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HomeMy WebLinkAbout1994-10-12 94-443 ORDERDate 1x12-94 •V,• Item No. _gym -443 Item/Subject: Adoption of Iblicy Star a: and Ircluafm in FiBuara.r AVCa'BaiFa igmaaal Responsible Department: FJUremne repireartovent Commentary: anis actin w adopt as iamorp mate Lrtn itle FlamajAleiacerLu.Ps Rmoal. a policy and larucsAnea sternest cnncemtnq ate laynent of travel to City mplayea wtu usual on City busireas. a1ais order will also dales Rua 17 fron the Famscmel lades and PFDolations. 11tiE ataT®en[ pate tie geecal policy artl pmcanarea statereeR into one docmeent. lnia BtaTi9enL 8190 a11W.8 dna ostahlieFnm�t of atIDWeid mllPaae. netY1PP Bma r and dtlal i atitatiais. It ata pet dime Eayaent for reals iihat tmvells out of tam. 'Ilia currmR policy dose not, establish a nerzimmi ce s salxeint 'ea�rt mtl by directive •i-r�cn for expanses lone than $25.00 anagel not be dxisiented. 7!11e eateblisiment of a l dime provides a real allasnce x A:hut iha .iepv.eam,.t fort mvRation, aldcugn electims of per diva rather than actl Ra=tea by the mployee wfll xispo a that the per dies ba reported as tatmble iacvm. IAileage ml.g..eaem will be ctmnWd fmn 22 cannot per vale to 2 cents. ate amount fs subject to change as tie IRS aljustai the mil 59a a 10 arca. 11us ataTm®R also iaclutle la ytage corcentimj ' e alcoiol consmapl:ion while traveling on behalf of the City. p,rm,arxee Wnnesrr''s Comments ..�V. / . c� ruQu� a ai do aq¢ rVMans r Avociaud Informailon:Q t/ A Budget Approval: F eDv Legal Approval: rays r rzor Introduced For Elpassege BFirst pending Page _ of Referral * fF&yk;� 94-443 Assipelto Caucdor Sullivan October 12.1994 r CITY OF BANGOR (TITLE.) .... ..... mq oa_of.folicyStat®eat. for.Tmvel. mpeases .... rrram�se-sn By CBM Cmwa of CRY ofBawyor: ORDERED, TEAT Va IVS, tta City of a nyor I acioptffi azveral eecFioas of a Financial Procedures Mawel to � policy anal piooaLnes aM assure consistsnt trestimit of sia: r+. sitoaticra, and, WI�tyS• the Pe_- = 1 m re. mal leo`+mss. INle 17 a gaieml policy on t 1 experaee and a namilec of m®cs artl dirstfvea larva, marl tip, eecablistad paedaes concerning tte Lgileommation of the ganaral travel policy, m , a policy sed ptocerLures6faT L emitle i "TL l Nlicy" mi daT� October 4, 1994 rmn.,.ing tla payment of travel expenses ty the City m aVayee win t 1 on City b mass is beveby adopted and IM+r^+*+•d+ in iia tba City's FimncW Proa�dutee Bermel, anti, Pule 17 of time Pexaomnl ales and wrn.t.f.•...e datai Jure 2, 19x2, as aowiideel, is hereby dale . 94-443 In City Council October 12, 1994 0 R 0 E R First Beading Referred to Finance \ Cmmit ee Title, Adoption Of Poliey, Statement Cd ( for Travel Bxpenses and Inclusion in City 5' era •Financial Pice..tiiea eiafwal .....{./..�i.......'........ 4............ In City Council October 24, 1994 �/1r,//g Vote to Amend Policy Statement � Payment of Mileage from 29 Cents ,.// /� ed to 26 -Cents Failed Vote Foot Fes ///,.,//t . Four No I Absent, (.�'��'tXA/� . ........ Councilman - "wocing yes ebinaecip.".Rapper.;, Stone, Sullivan j Varied No Blanchette, Cohen, Soucy Tyler, Absent Shubert Vote for-laugage 5 yes 3 No 1 Absent _ Voting yes Blanchette, Cohen, Soucy, - stone, Tyler Voting No Baldacci, Popper, Sullivan, Absent Shubert Y ity Cie -- 94-443 CITY OF BANGOR TRAVEL POLICY purpose: The purpose of this policy is to establish the requirements for City payment of expenses for City business which require travel outside of the City either with a private vehicle or by commercial transportation. This policy will replace Rule 17 0£ the Personnel Rules and Remulations dated June 2, 1977, as amended. I. Introduction: 1. General Policy It is the general policy of the City of Bangor to reimburse all approved job related expenses. it is understood that no set of rules can cover all situations. The following two testa will be applied to all claims for reimbursements. a. The expenses must be reasonable under the particular circumstances involved; and, b. The expenses must be directly related to City activities. 2. Settlement of Travel Claims Employees who incur expenses will submit requests for reimbursements within thirty (30) days of the date the expense is incurred. Cash travel advances are authorised for employees, but employees must submit documentation within thirty (30) from the date of their return. Employees will either reimburse the City for any advance greater than cost; or request reimbursement from the City for costs in excess of the advance. (Seen vii, 7 - Travel Outside the OS) 3. Department Head Responsibility Department heads are responsible for assuring that all travel reimbursement requests and post travel settlements are submitted in a timaly manner. Employees who fail to submit mileage requests within thirty days of the end of the month in which they travel will forgo payment of the mileage due, unless there are compelling circumstances which prevented the submission of the requests. 4. Failure to Settle Travel Claims Employees who fail to settle up travel advances within thirty days of of the date of their return from the trip will not be eligible for any additional travel advance until all prior travel advances are either settled or repaid to the City of Bangor unless there are compelling circumstances which prevented the Submission of the requests. Page 1 94-443 5. 'Employee" Defined For purposes of this policy, the term "employees' will refer to any person who travels on behalf of the City of Bangor to conduct City business at the City's expense. Such term will include but not be limited to employees, officers, officials, City Councillors, and cousnittee and commission members. This policy will not apply to independent contractors. II. Reporting, 1. The City will supply travel expense reporting forme. Employees are encouraged to retain copies of all forma and receipts submitted for reimbursements for their own tax purposes. The ari anal coov of all City focus and receipts must be submitted for oava�ent from the City. Charge slips do not constitute a receipt nor an invoice. 2. Approval of the forms will be the responsibility of the Division and/or Department Read subject to approval of the City Manager, and review and release of funds by the Audit Division. No employee should authorise his/her own request for payment. Authorization for division heads should be by the department head. The City Manager will authorize requests for department heads. The City Manager must approve all travel advances, all out of state travel, all travel payments In excess of $500.00, including commercial transportation, and all actual expenses that exceed a travel advance by 10% or more. 3. Travel expense reporting forms in current use are, A. Advance Expense Retort, which details the anticipated costs of out-of-state travel or travel to an in-state conference. E. Actual Exoen a Remit, this is the follow-up to the Advance Expense Report aM details the actual expenses for the approved trip. C. Record of Mileage, this is the monthly report of mileage traveled for City business in a private vehicle. This report is required only where the employee seeks mileage reimbursement. For employees who receive a travel allowance, maintenance of the record is suggested for federal income tax purposes but is not required. D. 1=99 -Account Transfer voucher, this is the accounting report for expensing travel advances to appropriate travel accounts. 4. The format, content and use of these reports maybe changed or Page 2 94-443 replaced with other reporting forma without a change in this policy, so long as the revised or replaced forms provide substantially similar Information for transaction processing and racordkeeping. III. Travel Advance Payment 1. whenever travel outside the City for business has been authorized by the City Manager, a payment requisition may be prepared payable to the employee in the amount of the advance. The requisition will be supported by the completed Advance Expense Report. The travel advance will be limited to the amount in the "Total for Week' column. The requisition for payment and supporting report will be filed at least one week before the date of departure, but not more than two weeks. A check payable to the employee will he prepared and charged to a General ledger account for travel advance in the appropriate fund. This account will be established in each fund, and is a evolving account not an operating account. Where a prepayment discount is available which would require payment more than two wake in advance, each payment maybe authorized to take advantage of the lower fare on approval of the City Manager. 2. If the employee travels by commercial transportation, a requisition for payment to the transportation provider or travel agent is preferable. Payment for commercial transportation coats generally should not be paid directly to the employee, but such payments are not prohibited. IV. Actual Expense Reporting 1. Upon return of the employee, but no later than thirty days after returning, the Actual Expense Report detailing travel expenses will be completed in detail. All receipts will be attached, including transportation ticket stubs and lodging receipts. Except for incidental costa of leas than $5.00 per day (such as tips, or tolls) which have been logged by dates and purpose, receipts for all expenses to be reimbursed are required. The orior Policy of not providing receipts for any expense of less than S25.00 is herebv revokes. Employees must clearly indicate what the claimed expense was for and the City may decline reimbursement if the expense is deemed unreasonable by the Finance Director. The City Manager shall make the final determination an reimbursement of a claimed expenses if the Finance Director's decision is questioned by the employee. The finance Director may make payment under oath (Charter, Article VI, Section 6). Page 3 94-443 2. If a portion of the travel advance is due back to the City, n Inter -Account Transfer Journal will be completed. The actual expenses will be debited to the appropriate operating account and credited to the "Travel Advance Account". The employee will promptly return the excess funds to the City Treasurer for crediting to the "Travel Advance Account". 3. If actual expenses were greater than the travel advance, a second requisition for payment will be prepared payable to the employee for the excess amount to reimburse the employee for out-of-pocket expenses and will be charged to the appropriate operating account. The Actual Rxcense Recert will be attached as back up to the requisition. The travel advance account will be credited for the full travel advance and the expense account debited for the full actual expense on the requisition. The difference between the two amounts is the amount to be paid to the employee. V. Personal Vehicle Use and Payment of Mileages 1. If an employee uses his/her personal vehicle on City business, reimbursement will be made for any tolls, parking fees and for milage at twenty nine cents X50.291 cer mile. This amount may be changed periodically,. but in no c may this amount exceed the IRS approved mileage amount. The IRSapprovedamount will be used when that amount is less than the approved 29 cents. Should the IRS approved amount exceed 29 cents, an affirmative change in this policy moat be approved before such rate is paid by the City of Bangor. 2. All reimbursements for the use of a personal vehicle for travel in State shall be accomplished by the use of the Record of Ming and a properly executed requisition for payment. Incomplete Record of Mileage forms maybe rejected for payment until completed in full. If the employee is not able to reconstruct the record in full, including mileage readings, the Finance Director may pay the amount requested under oath (Charter, Article VI, Section 6). 3. Nothing contained herein shall prohibit the use of a privately owned vehicle for out -of -State travel. whenever private transportation is authorised for travel on City business out -of -State, total transportation expenses paid may not exceed the cost of the transportation if approved commercial transportation bad been used. 4. Where an employee's travel expenses are funded by one or more grants, and the grant itself or travel policies of the grantor establishes a lesser reimbursement amount per mile, the conditions of the grant shall prevail. The department head responsible for the administration of the grant may pay travel expenses at the City rate with the non -grant portion paid from another operating unit under the Page 4 94-443 direction of the department. VI. authorized Chargees All costa or expenses Incurred will be documented, and cost or expenses may not be charged in the name of the City. 1. Any expenses incurred by a guest who accompanies an employee are the responsibility of the employee or guest. Such costs are not to be included as part of a travel advance, nor billed to the City for later repayment to the City. 2. Charge accounts and credit card charges, other than commercial travel, must be paid by the employee, and reimbursement will be made by the City through the above reporting procedure. There are and will be no credit cards issued in the name of the City. 3. Out-of-state and conference trips require prior approval of the City Manager. All expenses must be approved by the City Manager. VII. Payment of Actual Expenses and Per Diem 1. Election of Actual expenses Versus heal Per Diem Employees will elect before hand whether to be reimbursed for actual expense or to be paid a per diem for out-of-state travel or for overnight conference travel. The Choice of payment for actual expenses or a per diem will not affect the ability of the employee to receive a travel advance. Payment for actual expenses is not taxable. Meal per diem payments will be treated as taxable income. The election of meal per diem will not effect payment of actual costs for other travel costs such as lodging, taxi, and incidentals. The meal per diem will include the Coat of meal tips. The payment of per diem does not extend to day tripe. Reimbursement for a day trip meal will be the actual cost limited to $7.50 for lunch. 2. Meal Per Diem City per dim is established for payment of meals and does not include lodging nor incidentals. The per diem is payable if the employee is expected to be away from the assigned work -este on City business for overnight or out-of-state travel. Receipts for meals are not required when per diem is paid. Per diem may be paid as part of the travel advance. employees who elect per diem may not be reimbursed for actual meal costa in excess of the established per diem nor are they responsible for refunding per diem in excess of actual meal costs. Page 5 94-443 3. Per Diem In -State Travel The maximum per diem for travel in-state travel is established at $35.00 for all meals, $5.00/breakfast, $10.00/lunch and $20.00/dinner. Adjustments will be made if the employee will not be traveling during a specific meal, or if the meal is include in a travel or registration package or as a separate registration item. 4. Per Diem Larger Cities and Airport Travel The maximum per diem for travel to laraer cities outside of Maine or non -high cost facilities within major metropolitan locations, such as airport travel, will be increased to $45.00 for all meals, $7.50/breakfast, $12.50/lunch and $25.00/dinner. Adjustments will be made if the employee will Out be traveling during a specific meal, or if the meal is include in a travel or registration package or as a separate registration item. 5. Per Diem Major Metropolitan Locations Per diem for travel to high coat maior metraeolitan locations such as New York City, Soston and Washington, D.C. will be increased to $52.50 for all meals, $10.00/breakfast, $15.00/lunch and $27.50/dinner. Adjustments will he nude if the employee will not be traveling during a specific meal, or if the meal is include in a travel or registration package or as a separate registration item. 6. Determination of Appropriate Per Diem Nate The department head will be responsible for determining the appropriate per diem for out -o£ -state travel, and the decision is not appealable by the employee. If an error in the amount to be paid is found and the employee was overpaid the amount of per diem due, the employee is liable for the repayment of the excess em s per diamount. If the employee was underpaid, the employee will be entitled to the amount underpaid. The department head may request in writing that the City Manager approve payment of higher per diem amount if circumstance warrant. The City Manager's approval of a higher rate will be made in writing. The approval of a requisition or other travel payment report form by the City Manager for payment of the higher amount shall not constitute a written request nor approval by the City Manager of the higher per diem rate. If the higher amount is paid, that payment is deemed to be a clerical error and the employee is liable for repayment of the excess per diems T. Travel Outside the United States Page 6 94-443 The Airport Director shall be responsible for determining appropriate lodging, meal and incidental allowances for travel outside of the United States. The allowance may be paid as a taxable per diem or on an actual reimbursement basis. When an employee uses their own credit card for payment of expenses, and their card statement will reflect the actual exchange rate, the close out of the travel advance and settlement of the claim may be delayed for up to 60 days pending receipt of the record of actual exchanges rates from the account statement. VIII. Alcohol and other Drugs, 1. It is the policy of the City that City employees not report to work under the influence of alcohol or drugs; shall not engage in a" transactions involving illegal drug u and shall not sell or provide alcohol or drugs to any other employee or other person while n duty, at work, or 'on -cell" in the course of the employment by the City. (City of Bangor, Drug -Free Workplace Administrative Policy, P.5.0, section 2.2) 2. All employees are expected to exercise good judgement when consuming alcohol when traveling on City business. City employees who represent the City at certain functionsi, events or situation where alcohol is served (i.e.: receptions, banquet or dinner) may consume a moderate amount of alcoholic beverage provided they exercise good judgement, comport themselves appropriately as a representative of the City of Bangor, and remain well within the limits of the law. The coat of alcoholic beverages will not be reimbursed the it of Bangor in certain situations ecifically aogroved i advance by the City Manager at the City Manager's discretion 3. If there is an abuse of alcohol or drugs by an employee while traveling on behalf of the City of Bangor, the employee will be subject to disciplinary action under the Personnel Rules and Regulations, Drua-Free, Workolace Administrative Policy, collective bargaining agremoent or other competent authority. I8. Insurance Coverage% 1. All employees who drive either private or city owned vehicles to conduct City business shall ensure that they are properly licensed and that any private vehicle used for City business is properly registered and insured. 2. If an employee is involved in a vehicles accident while driving or traveling in a private vehicle and conducting City business within the scope of the employment, the insurance policy for the private vehicle will provide initial layer of coverage and Page 7 94-443 defense. The City's auto liability insurance policy will provide the secondary layer of protection for the value of claims in excess of the initial layer of insurance protection. (See: 14 M.R.S.A. Sec. 8112, subsection 9, as mended by C. 707, PD 1994). 3. The City's liability is limited by the Maine Tort Claims Act and its insurance policy. That liability may be changed by Court decision, amendment of the Maine Tort Claims Act or a change in the City's insurance policy without notice to employees. Nothing in this policy is intended to limit the City's defense of its position, or to prevent the City for acting in conformance with the Maine Tort Claim Agt, as amended. X. Standard Mileage 1. The City Manager may authorise the establishment of certain standard mileage rates between Bangor and destinations not included in subsection 2. Such standard mileage will be committed to writing and become a part of this policy. Department heads may request the establishment of standard mileage between destinations. Once established those amounts will be available for use by all employees. The use of standard mileage will allow the employee to not record mileage "IN" and -OW", but will require the completion of the "Purpose" section in full. 2. For purposes of this Policy the following standards mileage amounts are hereby adopted: Bangor to Augusta 75 miles Bangor to Calais 98 miles Bangor to Portland 133 miles Bangor to Presque Isle 163 miles Bangor to Portsmouth, MH 184 miles Bangor to Boston, F 238 miles XI. Delegation of City Manager Responsibilities The City Manager shall have the authority to delegate to department heads responsibilities required of the City Manager in this Policy statement. Such delegation shall be in writing and state the specific position which may exercise the responsibilities delegated and for what department(s) those responsibilities may be exercised. The department head will maintain a record of the travel transactions approved, and those transactions will be subject to a periodic internal audit to assure compliance with this policy statement. Page 8 94-443 XII. Effective Date This policy and any changes which may be made to this policy shall become effective after adoption by the Bangor City Council. Payments of travel expenses under this policy shall be governed by the date on which the travel occurs, and the payment rate in effect on the date of the travel. Payment of a higher rate of mileage or per diem will not be made for travel which occurs before change is made in the Policy, but for which the expense is submitted following adoption of the change in policy. 10/4/94 WP6tTVLPCLICy Page 9