HomeMy WebLinkAboutAO 38 Travel Authorization Expense Reimbursements 04152003 Superseded ,
ADMINISTRATIVE ORDER NO. 38
i (REPLACES ADMINISTRATIVE ORDER NO. 38, DATED APRIL 18, 1983.)
TO: All Department January 14, 1997
From: Gary Crutchfiel ager
Subject: TRAVEL AUT ORIZATION; TRAVEL EXPENSE CLAIMS ;
AND TRAVEL EXPENSE ALLOWANCES,
Administrative Order No. 38 dated April 18, 1983, is hereby rescinded and the following
Order is promulgated in lieu thereof;
I . TRAVEL AUTHORIZATION PROCEDURE:
All travel on official business outside of the Tri-Cities metropolitan area requiring
overnight accommodations shall be authorized in advance by the City Manager, or his
designee. Travel incorporating one day' s duration or less, shall require the approval of
the department head only; however, if a travel advance is requested, then the travel
requires the advance approval of the City Manager or his designee.
Part I of Form No. 1983- 1 , entitled "Travel Authorization Request and Travel Expense
Estimate" (see Exhibit A attached) shall be completed in triplicate by the employee
• requesting the travel authorization and submitted to his/her department head for
approval. The employee shall provide (in the place designated on the form) a realistic
estimate of the travel expenses to be incurred and shall indicate the amount of the travel
advance request, if any.
The department head shall review the request for travel and, if deemed appropriate, the
department head shall sign his/her approval on the form in Part II and shall show the
fund and account number to which the travel expense is to be charged, and shall submit
the form in triplicate to the Director of Finance/Administrative Services for pre-audit
review and for an endorsing signature of approval, if appropriate.
If the Director of Finance/Administrative Services finds the required amount of money
is available in the indicated fund and account, and finds the advance is appropriate for
travel, the Director will add an endorsing signature to the form in Part III and will
submit the form in triplicate to the City Manager or his designee as final approval. If
the Director finds the travel appropriation is insufficient, then the request form shall be
returned unsigned to the department head, with a notation from the Director indicating
the grounds for disapproval.
Upon approval , the City Manager or his designee will forward the form to the Travel
Advance Fund Custodian in Finance/Administrative Services which shall be
authorization to prepare the advance travel check. The Custodian of the Travel Advance
Fund shall require an acknowledging signature in Part V of the original copy by the
employee to verify the receipt of the check from the Custodian. The Travel Advance
Fund Custodian will retain two copies and give the employee copy to the employee
requesting the travel . The Travel Advance Fund Custodian will keep one copy for
his/her records and attach one copy to the Travel Advance Fund claims reimbursement
submitted to Accounts Payable.
II. ADVANCE TRAVEL FUNDS REQUESTS :
Only elected, appointed officials, or employees shall be eligible for travel advances.
Advance travel expense funds will be granted only for out-of-town travel (away from
the Tri-Cities metropolitan area) of more than one day' s duration (involving overnight
accommodations. If advanced travel funds are requested for expenses associated with a
conference or seminar; a copy of the agenda is to be included with the advance travel
request. Advance travel funds will not be issued for amounts less than $50.00.
The 'Travel Authorization Request" must be submitted in triplicate through the chain of
command for the approval process, with enough lead time so the Custodian of the
Advance Travel Fund in the Finance/Administrative Services Department has a
minimum of five (5) working days prior to the date of travel to process and prepare the
check for the advance. A check for an advance will be available for pickup from the
Fund Custodian one ( 1) working day prior to the beginning day of the travel.
Exceptions will be considered for those occasions when short notice of the meeting
precludes compliance with the time requirements.
III. TRAVEL EXPENSE CLAIMS:
When official travel is completed, all actual travel expenses shall be submitted to the
Finance/Administrative Services Department by the employee within ten ( 10) calendar
days following the completion of the travel period. These expenses shall be listed on
• the "Claim for Expenses" voucher (see Exhibit B) and the voucher shall be signed by
the employee and the department head on the designated signature lines and transmitted
to the Director of Finance/Administrative Service together with the employee' s copy of
the "Travel Authorization Request/Travel Expense Estimate'.
In addition to attaching the employee' s copy of the above form, the employee shall
attach to the claims voucher all applicable registration, hotel, motel, and auto rental
receipts for expenditures. If expenses are associated with a conference or seminar; a
copy of the registration and agenda shall be attached to the claims voucher. See Meal
Reimbursements for meal claims. Receipts will not be required for taxi fares and for
other miscellaneous items of a minor nature; however, the department head may require
explanations where the dollar amounts appear unreasonably high. Any excess funds
from the travel advance check not actually used for the authorized travel shall be
returned with the claim for expenses. If an airplane ticket is involved, attach the page
which is marked "Passenger' s Coupon". Please explain all items of expense which are
not readily apparent. Tipping is an allowable expense, but no more than fifteen percent
( 15) of the original bill for dining can be submitted for reimbursement.
The Director of Finance/Administrative Services (or designee) will audit the travel
expense voucher for accuracy and will check expense items against the estimate of
expense originally provided by the employee.
All travel expense claims not involving a cash advance should normally be submitted
monthly, except that any claim less than S 10.00 desirably should be held until the
aggregate exceeds $ 10.00 and then be submitted for reimbursement.
•
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IV. PENALTIES :
If cash advances are not settled within ten ( 10) working days of the ending date of
travel, the Director of Finance/Administrative Services may withhold the amount of
advance from the employee' s next paycheck and transfer the money to the Advance
Travel Fund. No advance of any kind shall be made to any officer or employee when
he/she is delinquent in accounting for or repaying a prior advance for travel.
V . MILEAGE PAYMENTS :
Mileage will be reimbursed at the "Standard Mileage Rate" as published in the Internal
Revenue Service Publication No. 463 for use of a privately owned automobile for
official business. If the employee receives auto allowance, any mileage reimbursement
submitted must be adjusted by subtracting 50 miles from the total miles traveled.
VI. MEAL REIMBURSEMENTS:
Eligible meals are for City employees and officials when authorized official business
travel outside the Tri-City metropolitan area requires overnight accommodations.
Eligible meals will be reimbursed using actual reasonable receipts or a meal allowance.
The reimbursement methods can not be combined. An election of the meal
reimbursement method must be made at the time the Request For Advance Travel Form
is completed.
The meal allowance rates are the "Standard Meal Allowance" or, as applicable, the
• "Higher Standard Meal Allowance" rates as published in the Internal Revenue Service
Publication No. 463. If meals are required for a portion of a day the following
percentages will be use as guidance: Breakfast 25%; Lunch 30%; Dinner 45% . The
guidelines for determining which meals an employee is eligible for when traveling
partial days shall be:
Breakfast 6:00 a.m. through 11 :00 a.m.
Lunch 11 :00 a.m. through 6:00 p.m.
Dinner 6:00 p.m. through 11 :00 p.m.
VII. MISCELLANEOUS :
Only reasonable and necessary expenses incurred by city officers or employees while
performing official duties for the City will be reimbursed. No reimbursement will be
made for personal expenses and entertainment. The cost of a business breakfast or
lunch, where the primary purpose is to represent the City, shall be eligible for
reimbursement; in these cases, a receipt covering the expenditure must be attached to
the "Claim for Expense".
•
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CITY OF PASCO EXHIBIT A
TRAVEL AUTHORIZATION REQUEST
AND TRAVEL EXPENSE ESTIMATE
WRT l : (To be completed by employee)
Name of Employee Department Date
I HEREBY REQUEST AUTHORIZATION TO ATTEND THE FOLLOWING REQUIRED MEETING AND THE TRAVEL ASSOCIATED THERE-
WITH, AS FOLLOWS:
Title of Seminar/Workshop/Meeting:
Destination: I will leave on:
No. of days off the job: I will return on:
Purpose:
MY ESTIMATED OFFICIAL EXPENSES WILL BE AS FOLLOWS:
Lodging: days@ /day LODGING: $
Meals: Breakfast: days = $
Lunch: days = $ MEALS: $
Dinner: days = $
Travel: Miles at 20 ClMile by Private Vehicle
. Miles by City Car TRAVEL: $
Commercial Transportation
Tuition/Registration: $ TUITION/REGISTRATION: S
Other Charges: $ OTHER CHARGES: $
TOTAL ESTIMATED COST: S
OF THE TOTAL ESTIMATED EXPENSE ABOVE, I REQUEST AN ADVANCE OF : $
PART II : (To be completed by department head)
Approved by : Date: 19 —
Charge to: Fund: Account
PART III : Preaudit endorsement: 1 verify that the required funds in the total amount named above are appropriated and available in the
budget account as shown above for the purpose as indicated,
DIRECTOR OF FINANCE/ADM INST RATION SERVICES
PART IV : City Manager's endorsement of approval :
Approved : Date: 19
RT V : Receipt for advance: I hereby acknowledge receipt of check number for $ dated r
19 _ from the Custodian of the Travel Advance Fund.
EMPLOYEE'S SIGNATURE DATE
FORM 1983.1
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ADMINISTRATIVE ORDER NO. 38 1
AMENDMENT NO, I
TO: All Departme s April 15, 2003
From: Gary Cmtchfi anager
Subject: AMENDMEN TO ADMINISTRATIVE ORDER 438, MEAL AND
MISCELLAN OUS REIMBURSEMENTS
The following amended sections to Administrative Order #38 are effective immediately.
VI. MEAL REIMBURSEMENTS
Ovemieht Travel
City employees and officials may be reimbursed for meals when authorized on official
business travel outside the Tri-City metropolitan area requiring overnight
accommodations. Eligible meals will be reimbursed using actual reasonable receipts or a
meal allowance. The reimbursement methods cannot be combined. An election of the
meal reimbursement method must be made at the time the Request for Advance Travel
form is completed.
• The meal allowance rates are the "Standard Meal Allowance" or, as applicable, for the
specific travel destination as published in Federal Travel Regulations. If meals are
required for a portion of a day the following percentages will be used as guidance:
Breakfast 25 %; Lunch 30%; Dinner 45%. The guidelines for determining which meals an
employee is eligible for when traveling partial days shall be:
Breakfast .... .......... . ....... ..... ... . ... ... ........ .. ... . ... . 6:00 a.m. through 11 :00 a.m.
Lunch ......... ..... ........... ..... ......... ... .......... .... ... . 11 :00 a.m. through 6 :00 p.m.
Dinner .. .... . . .. . ... ... .. ..... ..... ......... . ......... .......... .6:00 p.m. through 11 :00 p.m.
Non-Overnight Travel/City Business
City employees and officials may be reimbursed for meals when authorized on official
business travel outside of the Tri-City metropolitan area when such travel does not include
overnight accommodations; however, Internal Revenue Service regulations require that
such meal reimbursements be treated as taxable income to the employee.
The cost of a business meal, where the primary purpose is to represent the City, shall be
eligible for reimbursement, regardless of location In such cases, a receipt covering the
expenditure must be attached to the "Claim for Expense" (per diem allowances may not be
used).
VII. MISCELLANEOUS
Only reasonable and necessary expenses incurred by city officers or employees while
performing official duties for the City will be reimbursed. No reimbursement will be
made for personal expenses or entertainment.