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HomeMy WebLinkAbout59-23RESOLUTION 59-23 A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS APPROVES THE TRAVEL POLICY WHEREAS, the Travel Policy sets guidelines and rules to govern employees traveling for business purposes; and WHEREAS, the Town's preferred methods for booking flights, hotels, and other travel arrangements; and WHEREAS, the Town will allow international or out-of-state travel for any event or activity with the Department Head, City Manager and City Council approving international travel and the Department Head and City Manager approving out-of-state travel; and WHEREAS, the City Council can travel internationally or out-of-state as long as approved at a City Council meeting; and WHEREAS, the Town's required travel documentation is outlined in the Travel policy (Attachment A); and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the Town of Los Altos Hills approves the Travel Policy. The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on 15th day of June 2023 by the following vote: AYES; Swan, Mok, Schmidt, Tankha, Tyson NOES: None ABSTAIN: None ABSENT: None ATTEST: DeborahPadovan, City Clerk Resolution 59-23 Linda G. Swan, Mayor Page 1 LOS ALTOS HILLS ATTACH M ENT A Meg L TRAVEL AND EXPENSE POLICY 1r 'il CALIFORNIA PURPOSE Town travel should. be for business and training purposes that is of value to the Town and its residents. All expenses incurred while on Town business should constitute reasonable and practical use of public funds. When traveling, employees shall choose the most efficient, direct and economical travel options available. POLICY The purpose of this policy is to establish business travel guidelines for Town employees that are fair, accountable, and transparent. This policy addresses the criteria for Town payment of travel expenses and/or advances incurred by the Town employee. I. GENERAL GUILDELINES A. Authorized expenses shall include, but are not limited to, authorized business expenses incurred while engaging and/or participating in the following activities and/or events, which meet the criteria listed below: 1. The seminar, meeting, function, certification training or conference is mandatory or necessary to accomplish key Town or employee goals and objectives. Such activities include, but are not limited to: Town of Los Altos Hills Travel Policy a. Participating in and attending meetings of regional, state and national organizations whose activities affect the Town's interests. b. Attending educational seminars designed to improve skill and information levels. c. Attending business meetings, functions of local civic or community organizations where there is a clear nexus between the event and Town employee duty, i.e., not purely social events. June 2023 Resolution 59-23 Page 2 ATTACHMENT A 2. If the training location requires an overnight stay, efforts should be made to ensure no local option is available. Government rates should be used when available. Attendance at conferences and travel time to and from the conference must receive prior approval from the employee's supervisor. If the employee is eligible for overtime or compensatory time accrual during the travel time and conference event, wages will be calculated in accordance with FLSA requirements. Lodging at conference sponsored or group rate discount are to be utilized. 3. Registration fees will be fully paid by the Town via check (as the preferred method of payment) or credit card (if check is not viable). Any discounts offered for early registration or attendance by additional people should be obtained whenever possible. 4. International travel for any event or activity requested by staff requires Department Head, City Manager and City Council approval while out-of-state travel for any event or activity shall be authorized first by the department head and then by the City Manager. 5. Any City Council members requesting out-of-state travel or international travel for any event or activity shall be approved at a City Council meeting. B. The following are examples, but not all inclusive, of personal expenses for which the Town will not reimburse the employee, even when incurred in conjunction with approved reimbursable expenses: • Expenses incurred as a result of supplemental personal travel. • Political or charitable contributions or events. • Family or companion expenses, including those related to child or pet care. • Entertainment expenses • Meals for any person other than the employee. • Non -mileage personal automobile expenses, including repairs, traffic citations, insurance, or gasoline. • Personal losses incurred while on Town business. • Inaccurate receipts that are greater than the reimbursable cost of the item. • Alcohol C. Payments for travel and expenses may be requested as an advance, prepayment, or reimbursement of appropriate expenses for lodging, food, transportation, and incidental expenses. Reimbursement of expenses may be made only for Town employees; no reimbursement is allowed for non -employees accompanying the attendee. Town of Los Altos Hills Travel Policy June 2023 Resolution 59-23 Page 3 ATTACHMENT A D. All reimbursement claims or advances for travel and expenses (including registration) shall be accompanied by sufficient supporting documentation including original receipts, copies of registration forms, invoices, cancelled checks or notation for any receipts that are lost. E. All claims for travel and expenses shall be signed by the employee's supervisor and Department Head or his/her designee. II. TRANSPORTION A. Airfare Use of air, train, private automobile, or other mode of transportation shall be selected based on the least expensive option for the Town. Government and group rates should be used when available. 2. Transportation costs to and from the authorized destination will not exceed advance purchase economy class airfare unless such fare is not available. Employees shall inquire as to any government discount the airline may provide. The Town will not pay for upgrades (e.g. seat upgrades or early boarding options) without prior approval from the City Manager or his/her designee. S. Automobile 1. Town vehicles should be used whenever possible (no more than 1 day conferences) by employees who are not receiving auto allowance. No allowance or reimbursement for transportation is authorized when a City vehicle is used (except for road toll fees). 2. No allowance or reimbursement for transportation is authorized when a Town vehicle is used. 3. When two (2) or more employees are traveling by vehicle, the employees should make every effort to travel together. 4. Automobile mileage will be reimbursed at the rate set by the Internal Revenue Service (IRS) in effect at the time of travel and will be reimbursed for the distance between home and the destination or work and the destination, whichever is less. Finance shall be responsible for determining the applicable rate at the time of travel. This amount does not include bridge and road tolls, which are reimbursable at actual rates. Any employee in a management position who receives a vehicle allowance is not eligible for mileage reimbursement. Mileage reimbursement should be submitted within thirty (30) days of travel. Town of Los Altos Hills Travel Policy June 2023 Resolution 59-23 Page 4 ATTACHMENT A 5. If a personal vehicle is used to and from the airport, the actual mileage will be reimbursed. Parking at the airport will be reimbursed or a shuttle to and from the airport. It is encouraged that the cheaper of the two options be used. 6. The necessity for a rental car must be established and authorized in advance by the City Manager or his/her designee. Only economy car models may be rented unless the upgrade is provided at no additional cost to the Town. Prepaid gas is not to be selected, but optional insurance is required and will be reimbursed. The employee is required to notify the Town's Risk Manager and their supervisor, immediately, in the event of any incident or accident related to the rental vehicle. If and when available a police report should also be obtained if involved in a vehicle accident. When 2 or more employees are attending the same training, the rental vehicle, if approved, should be shared. C. Taxis/Shuttles 1. Whenever possible, hotel courtesy buses or local shuttle services should be used. Taxi service or Ride Share should be used only when no other convenient, less costly transportation is available. III. LODGING A. No lodging expenses incurred by employees within a 50 -mile radius will be reimbursed unless there are extenuating circumstances and approved prior by City Manager or his/her designee approval. B. Lodging expenses may be prepaid directly to the hotel or reimbursed. Prepayment or reimbursement will be limited to single occupant room rates. Lodging reimbursement shall not exceed conference hotel cost or host group rate with the exception the lodging is not available. No reimbursement will be made when lodging is at a family/friend's residence. IV. MEAL COSTS A. The Town will reimburse meal expenses with a detailed valid receipt. In addition, when an employee attends a conference which includes a meal, the employee is not inclined to eat what is provided at the conference or the time of day the meal is provided the Town will reimburse the employee. V. MISCELLANEOUS EXPENSES A. Expenses related to Town business will be reimbursed. for actual telephone, fax, parking expenses, tolls, tipping, taxi, hotel wireless charges, or other reasonable expenses. Miscellaneous expenses must be itemized, and receipts must be provided. Where receipts are not available, a signed declaration of expenditures may be accepted by the Administrative Services Director or designee at their discretion. Town of Los Altos Hills Travel Policy June 2023 Resolution 59-23 Page 5 ATTACHMENT A B. Incidental expenses incurred for fees and tips given to porters, baggage carriers and hotel staff will be reimbursed up to the General Service Administration (GSA) limit (currently at $5 per day). C. Personal expenses (e.g. shoe shine, in -room entertainment, personal phone calls, traffic fines, etc.) are not reimbursable. D. If a personal side trip is planned, the Town will reimburse not more than the advance purchase economy class airfare to and from the original destination. Any additional costs related to personal travel will not be reimbursed by the Town. E. If a companion accompanies an employee, only the business cost incurred by the employee will be reimbursed. All costs incurred in addition to the employee costs will not be reimbursed by the Town. VI. BUSINESS MEETING EXPENSES A. The itemized meal receipts shall include the amount of the expense, the date and place of the expense, the business purpose, and who attended the business meeting. B. Meals will only be reimbursed for the cost(s) of the eligible item on the meal receipt. Overcharged amounts will not be reimbursed. C. Meal reimbursement should be submitted within 30 business days of the meeting. PROCEDURE Employee 1. Discuss planned travel and expenses with immediate supervisor. 2. Obtain prior authorization for any nonstandard expenses (i.e., rental car, travel by air, etc.) by filling out the Travel Authorization form located in :/common/LAH forms. 3. Submit requests for registration and any advances or prepaid items within the standard disbursement time period. 4. Within 30 business days after the employee's return from a trip, a Statement of Travel Expenses (travel and expense report) must be filed with the Finance Division complete with the proper signing authority. The form is located in:\common\LAH forms. 5. All Statement of Travel Expenses shall include copies of documentation of previous prepayments or advances made, including registration, airfare, hotel, training agenda, etc. Town of Los Altos Hills Travel Policy June 2023 Resolution 59-23 Page 6 ATTACHMENT A Finance 1. Receives completed Statement of Travel Expenses from department. 2. Reviews requested prepayments, advances and reimbursements related to travel. Checks the budget for consistency with budgeted funds. Process Statement of Travel Expenses and provides payment for advances, prepayments or reimbursements. Peter Pirnejad, City Manager June 2023 Town of Los Altos Hills Travel Policy June 2023 Resolution 59-23 Page 7