance, personnel,
information technology, board services, and regional programs;
6) Reclassify the Office Assistant position to Senior Office
Assistant on Range 2 ($2,545-$3,436) with a corresponding
promotional pay increase to account for increased records
management and administrative duties;
7) Establish a Senior Staff Analyst classification on Range 7,
($5,589-$7,545) in order to establish a career path for
designated positions that will assume a greater range of
responsibility for complex projects and assignments, and to `
provide staffing flexibility to management, while maintaining
internal equity;
"
R C T C E x e c u t i v e C o m m i t t e e M i n u t e s
A p r i l 1 2 , 2 0 0 6
8 ) M o d i f y t h e p a y s t r u c t u r e t o i n c o r p o r a t e t h e n e w s t a f f
a s s i g n m e n t s a n d m a r k e t i n c r e a s e s s i n c e J u l y 1 , 2 0 0 5 , a n d
a d o p t t h e n e w c l a s s s p e c i f i c a t i o n s t h a t h a v e b e e n p r e p a r e d . A
g e n e r a l p a y s t r u c t u r e i n c r e a s e w i l l o n l y n e e d t o b e c o n s i d e r e d
f o r t h e 2 0 0 7 - 2 0 0 8 F i s c a l Y e a r , b a s e d o n m a r k e t m o v e m e n t ;
9 ) A p p r o v e t h e r e v i s e d o r g a n i z a t i o n a l c h a r t t o r e f l e c t t h e p r o p o s e d
c h a n g e s ; a n d
1 0 ) A p p r o v e a b u d g e t a d j u s t m e n t o f $ 3 8 , 3 7 0 f o r s a l a r i e s a n d
b e n e f i t s t o s u p p o r t t h e p r o p o s e d r e c l a s s i f i c a t i o n s a n d u p g r a d e s .
6 . I N J U R Y A N D I L L N E S S P R E V E N T I O N P R O G R A M
T h e r e s i a T r e v i n o , C h i e f F i n a n c i a l O f f i c e r , p r e s e n t e d t h e I n j u r y a n d I l l n e s s
P r e v e n t i o n P r o g r a m .
M / S / C I R . W i l s o n / H e n d e r s o n ) t o :
1 ) A p p r o v e t h e I n j u r y a n d I l l n e s s P r e v e n t i o n P r o g r a m ; a n d
2 ) A d o p t R e s o l u t i o n N o . 0 6 - 0 0 5 , " A R e s o l u t i o n o f t h e R i v e r s i d e
C o u n t y T r a n s p o r t a t i o n C o m m i s s i o n R e g a r d i n g t h e I n j u r y a n d
I l l n e s s P r e v e n t i o n P r o g r a m . "
7 . C L O S E D S E S S I O N
A . C O N F E R E N C E W I T H L A B O R N E G O T I A T O R S
P u r s u a n t t o S e c t i o n 5 4 9 5 7 . 6
A g e n c y R e p r e s e n t a t i v e : E x e c u t i v e D i r e c t o r
T i t l e o f U n r e p r e s e n t e d E m p l o y e e s : D e p u t y E x e c u t i v e D i r e c t o r
8 . A D J O U R N M E N T
T h e r e b e i n g n o o t h e r i t e m s t o b e c o n s i d e r e d , t h e E x e c u t i v e C o m m i t t e e
m e e t i n g a d j o u r n e d a t 9 : 5 0 a . m . T h e n e x t m e e t i n g i s s c h e d u l e d t o b e h e l d a t
9 : 3 0 a . m . , W e d n e s d a y , M a y 1 0 , 2 0 0 6 .
R e s p e c t f u l l y s u b m i t t e d ,
J e n n i f e r H a r m o n
C l e r k o f t h e B o a r d
AGENDA ITEM 5
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
DATE:
May 10, 2006
TO:
Executive Committee
FROM:
Jennifer Harmon, Clerk of the Board
THROUGH:
Anne Mayer, Deputy Executive Director
SUBJECT:
Adoption of Ordinance No. 06-001 to Amend the Administrative
Code to Reflect Changes to the Committees and the Commission
STAFF RECOMMENDATION:
This item is for the Committee to:
1) Adopt Ordinance 06-001, "An Ordinance Amending the Riverside
County Transportation Commission Administrative Code", to reflect
changes in the membership, time and/or location of certain
committees and the Commission; and
2) Forward to the Commission for final action.
BACKGROUND INFORMATION:
, Changes made to the Commission's Administrative Code require adoption through
Ordinance to reflect those changes. Over the past few months, there have been a
number of changes made to the membership, time and/or location of certain
committees and the Commission.
Membership of the Transit Policy Committee
At its February 8, 2006 meeting, the Executive Committee discussed the
augmentation of the Transit Policy Committee and recommended increasing the
membership to 11 members to better represent the transit areas.
Day and/or Time of the Policy Committees and the Commission
In December 2005, the Commission adopted the 2006 Commission and Committee
Schedule that changed the time of the Budget and Implementation Committee to
8:30 a.m., the Transit Policy Committee to 10:30 a.m. and the Plans and Programs
Committee to 12:30 p.m. After the first meetings of the Committees in January
2006, Budget and Implementation Committee members expressed concern with
Agenda Item 5
the new start time. Also, the Transit Policy Committee expressed interest in a new
day for its meetings. Therefore, staff polled the respective Commissioners, which
resulted on the following changes:
• New Meeting Time of 9:30 a.m. for the Budget and Implementation
Committee
• New Day and Time of 3`d Thursday at 10:00 a.m. on a quarterly basis
for the Transit Policy Committee
At its February 8, 2006 meeting, the Commission requested staff poll
Commissioners for a later start time for the Commission meetings in an effort to
reduce traffic congestion at peak hours. The polling resulted in a :new meeting time
of 10:00 a.m. for the Commission and 9:30 a.m. for the Executive Committee.`
Location
The Administrative Code has been updated to reflect the current location of the
Commission and Committee meetings.
Attachment: Ordinance 06-001
Agenda Item. 5
•
ORDINANCE NO. 06-001
AN ORDINANCE AMENDING THE RIVERSIDE COUNTY
TRANSPORTATION COMMISSION ADMINISTRATIVE CODE
WHEREAS, the Commission has determined that it is now necessary to amend its
Administrative Code to reflect changes in the membership, time and/or location of certain
committees and the Commission;
NOW, THEREFORE, the Riverside County Transportation Commission hereby ordains
as follows:
Section 1. Article III, Section 1-1.1.(a) of the Administrative Code is hereby amended
to read as follows:
"(a) The Budget and Implementation Committee. This Committee shall be
composed of fourteen regular members of the Commission selected by the Chair to provide
adequate representation from the westem and desert areas of the County. Subject to supervision
by the Commission, the jurisdiction of the Committee shall be as follows: annual budget
development and oversight; countywide strategic plan; legislation; Measure A implementation
and capital programs; public communications and outreach programs; competitive grant
programs; TEA 21 (CMAQ & STP); transportation enhancement; SB 821 (Bicycle &
Pedestrian); SAFE/freeway service patrol; Property Management; TUMF program; and other
areas as may be prescribed by the Commission. Meetings shall be held at 9:30 a.m. on the fourth
Monday of the month at the offices of the Commission, unless otherwise determined by the
Committee or the Commission. At any regular meeting not yet convened because of the lack of
a quorum, the committee members who are present may constitute themselves a "Committee of
the Whole", for purposes of discussing agenda matters or any other matter of interest to the
members present. The Committee of the Whole may act to take recommendations to the
Commission but may take no final actions. Any recommendation presented to the Commission
from a Committee of the Whole and not the whole committee and should state the number of
votes for, against and abstaining in reference to the recommendation. The Committee shall
automatically cease to exist if a quorum of the Commission is present at the meeting.
Section 2. Article III, Section H.1.(b) of the Administrative Code is hereby amended
to read as follows:
(b) The Plans and Programs Committee. This Committee shall be composed
of fourteen regular members of the Commission selected by the Chair to provide adequate
representation from the western and desert areas of the County. Subject to supervision by the
Commission, the jurisdiction of the Committee shall be as follows: State Transportation
Improvement Program (STIP); Regional Transportation Improvement Program (RTIP); new
corridors; intermodal programs: transit, rail and ridesharing; air quality and clean fuels; regional ,
agencies/regional planning; Intelligent Transportation System (ITS) planning and programs;
Congestion Management Program (CMP), and other areas as may be prescribed by the
Commission. Meetings shall be held at 12:30 p.m. on the fourth Monday of the month at the
offices of the Commission unless otherwise directed by the Committee or the Commission. At
any regular meeting not yet convened because of the lack of a quorum, the committee members
who are present may constitute themselves a "Committee of the Whole", for purposes of
R V PUBIS DEB A UM 708449.1
discussing agenda matters or any other matter of interest to the members present. The
Committee of the Whole may act to take recommendations to the Commission but may take no
final actions. Any recommendation presented to the Commission from a Committee of the
Whole and not the whole committee and should state the number of votes for, against and
abstaining in reference to the recommendation. The Committee shall automatically cease to exist
if a quorum of the Commission is present at the meeting.
Section 3. Article III, Section H1.(d) of the Administrative Code is hereby amended
to read as follows:
(d) The Transit Policy Committee. This Committee shall be composed of up
to eleven (l l) members of the Commission selected by the Chair. Subject to the supervision by
the Commission, the jurisdiction of the Committee shall be as follows: provide policy direction
to the preparation of the transit vision; monitor transit implementation; review the performance
of operates; and bring regional perspective to transit. Meetings shall be held at 10:00 a.m. on the
third Thursday of the month on a quarterly basis at the offices of the Commission or at such
other location determined by the Committee. All actions of the Committee shall be subject to
final approval by the Commission. Committee members shall serve at the will and pleasure of
the Commission.
Section 4. Article IV, Section B of the Administrative Code is hereby amended to
read as follows:
B. REGULAR MEETING. Regular meetings of the Commission shall be
held at 4080 Lemon Street, Riverside, California. in the Board of Supervisors Chambers or at
such other location set in public meeting by the Commission on the second Wednesday of each
month at 9:00 a.m. unless such day is a holiday, in which case the meeting shall be held on the
next business day. Regular meetings may be canceled by majority vote of the Commission at a
regular or special meeting prior to the meeting to be canceled. A regular meeting may also be
canceled by the Chair for lack of a quorum. The Executive Director shall endeavor to mail or
deliver notice of such cancellation to each regular member and alternate member at least twenty
four (24) hours prior to the time of the meeting.
Section 5. This Ordinance shall be effective on , 2006. .
APPROVED AND ADOPTED this loth day of May, 2006.
Marion Ashley, Chair
Riverside County Transportation Commission
A 1 I EST:
Jennifer Harmon
Clerk of the Board
RVPUBISDEBAUN1708449. t
•
AGENDA ITEM 6
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
DATE:
May 10, 2006
TO:
Executive Committee
FROM:
Jennifer Harmon, Clerk of the Board
THROUGH:
Anne Mayer, Deputy Executive Director
SUBJECT:
Report on Commissioner Per Diems
STAFF RECOMMENDATION:
This item is for the Committee to receive and file a report, on Commissioner per
diems.
BACKGROUND INFORMATION:
A per diem is provided to members of the Riverside County Transportation
Commission attending meetings and Commission business. The California Public
Utilities Code Section 130108 (a) stipulates that "Each member of a commission
may be compensated at a rate not exceeding one hundred dollars ($100) for any
day attending to the business of the commission, but not to exceed four hundred
dollars ($400) in any month, and the necessary traveling and personal expenses
incurred in the performance of his duties as authorized by the commission." The
current practice of the Commission follows the statutory requirements. An
increase to either the meeting day amount or the maximum amount per month
requires legislative authority.
To file for per diem, Commissioners must complete the Per Diem/Meeting Expense
Form for submission to the Clerk of the Board. Commissioners are provided $100
per meeting day, not to exceed $400. The form is also used for mileage and
meeting expenses. The current mileage reimbursement rate is 44.5 cents per mile.
For example, on a Commission meeting day, each Commissioner receives $100
plus mileage claimed.
Agenda Item 6
AGENDA ITEM 7
RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON
DATE:
May 10, 2006
TO:
Executive Committee
FROM:
Theresia Trevino, Chief Financial Officer
THROUGH:
Anne Mayer, Deputy Executive Director
SUBJECT:
Employee Travel and Expense Reimbursement Policy
STAFF RECOMMENDATION:
This item is for the Committee to:
1) Approve the "Employee Travel and Expense Reimbursement Policy;"
and
2) Adopt Resolution No. 06-009, "A Resolution of the Riverside County
Transportation Commission Regarding the Employee Travel and
Expense Reimbursement Policy."
BACKGROUND INFORMATION:
As part of staff's periodic review of fiscal policies and procedures and the ongoing
review of the personnel policies and procedures, a revised "Employee Travel and
Expense Reimbursement Policy" has been developed. The revised policy is based
on a review of other local governments' policies and consideration of issues that
have arisen based on interpretation of the current policies and procedures. Finally,
the revised policy supersedes the policy located in the Fiscal Procedures as well as
Rule 12 of the Personnel Policies and Procedures.
Legal counsel has reviewed and approved this employee travel and expense
reimbursement policy.
Attachments:
1) Employee Travel and Expense Reimbursement Policy
2) Resolution No. 06-009
Agenda Item 7
"
e C o u n t y T r o n s p o r l a t i o n C o m m i s s i o n
E M P L O Y E E T R A V E L A N D E X P E N S E R E I M B U R S E M E N T P O L I C Y
T h e R i v e r s i d e C o u n t y T r a n s p o r t a t i o n C o m m i s s i o n ( R C T C ) s h a l l r e i m b u r s e e m p l o y e e s o f
R C T C f o r t r a v e l , l o d g i n g , m e a l s , a n d o t h e r e x p e n s e s d i r e c t l y r e l a t e d t o t h e c o n d u c t o f R C T C
b u s i n e s s . C o n s u l t a n t s a r e n o t c o v e r e d u n d e r t h i s p o l i c y . E m p l o y e e s a r e e x p e c t e d t o u s e
g o o d j u d g m e n t i n t h e e x p e n d i t u r e o f p u b l i c f u n d s w i t h w h i c h t h e y h a v e b e e n e n t r u s t e d .
E m p l o y e e s m u s t s u b s t a n t i a t e e x p e n s e s w i t h o r i g i n a l r e c e i p t s , u n l e s s o t h e r w i s e n o t e d .
1 . T r a n s p o r t a t i o n
T r a n s p o r t a t i o n c o s t s i n c l u d e , b u t a r e n o t l i m i t e d t o , a i r p l a n e ; t r a i n , b u s , s h u t t l e , a n d t a x i
f a r e s ; t o l l s ; p a r k i n g ; c a r r e n t a l ; a n d p o o l a n d p e r s o n a l v e h i c l e s . E m p l o y e e s s h o u l d
g e n e r a l l y t a k e t h e m o s t d i r e c t a n d c o m m o n l y t r a v e l e d r o u t e s . O t h e r r o u t e s m a y b e
a u t h o r i z e d w h e n o f f i c i a l b u s i n e s s r e q u i r e s t h e i r u s e . I f a n i n d i r e c t r o u t e o r s t o p a l o n g
t h e w a y f o r p e r s o n a l r e a s o n s i s t a k e n , t h e e m p l o y e e w i l l n o t b e r e i m b u r s e d f o r t h e n o n -
b u s i n e s s p o r t i o n o f t h e e x p e n s e s .
a . A i r
A i r t r a v e l s h a l l b e a t c o a c h a c c o m m o d a t i o n s , u n l e s s t h e c o s t d i f f e r e n t i a l b e t w e e n
u p p e r c l a s s a n d c o a c h a c c o m m o d a t i o n i s l e s s t h a n $ 1 0 , o r s i n g l e c l a s s s e r v i c e .
S e l e c t i o n o f c a r r i e r , r e s e r v a t i o n s , a n d t i c k e t i n g s h o u l d b e a r r a n g e d a s e a r l y a s
f e a s i b l e t o o b t a i n t h e g r e a t e s t d i s c o u n t . A l t e r n a t i v e t r a n s p o r t a t i o n m e t h o d s , s u c h a s
a n e a r b y a i r p o r t a n d g r o u n d t r a n s p o r t a t i o n , s h o u l d b e c o n s i d e r e d i f t h e t o t a l f a r e s
a r e t o w e r . E m p l o y e e s a r e e n c o u r a g e d t o b o o k a i r t r a v e l u s i n g t h e R C T C C r e d i t C a r d s
m a i n t a i n e d b y t h e C h i e f F i n a n c i a l O f f i c e r o r C l e r k o f t h e B o a r d .
I f a n a i r p l a n e t i c k e t i s n o t u s e d , R C T C ' s E x e c u t i v e A s s i s t a n t s h a l l b e n o t i f i e d s o t h a t
i t c a n b e u s e d f o r t r a v e l p u r p o s e s b y o t h e r e m p l o y e e s . I f a n a i r l i n e t i c k e t e x c h a n g e
o r c h a n g e r e s u l t s i n a f a r e i n c r e a s e , t h e d o c u m e n t a t i o n f o r t h e o r i g i n a l f a r e a n d f a r e
i n c r e a s e m u s t b e s u b m i t t e d w i t h t h e e m p l o y e e ' s e x p e n s e r e p o r t .
A p r i v a t e v e h i c l e m a y b e u s e d i n l i e u o f a i r t r a v e l i f i t i s m o r e a d v a n t a g e o u s t o
R C T C , a l t h o u g h p r i o r a p p r o v a l s h o u l d b e o b t a i n e d . T h e e m p l o y e e ' s s u p e r v i s o r s h o u l d
c o n s i d e r t h e a d d i t i o n a l t i m e s p e n t d r i v i n g p r i o r t o g r a n t i n g s u c h a p p r o v a l . H o w e v e r ,
t h e t o t a l d o c u m e n t e d m i l e a g e a n d a l l o t h e r t r a v e l e x p e n s e s i n c u r r e d c a n n o t e x c e e d
t h e a i r f a r e a m o u n t t h a t w o u l d h a v e b e e n i n c u r r e d . R C T C s h a l l o n l y r e i m b u r s e o n l y
t h e l e s s e r o f t h e t w o m e a n s o f t r a v e l
I f p e r s o n a l t r a v e l i s c o m b i n e d w i t h t h e b u s i n e s s - r e l a t e d t r a v e l b y a n e m p l o y e e ,
d o c u m e n t a t i o n o f t h e n o r m a l c o s t o f t h e b u s i n e s s - r e l a t e d t r a v e l s h o u l d b e o b t a i n e d .
T h e e m p l o y e e s h a l l b e r e i m b u r s e d f o r o n l y t h e b u s i n e s s - r e l a t e d p o r t i o n o f t h e t r a v e l .
T R A V E L P O L I C Y . D O C - 0 5 / 1 0 . 0 6
b. Train, Bus, Shuttle, and Taxi Fares
Long-distance train travel arrangements should be made in a fashion similar to that
of air travel. Commuter train travel is encouraged, especially if it: is more efficient
than pool or personal vehicle use, and shall be reimbursed at actual costs: Available
courtesy shuttle services should be utilized between airports ,and meeting locations.
Reasonable ground transportation charges (shuttle, taxi, or bus), including gratuities,
for business purposes shall be reimbursed at actual costs.
c. Tolls
Toll charges incurred while traveling on highways and bridges for business purposes
shall be reimbursed at actual costs.
d. Parking
Employees traveling by air and requiring parking at the airport for 24 hours or less
shall be reimbursed at the short-term parking rates. Required parking for more than
24 hours shall be reimbursed at the long-term rates. Hotel parking fees shall be
reimbursed at actual costs, including gratuities for valet parking. Parking fees at
other locations for business purposes shall be reimbursed at actual costs.
e. Car Rental
Rental cars generally shall not be used except when there is no other economical
and convenient transportation available. When there are multiple attendees at the
same meeting or conference, only one car shall be rented at RCTC's, including
Legislative Body Members, attendees are encouraged to share car rentals to
minimize RCTC's expense, when feasible. Approval or car rentals shall be approved
by the employee's supervisor only when reasonable or necessary. Car rental
charges shall be limited to the reasonable cost of non -luxury or specialty vehicles.
Fuel charges for car rentals shall be reimbursed at actual costs.
f. Pool and Personal Vehicles
An RCTC pool vehicle may be used for official RCTC business by an employee, who
has been certified to fuel the pool vehicle. Such certifications may be obtained
through training by a certified employee or Bechtel consultant. Use of such vehicle
by more than one employee on official RCTC business making the same trip is
encouraged. Employees may reserve a pool vehicle in advance through the
GroupWise calendar reservation system (Pool Car@rctc.org). Pool vehicles are to be
returned to the RCTC parking site at the completion of RCTC business with a full
tank of fuel, which will be reimbursed at actual cost. Pool vehicles may be taken
home or parked off site if the employee has to attend a meeting for which the
employee must leave prior to or return after normal scheduled business hours. The
employee must reimburse RCTC, at the Internal Revenue Service (IRS) approved
mileage reimbursement rate for employee use of private vehicles, for any miles
accumulated using a pool vehicle which exceed the miles necessary for the most
direct route to and from the meeting. Pool vehicle keys shall be returned to the
appropriate location upon completion of the business trip.
TRAVEL POLICY.DOC - 05.10.06
Use of a personal vehicle for business purposes, including travel to and from the
airport, shall be reimbursed at the IRS approved mileage reimbursement rate. The
mileage claimed shall be from the employee's normal work location to the travel
destination or from the employee's home to the destination, whichever is less. Gas,
damages, service or repair to a personal vehicle while being used for business
purposes are not reimbursable, as such costs are included in the IRS mileage
reimbursement rate.
In the event of accident, employees using a personal vehicle for authorized travel in
conducting RCTC business must rely on personal insurance for financial protection.
Although RCTC's interests are protected by insurance, RCTC may not provide
insurance to protect employees against damage to the employee's personal
automobile or for damage to the property of others or for death or personal injury to
others as a result of an employee using a personal vehicle while conducting RCTC
business.
Employees are encouraged to make optimum use of carpooling or available public
transit services when traveling to the same business event.
2. Lodging
Pre/post-conference or pre/post-meeting lodging is available for regional or national
travel requiring extensive travel time and adjustment. Pre-conference/pre-meeting
lodging shall be offered for regional travel if such conference/meeting starts at or before
9:00 a.m. Lodging for local travel will be permitted if the length of the
conference/meeting is more than one day and the distance is more than 60 miles from
RCTC's offices or the employee's residence, whichever is more, or if the employee's
presence is necessary for business -related activities before or after the regular
conference hours.
Lodging in commercial hotels and motels shall be based on standard accommodations at
single occupancy rates. Every effort should be made to obtain the government rate, if
available. Additional costs incurred for additional guest(s) of the employee in the same
room shall not be reimbursed. Under no circumstances should lodging expenses exceed
the conference hotel rate. In instances where conference hotels are filled, the employee
should attempt to secure comparable rates at the nearest hotel.
The guarantee- of lodging reservations may be made using the RCTC Credit Cards
maintained by the Chief Financial Officer or Clerk of the Board. A properly approved
Payment Request Form may be submitted for advance payment to the hotel. A close-
out folio copy from the hotel should be provided to the Accounting Department upon
return from travel.
3. Meals
a. Travel
Expenses foran employee's meals, including reasonable tips, shall be reimbursed at
a per diem of $50 per day; however, such per diem maybe increased to $60 for
certain urbanized areas (e.g., New York; Washington, D.C.; San Francisco; and
Chicago). Receipts for meals claimed using per diem rates are not required; receipts
for meals claimed using actual, reasonable costs not to exceed daily per diem are
TRAVEL POLICY.DOC - 05.10.06
required. Reimbursement of costs related to alcoholic beverages is prohibited.
Employees shall receive a reduced per diem if one or more meals are included in the
conference cost or are otherwise covered. The per diem components are as follows:
Breakfast $10
Lunch $15
Dinner $25
When an employee is traveling with other RCTC employees or a Legislative Body
Member; the per diem amount shall be reduced by the cost of the employee's
meal(s) paid for by other RCTC employees.
b. Local
Reasonable meal expenses associated with local business meetings, luncheons, or
dinners shall be reimbursed at actual costs not to exceed the per diem of $50 per
day, including gratuities. Meal expenses for frequent internal meetings should be
discouraged, unless it relates to a specific business matter.
c. Specific Documentation Requirements
Requests for meal reimbursements should include the conference attended or
meeting business purpose, date of meal, restaurant name and itemized receipt of
food and beverages to ensure no alcoholic beverages are being reimbursed, and
listing of attendees, if any, and business relationship: When a per diem is claimed,
the conference/meeting purpose and date shall be provided.
Reimbursements for room service or hotel dining meals shall be made upon
presentation of an itemized receipt. Hotel folio charges for such meals without an
itemized receipt are not acceptable.
4. Communications
Expenses for telephone and internet connection charges shall be kept to a minimum and
shall be reimbursed for business purposes only. For travel requiring an overnight stay, a
telephone charge for one reasonable -length personal call is permitted. Employees in
possession of RCTC-provided communication devices are encouraged to use such
devices as much as possible rather than incurring hotel access and phone charges:
5. incidentals
Reasonable miscellaneous gratuities, not otherwise noted previously, shall be reimbursed
at an amount not to exceed $10 per day. Such gratuities related to guest(s)
accompanying an employee on business travel shall not be reimbursed.
Laundry/dry cleaning charges shall not be reimbursed, unless the employee's travel is
more than one week in duration. Items of a personal nature including, but not limited to,
in -room movies, tours and entertainment, spas and gyms, barber, magazines, shoe
shines, travel insurance, purchase of clothing or toiletries, fines or traffic violations, and
excess baggage costs are not eligible for reimbursement.
TRAVEL POLICY.DOC - 05.10.06
i
•
6. Registration Fees
Whenever possible, registration and payment for registration fees for approved classes,
seminars, and conferences shall be made in advance by submitting a properly approved
payment request form. Frequently, early registration discounts are offered. If a
conference needs to be cancelled, such cancellation shall be made in accordance with
stipulated dates in order to avoid cancellation charges or penalties. When an employee's
registration is late and cannot be paid through the regular accounts payable process, the
cost of registration incurred by the employee shall be reimbursed with an appropriate
receipt.
7. Memberships and Professional Certifications
Employees are encouraged to participate in professional and local organizations and
maintain professional certifications which are related to the employee's specific job
responsibilities. Dues for individual memberships in organizations and expenses for
professional certifications are reimbursable only when such memberships provide a
specific benefit to RCTC and have prior approval of the employee's supervisor.
8. Expenditures in Excess of Allowable Expenses
The Executive Director or Deputy Executive Director is authorized to interpret these
policies and to approve exceptional reimbursements in excess of limits and standards
established in this policy when, in the judgment of the Executive Director or Deputy
Executive Director, such expenses are warranted. Expenses in excess of the allowable
amounts for meals or lodging may be reimbursed upon presentation of a memorandum
of explanation/justification attached to the expense report. All expenses must be clearly
substantiated prior to reimbursement. Unnecessary or exorbitant expenses will be
disallowed.
9. Travel Advance
The Executive Director or Deputy Executive Director may grant a travel advance up to
$200 to an employee traveling on RCTC business in excess of one day to defray the
expenses of such travel only under extraordinary circumstances. This can be done by
completing a Payment Request Form and obtaining appropriate approvals five days prior
to date of business travel. An accounting of actual expenses incurred, including
required receipts, must be provided on an Expense Claim Form, and any unused amounts
shall be returned to the RCTC Accounting Department.
10. Documentation
All expenses for which reimbursement is requested shall be fully documented as to date,
amount, and business purpose. Exclusive of the per diem, receipts are required for all
expenses of $25 or more. Receipts are encouraged for expenses under $25.
Expense Claim Forms must be properly completed and approved as well as submitted
with required documentation and receipts attached to the RCTC Accounting
Department. Employees are encouraged to submit expense claims on a timely, regular
basis. Expense Claim Forms are due on Monday/Wednesday by 12:00 p.m. for regular
Tuesday/Thursday accounts payable check processing.
TRAVEL POLICY.DOC - 05.10.06
"
R E S O L U T I O N N O . 0 6 - 0 0 9
A R E S O L U T I O N O F T H E
R I V E R S I D E C O U N T Y T R A N S P O R T A T I O N C O M M I S S I O N
R E G A R D I N G T H E
E M P L O Y E E T R A V E L A N D E X P E N S E R E I M B U R S E M E N T P O L I C Y
W H E R E A S , t h e R i v e r s i d e C o u n t y T r a n s p o r t a t i o n C o m m i s s i o n ( t h e
" C o m m i s s i o n " ) c u r r e n t l y r e t a i n s t h e a u t h o r i t y t o a d d , d e l e t e o r o t h e r w i s e
m o d i f y t h e C o m m i s s i o n ' s p o l i c i e s a n d p r o c e d u r e s ; a n d
W H E R E A S , t h e C o m m i s s i o n h a s p r e v i o u s l y a d o p t e d p e r s o n n e l r u l e s
a n d r e g u l a t i o n s e s t a b l i s h i n g t h e t e r m s a n d c o n d i t i o n s o f e m p l o y m e n t w i t h
t h e C o m m i s s i o n ; a n d
W H E R E A S , t h e C o m m i s s i o n h a s g r a n t e d t h e E x e c u t i v e C o m m i t t e e t h e
a u t h o r i t y t o a d d , d e l e t e o r o t h e r w i s e m o d i f y t h e C o m m i s s i o n ' s p o l i c i e s a n d
p r o c e d u r e s .
T H E R E F O R E B E I T R E S O L V E D b y t h e R i v e r s i d e C o u n t y T r a n s p o r t a t i o n
C o m m i s s i o n , t h a t t h e R i v e r s i d e C o u n t y T r a n s p o r t a t i o n C o m m i s s i o n h a s
a d o p t e d a n E m p l o y e e T r a v e l a n d E x p e n s e R e i m b u r s e m e n t P o l i c y . S u c h
p o l i c y s h a l l s u p e r s e d e t h e C o m m i s s i o n ' s F i s c a l P r o c e d u r e s a n d R u l e 1 2 o f
t h e C o m m i s s i o n ' s P e r s o n n e l P o l i c i e s a n d P r o c e d u r e s M a n u a l .
A P P R O V E D A N D A D O P T E D t h i s 1 0 ` h d a y o f M a y , 2 0 0 6 .
M a r i o n A s h l e y , C h a i r
R i v e r s i d e C o u n t y T r a n s p o r t a t i o n C o m m i s s i o n
A T T E S T :
J e n n i f e r H a r m o n
C l e r k o f t h e B o a r d