HomeMy WebLinkAboutN-460 - Travel Authorizations Expense Claims (2)CITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 460
Finance
Subject: Travel Authorization; Travel Expense Claims; and
Travel Expense Allowances
Initial Effective Date:
Aril 18, 1983
Revised
1/14/97
Amend #1
4/15/03
10/5/09
7/18/18
Approved
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The following Administrative Order is effective July 18, 2018 and supersedes Administrative
Order No. 4, dated 8/9/78; Administrative Order 38, dated 4/18/83 and 1/14/97; Amendment No.
1, dated 4/15/03; and Administrative Order No. 460, dated 10/05/09.
I. PURPOSE:
This Administrative Order is issued to establish policies and procedures regarding travel
authorizations, allowances and reimbursements.
II. DEPARTMENTS AFFECTED:
All.
III. RESPONSIBILITIES:
A. Responsibility of Traveler
City of Pasco travelers are responsible to comply with this policy.
A traveler is the person required to attend approved conferences, trainings,
conventions, and other functions on behalf of the City.
ii. Travelers shall not commit City funds until the Authorizing Official approves
travel.
iii. Any additional costs resulting from a traveler taking a companion on City travel
shall not be reimbursed or paid by the City.
iv. Any additional costs related to traveling in advance or extending the stay
beyond the time necessary to attend the approved conference, training,
convention and other authorized functions shall not be reimbursed or paid for
by the City.
V. Travelers shall document all allowable and authorized travel -related
expenditures with itemized receipts, invoices, or other acceptable
documentation. For missing documentation, the traveler shall attach a Missing
Receipt Form to the Travel Reimbursement Form. The City will not reimburse
travelers for unauthorized travel expenditures.
vi. Any travelers accepting complimentary trips must maintain compliance with
the City's Gift and Ethics Policy (AO No. 259).
vii. For Group expenditures incurred by one traveler, the affected traveler shall
submit with the respective receipts an itemized breakdown of each traveler's
expenses where possible. If individual breakdown in not feasible, a list of all
the staff involved in the cost incurred shall be provided.
viii. Travelers may not authorize reimbursement of their own expenses. The
Director or Supervisor should approve the reimbursement for all travel. The
City Manager and Deputy City Manager will approve travel for the Department
Directors and one another.
ix. All expense reports should be submitted within 15 working days after travel.
All expense reports must be complete, accurate, signed by the traveler, and with
the proper backup documentation.
X. Failure to comply with this policy may result in disciplinary action.
B. Responsibility of Department Directors
Department Directors or their delegate (Authorizing Official) has the primary
responsibility for ensuring compliance with this policy. The Authorizing Official must
approve the traveler's travel advance request and/or expense reports and ensure that
the following criteria is met:
i. The travel expense was incurred while conducting City business.
ii. Information contained on the travel advance request and expense reports and
the attached documentation is accurate and in accordance with this policy.
iii. The appropriate expense line items have funding available prior to travel and
will not interfere with other planned travel expenses. If funding is necessary,
an initiation of a budget amendment with the Finance Department is necessary.
C. Responsibility of Finance Director
The Finance Director or their delegate has the responsibility to provide the appropriate
forms to the departments and of auditing the advance travel and reimbursement costs
to ensure compliance with this policy.
Administrative Order No. 460: Travel Authorization; Expense Claims; Expense Allowances
Page 2
IV. TRAVEL AUTHORIZATION PROCEDURE:
All travel on official business outside of the Tri -Cities metropolitan area requiring
overnight accommodations, or if a travel advance is requested, shall be authorized in
writing by the department Authorizing Official. Travel incorporating one day's duration or
less, shall require the approval of the Division Manager.
The Travel Expense Reimbursement Form with the Advance Travel Request box checked
(see Exhibit A attached) shall be completed by the employee requesting the travel
authorization and submitted to his/her department Director 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 Director shall review the request for travel and, if deemed appropriate, the
department Director shall sign his/her approval on the form, shall designate the fund and
account number to which the travel expense is to be charged, and shall forward the form
and attached documentation to the Finance Department.
Upon approval, the Finance Director (or designee) will forward the form to the Travel
Advance Fund Custodian in Finance who shall be authorized to prepare the advance travel
check. The Custodian of the Travel Advance Fund shall require an acknowledging
signature by the employee to verify the receipt of the check from the Custodian.
V. ADVANCE TRAVEL FUNDS REQUESTS:
Only elected, appointed officials or employees shall be eligible for travel advances.
Advance travel expenses 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 registration and agenda, if available, is to be included
with the advance travel request. Advance travel funds will not be issued for amounts less
than $100.00.
The Travel Expense Reimbursement Form must be submitted through the chain of
command for the approval process, with enough lead time so the Custodian of the Advance
Travel Fund in the Finance Department has a minimum of ten (10) 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 within two to three (2-3) working
days prior to the beginning day of the travel.
If cash advances are not settled within fifteen (15) working days of the ending date of
travel, the Finance Director may withhold the amount of advance from the employee's next
paycheck and transfer the money to the Advance Travel Fund (Exhibit B). 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.
Administrative Order No. 460: Travel Authorization; Expense Claims; Expense Allowances
Page 3
Exceptions will be considered for those occasions when short notice of the meeting
precludes compliance with the time requirements.
VI. TRAVEL TIME:
As per the Fair Labor Standards Act, for a non-exempt traveler who travels to another
location and returns home the same day, the time spent in traveling to and returning from
is work time, with the exception of time the employee would normally spend commuting
to the regular work site. For travel that keeps an employee away from home overnight,
hours worked during travel time are considered hours worked on regular working days
during normal working hours, as well as corresponding hours on nonworking days. Time
spent in travel away from home beyond scheduled hours as a passenger on an airplane,
train, bus, or automobile cannot be counted as time worked.
Travel -related overtime in connection with travel on City business requires authorization
from the Approving Official as part of the approval for the request for travel for in-state,
out-of-state, and international travel.
Employees are responsible for accurately tracking, calculating and reporting travel time on
their timesheets in accordance with this policy.
Meal periods shall be deducted from all travel time.
For travel time calculations, the employee's primary work location shall be used as the
point of origin.
VII. VEHICLES
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 for each event. The
employee's primary work location will be considered the point of origin for all mileage
reimbursements.
For personnel who have access to a City vehicle, the department Director (or designee)
must approve the use of a personal vehicle. Staff who receive an auto allowance may use
their personal vehicle for travel. In addition, if more than one traveler is traveling to the
same destination, they are encouraged to share transportation whenever possible. It is
encouraged for travelers to commute, therefore only claiming one mileage reimbursement.
Rental cars are only 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 Approving Official.
Rental Cars shall only be approved if other ground transportation, such as shuttles or taxis,
are more expensive during the stay at the destination. Documentation of cost savings must
be attached to the Travel Expense Reimbursement Form.
Administrative Order No. 460: Travel Authorization; Expense Claims; Expense Allowances
Page 4
VIII. AIRFARE
The City will pay only the
purpose of the City travel.
utilizing airfare for travel.
costs for the most direct route necessary to accomplish the
Travelers shall comply with the following restrictions when
A. Travelers shall fly coach class on the lowest cost flight(s) available. Upgrades of
any kind shall not be reimbursed, including early boarding, unless determined
necessary by the Approving Official.
B. Costs incurred from personal travel will not be reimbursed, unless incurred for the
benefit of the City, as determined by the Approving Official.
C. Travelers who use their personal frequent flyer miles for City business shall not be
reimbursed for the value of the tickets. Frequent flyer miles earned by any traveler
during City business travel may be retained by the traveler for business or personal
use.
D. Excess baggage charges shall not be reimbursed. The City will cover the cost of
one checked bag only, unless the traveler is travelling with heavy or bulky material
necessary for business or travelling for more than seven days.
E. Airfare tickets purchased with a personal credit card must provide a valid receipt
for reimbursement purposes and a copy of the boarding pass. (Reimbursement will
occur after return from the trip.)
F. If a trip is cancelled and the employee receives credit for the value of the airfare,
the employee should reimburse the City for that amount.
IX. LODGING
Travelers shall seek standard double room lodging options that are safe and convenient at
the lowest possible cost. The following restrictions apply to lodging options:
A. Travelers should stay at a conference hotel at the negotiated conference rate, or
hotels that offer government rates to local governments.
B. If the conference hotel is not available, a hotel that offers the State rate in a safe
area and within reasonable distance is preferred.
C. If all options above not available, the traveler should stay at an alternate hotel with
the most economical rate, which shall be capped at 150% of the applicable rate for
lodging as determined by GSA.
D. Trips that bundle lodging and other travel costs are not allowable under this Policy
unless approved by the Approving Official upon demonstration by the traveler that
Administrative Order No. 460: Travel Authorization; Expense Claims; Expense Allowances
Page 5
the cost of the bundled trip does not exceed the component costs of the trip as
allowed under this Policy.
E. The use of a hotel is restricted to cities located beyond 75 miles from Pasco City
Hall. Exceptions can be made by the Approving Official who should provide a
justification memo to account for any deviation from the standard reimbursement,
including, but not limited to, the number of days of travel, the route of travel, not
participating in meals provided, etc. (for example, due to weather or health issues).
X. COMMUNICATION:
Internet Connection Services purchased to conduct City business until reaching the travel
destination or at the lodging destination are reimbursable expenses with the submission of
an itemized receipt. Travelers must comply with the City's Use of Email, Internet Services
and Other Electronic Media Policy.
In the absence of City issued phones, the City will reimburse travelers for personal and
business phone calls at up to $10 per day. Itemized receipts must accompany the Travel
Expense Reimbursement Form.
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A. Meal Reimbursement WITH Overniaht Stav
Meals and incidental expenses are reimbursed on a per diem basis (without receipts).
The meal allowance rates are determined by the applicable GSA rates for the specific
travel destination. 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 following
guidelines shall be used for determining which meals an employee is eligible for when
traveling partial days (if the employee is out of the City for the entire time period
specified, (s)he is eligible for the allowance):
Breakfast: 6:00 a.m. through 8:00 a.m.
Lunch: 11:00 a.m. through 2:00 p.m.
Dinner: 5:00 p.m. through 7:00 p.m.
Traveler must comply with the following restrictions for meal and incidental
reimbursement:
i. AIR TRAVEL. Per diem reimbursement is based on reasonable airport check-
in requirements, along with the flight departure and arrival times.
ii. GROUND TRAVEL. Per diem reimbursement is based on reasonable arrival
time and length of trip. For example, if the employee travels to Seattle the day
before a conference which is scheduled to start at 8:00 am the next day, the
employee would only be entitled to reimbursement for dinner, regardless of the
Administrative Order No. 460: Travel Authorization; Expense Claims; Expense Allowances
Page 6
time the employee actually left the City of Pasco unless otherwise authorized
by the Approving Official.
iii. When meals are purchased during registration for an event or provided by the
hotel (i.e. full service breakfast) or as part of the conference or training, the
meal is deducted from the per diem allocation. For example, if the hotel or
conference provides a full service (hot) breakfast or dinner, per diem is not
permitted. However, if hors d'oeuvres are served at a conference related social,
then per diem is permitted.
iv. Event brochures/agendas are required to accompany the Travel Expense
Reimbursement Form. They will be used to determine what meals are provided
as part of the event (included in the registration fee). When meals are provided
as part of the cost of an event, travelers will not be provided per diem. When
the traveler can justify a legitimate business or personal reason, such as dietary
restrictions, to not participate in the provided meal, the traveler must submit
written justification to receive per diem for that meal.
DO NOT USE P -CARDS FOR MEALS WHEN ON TRAVEL ELIGIBLE FOR PER
DIEM REIMBURSEMENT (OVERNIGHT TRAVEL). IF P -CARDS ARE USED IN
ERROR, REPORT THE EXPENSE AND TYPE OF EXPENSE WITH RECEIPT (for
example, dinner on 1/1/2018) TO FACILITATE THE APPROPRIATE
REIMBURSEMENT OR REPAYMENT.
B. Meal Reimbursement WITHOUT Overniaht Stay
City employees and officials may be reimbursed for meals, based on actual, reasonable
receipts, when authorized on official business not involving overnight
accommodations. Meal reimbursement is restricted to locations beyond 50 miles from
the Pasco City Hall unless the following applies:
i. Business meals between City employees and non -city employees that can
reasonably be expected to bring a specific business benefit to the City. There
needs to be a clear and compelling reason to meet outside the office, over a
meal.
ii. Meal expenses directly related to and necessary for attending business meetings
or conventions of organizations directly related to City business. These
organizations include chambers of commerce, business leagues and trade or
professional organizations such as the American Planning Association,
American Public Works Association, etc.
iii. Meals provided by the City that meet the following three criteria:
a. The meal must be brought to the employee; cash may not be given to the
employee to buy a meal.
Administrative Order No. 460: Travel Authorization; Expense Claims; Expense Allowances
Page 7
b. The meal must be provided at the City's business premises. This may
include temporary work sites, such as a rented hotel conference room, if
business is conducted there. Public restaurants do not qualify as business
premises.
c. The meal must be provided for the City's convenience and have a sound
business justification. Examples include:
Meals furnished during work hours so employees are available for
emergency calls during the meal. Documentation must be provided that
an emergency occurred.
Meals delivered to the office at a group meeting that spans a mealtime
and the meeting cannot be interrupted for a meal break. A meeting
agenda is required as documentation.
* The following food and beverage expenses are taxable under the IRS code and will
be reported to Payroll by Accounts Payable.
• Meals consumed while transporting City or non -city participants to recreation
programs.
• Meals between City employees and/or non -city employees off the City premises
that otherwise qualify for reimbursement under City policy.
Tipping. Tipping is an allowable expense, but no more than fifteen percent (15%) of the
charge for the meal and non -alcohol beverage or transportation expense can be submitted
for reimbursement.
THE USE OF A P -CARD IS ALLOWED FOR MEAL REIMBURSEMENT WITHOUT
OVERNIGHT STAYS. A DETAILED RECEIPT THAT SHOWS THE ITEMS
PURCHASED IS REQUIRED.
XII. TRAVEL EXPENSES CLAIMS:
When official travel is completed, all actual expenses shall be submitted to the Finance
Department by the employee within fifteen (15) calendar days following the completion of
the travel period. These expenses shall be listed on the Travel Expense Reimbursement
Form (Exhibit A) and the form shall be signed by the employee and the department Director
on the designated signature lines and transmitted to the Finance Director together with the
employee's copy of the approved advance travel request, if applicable.
In addition to attaching the employee's copy of the above form, the employee shall attach
to the reimbursement form:
• All applicable registration, lodging and auto rental receipts for expenditures.
Administrative Order No. 460: Travel Authorization; Expense Claims; Expense Allowances
Page 8
• If expenses are associated with a conference or seminar, a copy of the registration
confirmation and the agenda must be attached.
• Applicable receipts/documentation for meal claims (see section XI Meals).
• Documentation for taxi fares and other miscellaneous items of a minor nature. The
department Director may require explanations where the dollar amounts appear
unreasonably high.
• A hard copy of payment confirmation (or e -ticket) purchase for airline tickets.
• An explanation of all expenses which are not readily apparent.
Any excess funds from the travel advance check not actually used for the authorized travel
shall be returned with the Travel Expense Reimbursement Form, preferably in the form of
a check or money order to the City of Pasco.
All travel expense claims not involving a travel advance should normally be submitted
after each travel, except that any claim less than $10.00 should be held until the aggregate
exceeds $10.00, and then be submitted for reimbursement.
The Finance Director (or designee) will audit the Travel Expense Reimbursement Form for
accuracy and will check expense items against the estimate of expenses originally provided
by the employee.
XIII. 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 trade
for personal expenses or entertainment.
The Department Director has the authority to deviate from the above guidelines when a
justification memo with the Travel Expense Reimbursement Form is provided.
Administrative Order No. 460: Travel Authorization; Expense Claims; Expense Allowances
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