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1.01.001_Travel and Expense Policy rev 08 28 24CITY OF ROHNERT PARK CITY MANAGER ADMINISTRATIVE POLICY SUBJECT/TITLE: POLICY NO: APPROVAL DATE: TRAVEL AND EXPENSE POLICY 1.01.001 AUGUST 28, 2024 Page 1 of 7 TABLE OF CONTENTS TABLE OF CONTENTS ..................................................................................................................................... 1 1. PURPOSE ............................................................................................................................................... 1 2. SCOPE .................................................................................................................................................... 1 3. BACKGROUND ....................................................................................................................................... 1 4. PROVISIONS .......................................................................................................................................... 2 APPENDIX ...................................................................................................................................................... 6 1. PURPOSE The purpose of this policy is to establish guidelines for the expenditure of public funds for authorizing attendance, travel and reimbursement of expenses for City employees, attending conferences, training, meetings and other City related business. Council Members, Commissioners and Board Members, Contract Employees and Consultants are not covered under this policy. Business travel is defined as authorized attendance at conferences, meetings and seminars or authorized travel for any other purpose in connection with official City responsibilities. Business travel includes day trips and trips requiring one or more overnight stays. 2. SCOPE This policy is to assure that City employees adhere to procedures when arranging travel, lodging, meals and other expenses. The City expects to pay all reasonable expenses incurred for travel, conferences, meetings and meals as a result of conducting authorized City business. This policy also assures that City employees will receive advances/reimbursements in a timely manner. 3. BACKGROUND The City of Rohnert Park encourages and promotes training and education of its staff. However, personal business should not be mixed with official business if it will cost the City anything in dollars and lost time, or if it will harm the City’s interests in any way. This policy assumes mutual trust between the City and its employees. These guidelines are not intended to address every issue, exception or contingency that may arise in the course of City travel. Accordingly, the basic standard that should always prevail is to exercise good judgment in the use and stewardship of the City’s resources. Many of these guidelines simply reaffirm values in judgment that we already practice. CITY OF ROHNERT PARK CITY MANAGER ADMINISTRATIVE POLICY SUBJECT/TITLE: POLICY NO: APPROVAL DATE: TRAVEL AND EXPENSE POLICY 1.01.001 AUGUST 28, 2024 Page 2 of 7 4. PROVISIONS Travel and Authorization: Travel is distinguished between local and overnight. Funds must have been approved in the adopted budget for both. Local travel must be completed within one day and only automobile travel is authorized for these trips unless previously noted in the budget. (The City’s Vehicle Use Policy outlines the guidelines for all vehicle use for conducting City business.) Each Department Head or designee shall be held responsible and accountable for the interpretation and administration of the Travel and Expense policy within their department. Department Heads or designees will be expected to consult with the Director of Finance and/or the City Manager on any questions related to this policy. An individual may not authorize or approve reimbursement for their travel; claim forms/expense reports must be approved by the individual’s supervisor. All employees must receive express authorization in advance from their Department Head or designee for all travel and conferences. City Manager approval shall be authorized by the Finance Director. Department Head travel shall be approved in advance by the City Manager. All travel shall be reviewed and authorized on a city-approved form. Travel and meeting expenses are not intended for reimbursement of meals for departmental meetings, which are attended by City staff only, especially when a meeting can be scheduled during normal business hours. Travel Arrangements: Travel arrangements shall be made as far in advance as possible to obtain the best possible fares and rates. If travel arrangements must be cancelled for any reason, the person who made the arrangements shall cancel them in sufficient time to prevent the City from incurring unnecessary costs. If travel involves the purchase of airline tickets, all arrangements must be pre-approved by a Department Head or designee, or in the case of a Department Head, by the City Manager. Cooperative purchase agreements will be utilized in the purchase of tickets whenever feasible, price and other factors considered. If necessary, the City will contract with a local travel agent chosen through a competitive bid process. Any discount coupons, frequent flyer miles, etc., are the property of the City of Rohnert Park and should be surrendered upon return to the City. Transportation: Travelers shall use whatever mode of transportation is the most logical and overall least expensive. These guidelines do not require you to take a bus, stay in a cheap motel or eat at only fast food restaurants. A bus or train may cost less than a plane, but the added time away from work can make this slower option more expensive to the City overall. CITY OF ROHNERT PARK CITY MANAGER ADMINISTRATIVE POLICY SUBJECT/TITLE: POLICY NO: APPROVAL DATE: TRAVEL AND EXPENSE POLICY 1.01.001 AUGUST 28, 2024 Page 3 of 7 You are responsible for exercising good judgment in requesting, arranging and making a trip. If an employee elects to use a mode of transportation other than the most logical and overall least expensive, the City will pay only the cost of the most logical and overall least expensive. The difference between the selected mode and the overall least expensive mode shall be considered the employee’s personal expense; and any additional lodging and meal expenses resulting from the employee’s selection shall be also paid by the employee. In addition, the employee shall charge any additional time spent in route during normal work hours to vacation or a similar leave. This paragraph does not apply to special accommodations made to qualified employees under the American with Disabilities Act provided that the alternate mode of transportation is approved in advance by the Department Head or designee, or the City Manager. If the most logical and overall least expensive mode of transportation is determined to be a City vehicle or the traveler’s private vehicle, the traveler shall comply with the City’s Vehicle Use Policy. Employees will be compensated for the use of their private vehicle at the current IRS standard mileage rate. The Employees mileage shall be calculated from their designated work site to the destination. The Employees who receive a car allowance will be compensated at the current IRS standard mileage rate for all miles in excess of 75 miles in a single roundtrip. To drive a privately owned vehicle on City business you must:  Possess a valid California Driver’s License  Carry liability insurance limits requested by the City’s Risk Management Manual  Complete the required DMV Pull Notice Program form Realize that any damage to the car, needed service or repair occurring on the trip will be your responsibility. The City will pay all expenses, such as bridge tolls and parking fees, incurred on City business. Car Rental- Rental cars are only allowed for business reasons (i.e., travel to and from a hotel and a conference if this service is not included in the event/conference registration) and with prior approval by the Department Head or designee. Car rentals shall only be approved, if other methods of ground transportation (such as shuttles or taxis) are more expensive during the stay at the destination. If a rental car is approved, it is the traveler's responsibility to only rent the most economical and reasonable rental car, and to reduce the total cost of the car rental by reducing optional costs such as vehicle options and refueling charges. Traveler shall refuel the rental car prior to returning the rental car if additional charges apply for refueling. A rental car level above Compact requires prior approval by the Department Head or designee and is only authorized for group travel. Employees shall be reimbursed for approved refueling charges. CITY OF ROHNERT PARK CITY MANAGER ADMINISTRATIVE POLICY SUBJECT/TITLE: POLICY NO: APPROVAL DATE: TRAVEL AND EXPENSE POLICY 1.01.001 AUGUST 28, 2024 Page 4 of 7 Car insurance for rental cars is not necessary if the rental car is being used for City business. The City, as the employer, bears responsibility for damage or injury arising from a traveler's use of the rented vehicle, provided that the use is within the scope and course of their employment. Presently the City covers this responsibility through self-insurance. When travelers on City business are renting vehicles and use the rental car for personal transportation, any liability arising from personal use will be the responsibility of the traveler. Because of this liability, the traveler may purchase additional insurance coverage, but it will be at the traveler's sole expense (i.e., non- reimbursable by the City). Taxis /Shuttles/Ride Shares- Taxis, shuttle, and ride share fares shall be reimbursed, including a 15 percent gratuity per fare, when the cost of such fares is equal to or less than the cost of car rentals, gasoline and parking combined, or when such transportation is necessary for time-efficiency. Travelers shall fly coach/economy class on the lowest cost flight/s available at the time travel is needed for the most direct route to the final destination. Take advantage of lower airfares by booking flights as early as possible. You may sometimes avoid higher airfare by staying over a Saturday night. In some instances, an extra night in a hotel/motel can be much less than the added cost of the airfare. Employees shall be compensated for all hours worked, pursuant to the applicable employment MOU and the Fair Labor Standards Act (FLSA). Department Heads may consider taking different flights in case an emergency may occur in flight. A generally accepted rule is to have no more than two members on the same flight, if there is a strong possibility of danger while traveling. AIRPORT PARKING Long-term parking, as opposed to short-term parking, must be used for travel exceeding 24 hours. Employees requiring a reasonable accommodation shall contact Human Resources for alternative parking accommodations prior to travel. OTHER EXPENSES Baggage Handling Fees- Baggage handling fees, and up to 15% for associated gratuities, are reimbursable for employees only. Lodging: The City will pay lodging expenses for City employees during business travel requiring one or more overnight stays. The City will pay for lodging for the evening preceding or subsequent to a meeting or business event when the employee would have to travel at unreasonable early or late hours to reach their destination. Such overnight stays shall be preauthorized by the Department Head or designee, or the City Manager. CITY OF ROHNERT PARK CITY MANAGER ADMINISTRATIVE POLICY SUBJECT/TITLE: POLICY NO: APPROVAL DATE: TRAVEL AND EXPENSE POLICY 1.01.001 AUGUST 28, 2024 Page 5 of 7 Employees shall make an effort to obtain lodging at or near the facility were official City business is to take place to minimize travel time and transportation costs. The City will only pay for standard single rooms, if available, for individual employees. Single standard rooms at conference, government or corporate rates shall be requested. Also, when making reservations, be sure to ask about local transient occupancy tax (TOT): some cities exempt travelers on City business, some do not. The City will pay for a double room only if two employees share a room. If a double room is requested by an employee because they are accompanied by family members or guests, the difference between the single and double room rate shall be considered the employee’s personal expense. Employees shall cancel any reservations for lodging they will not use. Any charge for an unused reservation shall be considered the employee’s personal expense unless failure to cancel the reservation was due to circumstances beyond the employee’s control. Meals: City will pay for an employee’s meals during business travel and incidental expenses pursuant to the U.S. General Services Administration current rates, based on “travel to” county/state, found at www.gsa.gov, plus fifteen percent (15%) for gratuity, per authorized meal. General  If meals are provided without charge, save for the case in which an employee’s food allergies or medical restrictions cannot be provided for, at a meeting or while in transit (meals served on a plane, for example), appropriate deductions must be made from the per diem meal allowance. Alcoholic Beverages: City funds should not be used to purchase alcohol or reimburse employees for alcohol related costs. The City Manager may approve exceptions to this policy on a case-by-case basis for special receptions or other unique circumstances. This discretion applies primarily to non-travel related expenditures such as special receptions and not routine travel or meetings by City employees. Spouses and Guests: Spouses and guests are welcome to accompany you on City travel and at conferences, seminars and meetings. However, any additional costs associated with the participation of your spouse or other guests are your responsibility. Guests as passengers in City vehicles: Due to liability concerns, non-City employees shall not ride as passengers in City vehicles when it is not directly related to City business. However, Department Heads or designees, or the City Manager may approve exceptions on a case-by-case basis, subject to review by the Risk Manager. Unauthorized Expenses: Items of a personal nature are not reimbursable including, but not limited to: movies, entertainment, premium television services, alcoholic beverages, dry-cleaning, spas, gyms, barber/hairdresser, magazines, shoe shines, travel insurance, purchase of clothing or toiletries, loss of tickets, fines or traffic violations, excess baggage costs, spouse and/or guests accommodations, repairs to CITY OF ROHNERT PARK CITY MANAGER ADMINISTRATIVE POLICY SUBJECT/TITLE: POLICY NO: APPROVAL DATE: TRAVEL AND EXPENSE POLICY 1.01.001 AUGUST 28, 2024 Page 6 of 7 personal vehicles, office equipment and other items of personal nature. Optional tours, banquets or other activities not related towards professional advancement offered through the conference, but at an additional cost to registration, are solely at the discretion of the employee and will be considered as a personal expense. If unauthorized expenses have been paid by the City by credit card, cash advance or petty cash, the employee will be responsible for reimbursement within 10 days to the City. Failure to reimburse the City within the specified timeline may result in disciplinary action. Accounting for Expenses: When you return from your trip or official function, a final accounting of all expenses, except for advanced meal per-diem, must be approved by your Department Head or designee, or City Manager and submitted to the Finance Department within ten (10) working days. A city-approved expense report is required in all cases with all required receipts attached. The approved Travel Authorization form shall be included as well. Payment for allowable travel expenses may be in the form of prepayment by City check, City credit card payment, travel advances in an amount equal to estimated expenses and/or out-of-pocket payments by the employee. Any unused amount of travel advance shall be returned to the City. Non-allowable expenses shall be deducted from any reimbursement due to the employee for out-of-pocket expenses. Discretion: This policy does not claim to have addressed all contingencies and conditions. Expenses will be reviewed for reasonableness based on price differentials in different cities. Any necessary and reasonable expense that may from time-to-time be justified due to circumstances or opportunities for the City, will be honored upon approval by the Department Head or designee, or the City Manager. Those expenses will be reimbursed to the traveler with adequate documentation and justification. Unnecessary or exorbitant expenses will be disallowed. Original receipts and copies of the conference schedule will be required to substantiate ALL expenses, except for Meal Per-diem advances. No reimbursement will be granted without a receipt. APPENDIX REVISION HISTORY: CITY OF ROHNERT PARK CITY MANAGER ADMINISTRATIVE POLICY SUBJECT/TITLE: POLICY NO: APPROVAL DATE: TRAVEL AND EXPENSE POLICY 1.01.001 AUGUST 28, 2024 Page 7 of 7 APPROVED 1981 – FORMER # 128.08 REVISED 07/23/2024 REVISED 08/28/24