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HomeMy WebLinkAboutResolution No. 624-05 • RESOLUTION BE IT RESOLVED by the Common Council of the City of Rochester that the City adopt a personnel policy regarding Travel For Elected Officials and City Staff. A copy of the policy is attached. PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS 1177H DAY OF. 725WynPEP , 2005. PRESIDENT OF SAID COMMON COUNCIL ATTEST: CITY CLERK APPROVED THIS 007W DAY OF 72ECiMOE-i- , 2005. MAYOR OF SAID CITY (Sea[ of the City of Rochester, Minnesota) ResMAdopt.PersPolicy.Travel • City of Rochester Travel Policy Purpose • Trips that involve an overnight stay by City employees are generally to accomplish City business, to attend professional association meetings, or to acquire job-related.knowledge or skills. The City pays/reimburses the ordinary and necessary costs, including the cost of travel, meals, lodging and related costs, of such travel if the trip is approved in advance by the employee's direct supervisor or his/her designee. Policy Prior Approval: All out-of-state travel by the Mayor or city council members must be for the purpose of official City business and be either pre-approved through the annual budget process or through subsequent council action. Business travel by all other employees of the City should receive prior supervisory approval (Department Head, or his/her designee as appropriate). Advance for expenses: An advance (minimum amount is $50.00) for expected lodging, meals and related costs may be requested from Finance by completing a voucher with an attached "Advance Expense Allowance Request". Expense Reimbursement- meals: After the travel has occurred, receipts are required to be submitted for meal costs (restaurant or room service meal charges) incurred up to $85.00 for each full day of travel for breakfast;lunch and dinner(including a maximum 15% gratuity, or a • gratuity amount fixed by the restaurant, and applicable taxes). The City does not reimburse the cost of any alcoholic beverages. The $85.00 limit for meal costs may be adjusted periodically by the City Administrator in accordance with Internal Revenue Service (IRS) regulations on employer accountable travel expense plans. The$85 daily limit will be reduced when: a) the travel consumes only a portion of a given day(e.g., covers only lunch and dinner), and/or b) a meal or meals are included and provided in the conference registration fee. c) a meal or meals during travel qualify as a"business meal" expenditure under policy F.20 and is reimbursed through that method. For those meals determined to be ineligible for reimbursement, the $85 daily limit will be reduced by the appropriate amounts listed below: Breakfast $15.00 Lunch $20.00 Dinner $50.00 An employee incurring meal expense during overnight travel that qualifies under IRS regulations as a"business meal" as defined in City policy Business Meal Expense Reimbursement, may • elect to follow the guidelines in seeking reimbursement. The $85 limit does not apply under the Business Meal Expense Reimbursement Policy.. The spending limit is subject to change administratively on a periodic basis according'to changes in the CPI index that have occurred since adoption of this policy. • Expense Reimbursement—miscellaneous expenses. No receipts are required for related travel costs for tolls or gratuities (15% for meal service and generally accepted amounts for baggage handling or maid service). Receipts are required for all other related travel costs including shuttle service or taxi fare, parking ramp fees, lodging and program materials. A copy of all vehicle rental documents are required. The cost of renting a vehicle at the employee's travel destination will only be covered up to the amount of the cost for a round trip airport shuttle or taxi fare to the employee's lodging plus the cost of taxi fare from/to the hotel, to/from the training facility, or other work-related venues, when applicable Employees must accept the car rental agency's insurance coverage (if offered) as the City's liability coverage cannot be utilized if this option is waived. Long distance phone call charges will be reimbursed if they are incurred regarding a City business matter or for some other business reason. One"safe arrival" call and/or"change of plans"call will also be reimbursed. Internet access and service charges related to City business will also be reimbursed. The City does not reimburse airline or in-room movie charges; cost of personal reading materials; or expenses related to a non-City employee accompanying the employee. If airline travel is utilized, the City will pay the cost of a round-trip coach airline fare. Any benefits received from airline frequent flyer programs or other airline travel credit programs must be consistent with Minnesota State Law. If the employee's personal vehicle is driven, mileage reimbursement is paid at the mileage rate that equals and does not exceed the federal standard mileage rate. Reimbursement for use and parking charges of a personal vehicle cannot exceed the cost of taking commercial air transportation to the destination. If an employee chooses to drive a personal vehicle or travel by train to the business destination rather than utilizing airline travel, he/she must use vacation time for hours beyond one business day(8 hours) travel time to the destination and one business day travel time (8 hours) to return to Rochester. If an extended stay ensures a less expensive airline fare, the employee may request approval for an extra night(s) of lodging and meal expenses as long as the savings on the airfare is more than the extra cost for lodging and meal expenses. An employee, traveling on behalf of the City and choosing to stay with a friend or relative, at/near his/her business destination, may not request lodging expense reimbursement. Under IRS rules, tax-free reimbursements for meal expenses can be made only for out-of-town trips that involve an overnight stay. (See Business Meal Expense Reimbursement for business meal expenses or travel not involving a one-night stay.) . Procedure Within thirty days after travel on behalf of the City has been completed, required receipts should be attached to the"Personal Expense Invoice"and submitted to Finance. If the employee received a travel advance and travel-related expenses were more than the advance, the employee will receive a check for the difference. If the employee's advance was • greater than actual expenses, the employee should submit a check payable to the City of Rochester for the difference. In the event an employee is unable to complete the business trip for unavoidable and/or emergency reasons and has already incurred registration cost, hotel expense, or other related expense(s), the City Administrator may approve the expense reimbursement if a letter explaining why the travel could not take place is submitted along with the expense reimbursement request. Business Meal Expense Reimbursement Purpose A City employee may have cause to,schedule a meeting for the purpose of discussing City business involving a meal in a restaurant or other dining establishment in order to create a more amenable and amicable business atmosphere. Police Federal tax code requires entertainment expenses to have a clear business purpose. The City will reimburse the employee for expenses connected with meetings that include a restaurant meal during which City business is conducted. Costs of alcoholic beverages are not considered necessary or ordinary expenses for conducting a business meal and will not be reimbursed. Procedure The Business Meal Expense Reporting Form must be completed by the employee seeking reimbursement within thirty days of the event and signed by his/her Department Head. The form will provide information for Finance to calculate reimbursement for the incurred meal and gratuity expense of up to 15% or a fixed gratuity amount. Meal receipts and substantiating information including the names of business meeting participants, reason for meeting, and receipt(s)must be attached to the Business Meal Expense Reporting Form.