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HomeMy WebLinkAbout2024.06.18 PPFD Meeting Packet - Addendum - Travel Policy1 | P a g e Pasco Public Facilities District Travel Policy Approved ##/2024 2 | P a g e Purpose To establish policies and procedures related to obtaining travel authorization, advance travel funds, and expenditure or reimbursement for business travel expenses. Definitions Commercial Lodging Facility: A business, non-profit, or governmental entity that provides lodging accommodations for a fee. Commute: Travel between the official residence of the employee /member/volunteer and their official station. Eligible Meals: Meals which meet the IRS qualifications for a non -taxable reimbursement to an employee/member/volunteer in travel status. This generally requires an overnight stay. Incidental Expenses: Fees and tips given to porters, baggage carriers, hotel and restaurant staff, flight attendants, and others for personal services performed. This is not a miscellaneous expense. An allowance for incidental expenses is included within the per diem rates for the area of travel. Interlocal Agreement (ILA): The Pasco PFD has a long-standing and evolving Interlocal Agreement (ILA) with City of Pasco for a variety of services. Ineligible Meals: Meals which do not meet the IRS qualifications for a non-taxable benefit. Official Residence: The city, town, or other location where a PPFD employee/member/volunteer maintains a residence that is used as their primary domicile, based on items such as voter registration, ownership, or long-term rental of a personal residence, and the permanent address carried in the employee's personnel file. Official PPFD Business: Activities performed by a PPFD employee/member/volunteer as directed by his or her supervisor in order to accomplish PPFD programs or as required by the duties of his or her position or office. Official Station: The location will be considered Pasco City Hall, located in the City of Pasco, Washington. Pasco Public Facilities District (PPFD): A Washington State Public Facilities District formed in 2002 by City of Pasco resolution and governed by Washington State RCW Chapter 3 5.57. Per Diem: Allowances for lodging, meals and incidentals as established by the Office of the General Services Administration (GSA) for the area of travel. The most current per diem rates 3 | P a g e can be found at the following web address: http://www.gsa.gov. Per diem rates include the costs of tax and gratuity. Reimbursement: Can also be interpreted to mean “paid for by the Pasco Public Facilities District.” Eligible expenses need not necessarily be reimbursements to the individual, they can be expenses paid by the PPFD directly to the vendor. Travel Authorization/Expense Form: Official PPFD form used to obtain authorization for travel. See Attachment A. Official PPFD form used to obtain reimbursement for authorized travel expenses and/or to document expenditure of travel advance funds. Travel Status: The official status of a traveler when the traveler is away from both the official residence and the official station, exclusive of commuting between the traveler’s official station and official residence, on PPFD-related business. The IRS defines this as a time when your duties require you to be away substantially longer than an ordinary day’s work, and you need to sleep or rest to meet the demands of your work while away from home. (In almost all cases, this means an overnight stay is involved.) Traveler: A person in travel status who is on official PPFD business. 1. Policy Overview This is the policy of the PPFD to reimburse employees/member/volunteer for reasonable travel expenses incurred in the conduct of business for the PPFD. Reimbursement for such necessary and reasonable expenses will be made subject to the rules herein by application and upon compliance with this policy and with Chapter 35.57.050. 2. Responsibility of travelers A traveler on official PPFD business is responsible for: • Being familiar with PPFD travel and transportation regulations before embarking on travel. • Exercising the same care in incurring expenses and accomplishing the purposes of the travel that a prudent person would exercise if traveling on personal business. Excess costs, circuitous routes, delays, or luxury accommodations unnecessary or unjustified in the performance of official PPFD business travel are not acceptable. • Paying any expenses incurred for personal preference or convenience. • Returning as promptly as possible to either the official station or official residence when the PPFD business is completed. • Securing prior authorization for travel. • Preparing the Travel Expense Voucher and providing appropriate receipts and documentation. 4 | P a g e 3. Advance Travel Arrangements Required All travel arrangements, including but not limited to airline reservations, hotel reservations, car rental reservations, conference registration, etc., shall be made in advance to take advantage of any available discounts and to avoid paying premium rates, but only after a Travel Authorization Form has been completed and approved . 4. Health and Safety of Travelers The health and safety of travelers is a top priority in the conduct of travel related activities. It may be necessary to alter travel plans and itineraries in consideration of hazardous inclement weather and other situations that could threaten the health and safety of PPFD employees/members/volunteer. When this occurs, travelers should: • Promptly notify the traveler's supervisor of the change in travel plans. • Note the reason for any additional expense on the traveler's tra vel expense voucher. 5. Excess travel Time Any excess travel time which is brought about by the traveler’s choice of transportation or other personal reasons will be charged to the traveler, this will be in the form of vacation time, out-of-pocket expenses, or time not paid. 6. Excess Travel Expenses Any excess travel expenses which are brought about by the traveler’s personal activities are the responsibility of the traveler. Only those travel expenses directly related to PPFD business are allowed. Airfare is to be no more than economy seat travel, hotels to me no more than standard room stay, any excess or upgrade to any travel expense is at the responsibility of the traveler. 7. Travel Authorization Advanced authorization for travel must be obtained as documented by a properly completed and approved Travel Authorization form and approved by the Executive Director. The form will be created and updated by the Executive Director as necessary for efficient travel and compliance with necessary accounting rules or laws. 8. Approvals • Board Members – Under $150 approved by signature of Executive Director; $150 or over approved by Board, documented via signatures on Minutes. • Executive Director – Under $150 approved by signature of Chair; $150 or over approved by Board, documented via signature on Minutes. • PPFD employee/member/volunteer – Under $150 approved by Executive Director; $150 or over approved by Board, documented via signature on Minutes. 5 | P a g e 9. Lodging Under normal circumstances, payment for lodging is only allowed when traveling outside of The City of Pasco, WA. The actual cost of commercial lodging facility accommodations is eligible for payment or reimbursement up to the maximum lodging rate allowed (excluding tax) for the area of travel as established by the Office of the General Services Administration (GSA). The most current maximum lodging rates can be found at the following web address: http://www.gsa.gov under “Per Diem Rates.” An original, itemized, paid hotel bill is required. If a family member or guest accompanies the traveler, the traveler shall pay for the additional amount over that of a single accommodation. The single accommodation rate must be noted on the hotel/motel bill submitted. Irregular circumstances where payment may be allowed for reimbursement with approval from the Executive Director include: • When costs in the area have escalated for a brief period of time either during special events or disasters. • When lodging accommodations in the area of travel are not available at or below the maximum lodging amount, and the savings achieved from occupying less expensive lodging at a more distant site are consumed by an increase in transportation and other costs. • The traveler attends a meeting, conference, convention, or training session where the traveler is expected to have business interaction with other participants in addition to scheduled events. Further, it is anticipated that maximum benefit will be achieved by authorizing the traveler to stay at the lodging facilities where the meeting, conference, convention, or training session is held. • To comply with provisions of the Americans with Disabilities Act, or when the health and safety of the traveler is at risk. • When meeting room facilities are necessary, and it is more economical for the traveler to acquire special lodging accommodations such as a suite rather than to acquire a meeting room and a room for lodging. 10. Meals Individuals on travel status may be reimbursed for meal expenses using per diem rates as established by the Office of the General Services Administration (GSA) for the area of travel. (No meal receipts are required.) The most current per diem rates can be found at the following web address: http://www.gsa.gov. Under normal circumstances, payment for travel status meals is only allowed when traveling outside of Franklin and Benton Counties. In addition, the employee must be in travel status for the entire PPFD-defined meal period to be eligible for payment of a particular meal expense. Meal periods are defined as follows: Breakfast: 6:30 – 7:30 am Lunch: 12:00 – 1:00 pm Dinner: 5:00 – 6:00 pm 6 | P a g e Note: It is not a requirement that the meal be consumed during the meal period, only that the employee is in official travel status for the entire meal period to qualify for per diem for that particular meal. The employee may not stop for a meal or depart earlier than necessary just to meet the meal period requirement. Meal allowances will be reduced by the amount of any meal not related to the travel, provided as part of the conference or training, or paid for by the PPFD through any other means. For these purposes, a meal does not include a complimentary meal served on an airline, or a “continental breakfast” which normally consists of pastries, juice and coffee. 11. Airfare The PPFD will pay only the costs for the most direct route necessary to accomplish the purpose of the PPFD travel. Travelers shall comply with the following restrictions when utilizing airfare for travel: • Travelers shall fly coach class on the lowest cost flight(s) available. Upgrade any kind shall not be reimbursed, including early boarding, unless determine necessary by the Executive Director. • Costs incurred from personal travel will not be reimbursed, unless incurred for the benefit of the PPFD, as determined by the Executive Director. • Travelers who use their personal frequent flyer miles for PPFD business shall not be reimbursed for the value of the tickets. Frequent flyer miles earned by any traveler during PPFD business travel may be retained by the traveler for business or personal use. • Excess baggage charges shall not be reimbursed. The PPFD will cover the cost of one checked bag only, unless the traveler is travelling with heavy or bulky material necessary for business or traveling for more than seven days. • Airfare tickets purchased with a personal credit card must provide a valid receipt for reimbursement purposes and a copy of the boarding pass. (Reimbursements will occur after return from the trip.) • If a trip is cancelled and the traveler receives credit for the value of the airfare, the traveler should reimburse the PPFD for that amount. 12. Rental Vehicles Rental cars are allowed for business reasons in the situation when the hotel location is not within a safe walking distance of the event location and a shuttle service is not available. All rental car requests shall have prior approval by the Executive Director. Rental cars shall only be approved if other ground transportation, such as shuttle s or 7 | P a g e taxis, are more expensive during the stay at the destination or impractical where schedule or maintaining cohesion of a group of travelers needs to be maintained. 13. Laundry and Valet Service The actual cost of laundry and/or valet service are allowable expenses when travelers are required to be away for more than six days at one time or the conditions under which they are required to work while away create a more than normal need for such services. 14. Ineligible Expenses None of the following expenses shall be paid by the PPFD: • Travel expenses paid for by any other organization • Alcoholic beverages • Meals, lodging accommodations or any other expenses for family or guests • Fees for sightseeing tours • Mileage if traveling as a passenger in a privately owned car. • Trip insurance • Any other personal expenditure for entertainment or other purposes • Room Service or any in-room charges for mini-bar items, movies, etc. • Fines or Traffic Tickets 15. Cancellations If travel/training is canceled, the Travel Authorization Form should be voided and returned to the Finance Department as soon as possible with any advanced funds received. 16. District Issued Credit Cards None at this time. Name:Invoice #: Dept/Div:Inv Date: Job Title: Prepared by: City:Date:Date: State:Time:Time: Yes/No Did you stay in a hotel? Did the hotel provide hot breakfast? Did the conference provide hot breakfast? Did the conference provide lunch/dinner? Did you drive your personal vehicle? Was a rental car used? Advance -$ Actual -$ -$ -$ -$ -$ -$ Signatures: Employee:Date: Manager/Director:Date: Finance Audit:Date: GL Account:Amount: GL Account:Amount: GL Account:Amount: Destination:Departure:Return: ADVANCE TRAVEL AND EXPENSE REIMBURSEMENT FORM (Advance Travel assigned by Finance.) Purpose or Explanation of Trip: Local Transportation Receipts Checklist Documents Conference/Training Registration Event Schedule/Agenda Hotel Receipt Air Travel Itinerary Authorization to drive personal auto Map from primary workplace to destination Will you be reimbursed by another agency for this travel? Rental Car Receipt Mail Mileage Travel Log TOTAL Less P-card Charges: Less Advance Travel: Amount of Advance: Amount due PPFD: Amount due Employee: I, having herewith presented an itemized list of expenses on the attached sheet, which amount to the total above, do hereby certify under penalty of perjury that the foregoing accounting is just and true as therein stated; that no payment has been received by me on account thereof; that no rebate of any character, kind or description has been made to me by any person or persons furnishing any of said transportation or subsistence; that the expenses charged were actually and necessarily incurred and paid by me in lawful money. GL Account:Amount: Name: City:Date:1/0/00 Date:1/0/00 State:Time:0 Time:0 TOTAL Dates of Travel: Adv -$ Actual -$ Adv -$ Actual -$ Adv -$ Actual -$ Adv -$ Actual -$ Adv -$ Actual -$ Adv -$ Actual -$ Adv -$ Actual -$ Adv -$ Actual -$ Adv -$ Actual -$ Other:Adv -$ Actual -$ Other:Adv -$ Actual -$ Mileage Adv -$ $0.66 Actual -$ Advance -$ Actual -$ -$ Amount of Advance:-$ Amount due City:-$ Amount due Employee:-$ 0 0 Destination:Departure:Return: 0 Less Advance Travel: Breakfast Lunch Dinner Registration Hotel Airfare Communication Transportation Parking TOTAL Less P-card Charges: