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Home My WebLink AboutResolution No. 260-16 - Travel.PersPolicyRESOLUTION BE IT RESOLVED by the Common Council of the City of Rochester that the City adopt a personnel policy regarding Travel/Meal/Refreshment. A copy of the policy is attached. PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS ATTEST: CITY CLERK DAY OF , 2016. PRESIDENT OF SAID COMMON COUNCIL APPROVED THIS DAY OF , 2016. MAYOR OF SAID CITY (Seal of the City of Rochester, Minnesota) Res 15Wdopt\PersPol icy. Trave12 CITY OF ROCHESTER ORGANIZATIONAL POLICY TRAVEL/1IIf;;;!All,,,,,III III....!II°°'II IIf;;;!BII°Il llf;;;N`T Ilf;:Xl::1Ilf;;;!INS llf;:; II IIf;;;!Ill lf;: U1l S1::;!I IIf;;;! `TS ................................................................................................................................................................................................................................................................................................................................................................ Purpose Fhe Minnesota Constitution and vairious Minnesota aooellale couirl cases reouire the City of fRochesleir and all o heir oveir��rr�e��l e��lilies to s e��d ubli funds consisle��l wills the "Public Purpose I:::)octirine." Rig "Public Puir ose C:�oct[ine" g.irD��its a oveir��rr��e�°��lal e�°��lit to ex e�°�d aublic funds if �ll°ie °airirnair uir ose is irelated ...............................................................................................1�.......................................................................................1.......................................................... q.......................................................................................................... to he o� ional activities o. tine city will benefit the con7n7unit as a whole and does not irirr�airil\f bey°Iefil a rivets interest, ...Phis olio rovides autl�oriration to ex end ublic funds for certain or anirational activities ertainin to ........................................................................................... errlpio ee develo menf em to ee/councsl member overni lit travel tine recruitment and selection rocess communit outreach a menf of work related exenseslodin iscellaneousblic �y2es ex enditures related to the o eration and function of the cat ..,lkf .... olies aClCklr4,��...%�YIR� F\�l„il„li � ��ClC�lr R�R�I�c il\€( l..a r\Mr ��la ��ixl refr R hrrP e nt ex �1R�r Rslk �� 1..'ski\M��L.� 1(dilr ��.irr$` Prior Approval All out-of-state travel by the Mayor or City Council members must be for the purpose of official City business and re wires re a rove! action b tine Council even when such travel ex enses were dOCUrnented in tine the annual budget„ p e Business travel by all other City employees and eligible job applicants shall receive prior supervisory approval (by the City Administrator for Department Heads; by a Department Head, or his/her designee as appropriate for all others). Advance for Expenses/Employees Only An advance (minimum amount is $„100„ 001) for expected lodging, meals and related costs may be requested by the employee from Finance by completing a voucher with an attached "Advance Expense Allowance Request" signed by the appropriate supervisor. This section of the =4avpolicy does not apply to job candidates; they may only be reimbursed for actual expenses incurred a iG a art of the interview process. Overnight Travel Expense Reimbursement — Transportation, Lodging and Miscellaneous Receipts are generally required for all travel costs including shuttle service or taxi fare, parking ramp fees, lodging and program materials. Receipts are not required for the travel costs of highway tolls or other incidentals where it is similarly difficult to obtain a receipt. Meals and incidentals are addressed separately in iterr7 Q. belaw c A. Transportation CITY OF ROCHESTER ORGANIZATIONAL POLICY Airfare: 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. A copy of the ticket receipt is required for reimbursement. Rental Vehicles: A copy of all vehicle rental documents is 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. Personal Vehicle Use: 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 established by the Internal Revenue Service (IRS). Reimbursement for use and parking charges of a personal vehicle cannot exceed the cost of taking commercial air transportation to the destination plus the cost of local transportation fees. 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. B. Lodging I::::: 'kx e The City will reimburse for the standard room rate at conference hotels. If there is an incre- mental nightly charge by the hotel for additional non -City travelers, that charge must be covered or reimbursed by the employee. L ' °�a ---Long-distance phone call charges will be reimbursed if they are incurred regarding a City business matter. One "safe arrival" call and/or "change of plans" call will also be reimbursed. Reasonable internet access and service charges related to City business will also be reimbursed. t:- d a- 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. 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. All costs related to spouse or other guest travel must be fully covered by the employee. ,,,,, a,,,,,,rReimburs ................. l.e,e,x e,nsee An employee, traveling on behalf of the tayi,f!,q, with a riend or rRelative is n of ... City and choosing to stay with a friend or relative, at or /near his/her business destination, may not request lodging expense reimbursement. No receipts are required for related lodging gratuities, such as baggage handling or maid service, of generally accepted (reasonable) amounts. C. ;rr.av ell Expense Reimbursement— Meals and Incidental Expenses (M&IE) 222.D 2mp. o ees are not travelin out of Town n7eal ex enses will onl be reimbursed as noted in the Non travel Food and Bevera e Egirnbursernents Section below, For overni ht business related travel Tthe City will allow ..........................................................................................................g............................................................................................................................................................................................................................................................................................. Y two methods for employees to be reimbursed for meals and incidental travel expenses. All lodging D.q n7eal expenses require actual receipts for reimbursement.. A Crave) R ein7bursenm ient Forn7ust be subn7itted t2l 2 CITY OF ROCHESTER ORGANIZATIONAL POLICY receive reimbursement,,........'6 e' :........e.n:... o.se........: a.ve.l......ov t.ha.t......a... tr,�rot ....: #'i '. .....r ' ..... . .... Sub'ect to de artn7ent Dead a royal for each entire travel event en7 to ees rnUSt choose frorn one of the follow" in reirnbursernent rnethods: • Per Diem rate for rr7ea.I _nd i_nci.dent l expenses by IRS -designated high-cost/low-cost city of travel, or • Qetailed recei„ is are re wired t &ubactual costs up to the maximum daily limit Under IRS rules, tax-free reimbursements for meal expenses can be made only for out-of-town trips that involve an overnight stay. See fUp�:.:..r.�a.ye.l Food/Beverage.....Reimbursement....... ction-gR ' � e......Rai... r. .. .. .... . for business meal expenses or travel not involving an overnight stay. .a't...a�ua4fiios.... d.a.tk a..s...a....u.b Ross a......a........ .ne erro® %�nB �gy • 'r... w . ... l.l.a. „c .: ., .... .a ., ...',I.a.r.... N^''.......i"i.—a�'..s"t�nf�n�<.. '..Y'i..... �,. ..'r :°' � a. IRS Per Diem Rate Method for High Cost/Low Cost Cities An employee may choose reimbursement for rnea.I _nd incidental expenses under the IRS Per Diem rate in existence at the time of travel. No receipts are required under this method because the IRS reasonably assumes that this limited amount was spent on meals and incidental expenses. Employees will receive reim- bursement no more than as follows: 1. For travel to the IRS -designated "high -cost cities" - the IRS -posted "high -cost" rate (currently $68/day). 2. For travel to all other cities - the IRS -posted "low-cost" rate" (currently $57/day). 3. Per IRS regulations, a maximum of 75 percent of the amounts listed in Nos. 1 or 2 above is allowed for the days of travel that includes the departure date and the last day of travel. 4. Substantiation of expense under this method requires only documentation of dates and location of travel. Substantiated Actual Cost Up to Daily Limit Method After the travel has occurred, receipts are required to be submitted for meal costs (restaurant or room service meal charges) incurred up to $1.005.00 (including gratuity) for each full day of travel for breakfast, lunch and dinner. Gratuity includes either the fixed amount determined by the restaurant, or an appropriate amount up to a maximum of 20%. The City does not reimburse the cost of any alcoholic beverages. The $;1„0, 9.00 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 $ Q0 X.00 daily limit will be reduced when: The travel consumes only a portion of a given day (e.g., covers only lunch and dinner), and/or Meal or meals are included and provided in the conference registration fee. A meal or meals during travel qualify as a "business meal' expenditure under Business Meal Expense Reimbursement and is reimbursed through that method. 3 CITY OF ROCHESTER ORGANIZATIONAL POLICY For those meals determined to be ineligible for reimbursement, the daily limit will be reduced by the appropriate amounts listed below: Breakfast $,?..Q'15.00 Lunch $2.5.9.00 Dinner $5,.5.19.00 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. NON -TRAVEL FOODIBEVERAGE RE11MBURSEMENTS K Fhe Citv will oav ireasonable andloir necessairy -food and non alcoholic irefireslirnerit exoerises wheii� the cost of a rneal oir re-firesfirnents is p.g.. ..g-f a structured ag.gn.�g of an gxteiriial conference wo.rksho ..9......................................................9.semiriair ....... ..................................................................................................................................................... ............................................. .......... ... ......................................................................................... ................................................................................................................. ................. ................................. p ..... oir rneefiri the em logics relate to the official . . . ...... a�id ..... ..... .[ I.g .................................................. ....... g ....................... ................... ................... busines f - I t . ................. ....... .... 2 2 . .... �22 2Y or ................ ................... .... .... .... a rneeting is scheduled at a restaurant or dinin establishment where the official p i c I in .. ...... ..... antics g.nj� (ng! in IL d .. .................................................................................................................................................................................................... ... ............ .............................................. glb.g.E ag.2.2a 2.E �.p gg.o.d.g!2 QJ-1y b _pus ness, or re-fireslirn.ents airs I[ s 1 0 1 n-1g.j2[i, of the � g.!q 2f 2 Lp.a ln.g.a' .� 2.0.2.2.EO D222., in'q ce oir worksh p ....... ............................................. .......................... .................... .... ............... .......... ............................................................................................ .......... g.� ...... .... ... ... ........................................ p.g.. g.[g D.g.-t QJ . .... eah.!.gye� .... ... ........ .... .... ... ty ................... retires li r.T.] r.T.-�eals acre p .. .. .. ..... .... ... . r g.q g . .... g j2b ..... ................................................. ..f. � candid�a[e irv[�erview �rneefln®r ll.'.i e cost o..-.f sl'.i r.T] e s meals and otheir conference costs airs p . . . ..... .... .... .... . .... . . .... ..... g.q �2p f S.� 2y2nireqjstira ............................................................................................................................................................................................................. ................... .... .... ... ......................................... tion -fees aire chairqg.� g.n� �i.g M.gjg[it of 111,i oartic ants acre not Cit errs - ...... ............................................. ..................... .......................... .. .... ...... the cost of re-fireslirnerits oir rneals airs .... ......................................................................................................................................................................... .... � g.!� of g f En"I 21 M.22 i ......... !'22 .......... 222.�Js s p Jrn ir.1 of City .. ........................................ r ......... ..................... .............. 9 y . ............. ................ . . ... t.1'.i e i.r e..!.i.r e gli a1i e2.'.i..-.[..s o.f. a] e a..! s acre an ante -f the foirrnal rneeting and acre necessair to sustain the -flow of p the rneetin I ............................................................... �.g.t 22.!.y if...the rneeling is one of the -fol.10 in .... . .............. ................... .............................. .......... ............................................................................................ .......... �L .......... . q a) rnerit wide aiiii.gal oir qqg.�qg.��jy 1 .1 1 .... . ..... staff D2��2.' ing of of its errs j 1.gy n I I.�'etotalcostshall otexceed ............................................................................................ .................. ............. .... .......... .............. ................... .......................................................................................................................................................................... , 2 ........ ............... edfull.--tirne ea-.j.1.2y.g2 p 2[ q �.g.Etg.E g2.tg.L!Jshed b the Finance I' ep.g.. D222.,..�L . !J n ..t e..bu .,q ........................................................................................... .... .... ................................. ........ y g- . .................................................................................. ............ .......... q g.�idituires exceed.iii iroval of the City .... . ............................................................................................ ........... Ada-flnistiratoir desciri.bi.riq'�!,.2.g 2y2n.-� 2.n� �'1.2 �.�.!Jc P . . ..... ..... �.Ep .......... .............................................................................................................. ......... ........ .... ......... .... 22.2.;. b) A d..gp -live .... .. .... ..... gveir the lunch houir because theire is no alteirria firne available during ................................................................................................................................................................................................................................................................................................................................................................................................................................. the d ......... ........ . ... .... ..... C) A dep.g.. [n.g.Iital senior rnaiiag .......... .................. ................................................................................................... ... D2 .............. .. d) A de air!rT-�e�'i'lal s-[a-ff rT'� ej�i scheduled oveir the lunch 'due to ofl,ieir schedule conflicts ............................ P ......................................................................................... ........... 2LPuL p g r s g�.e of discussin oig.g.o.izational busirie sY ................................................................................... ............ .. ..................................................................................................... e) A �2p I ...q g.. wide anrival.oi q.�2.. 2.!�.!..y ant! for all rnanaq ] r. oir ............. ................ -f) A s.-tiructuired tiraini available to N't gn.!.y .................................................................................... ng �2 .. . . . ....... ..gn gy .............................. ........... ............ ................... .... ....... ..................... ...................................... Eyih e [)e� g.Etrneiit I lead. . ............................................... .......................................................................... . ..... for structured tir inin is 11,ie rneetin s described above shall be held no rnoire uent.1 than ...... .. ........................................................................................... 9 .................... ........................... .. y_L_ 02�2 22ch q ....... .... . g.g.Eteir. All rneeting ..................... .................................................................................... �2 e d u..l e d o r.T]J1.'.i i r.T]J z..e inclusion .. of r.T] e a..l s..,. CITY OF ROCHESTER ORGANIZATIONAL POLICY fcfiresV�rr]c11ls oir rr]eals acre rovided duirin official rr�eeli�� s of lV°�e Cil Council oir official rr�eeliri s of Cil p................................................................................. q...........................................................................................,0....................................................................... y.............................................................................................................................................................. q.............................................. y Council cornmi'llees Cil CI°iairloir 1:3oairds lash foirces work iron s oir advisoir corr�rr�iltoos rovidod ll°�c giro ..................................................................................................................Y.......................y..................................................................................................R........................................................................R..................................... q.....................p....................................................................... vision of irefresi.irne11.1s oir meals is �.ecessair to sustain he flow of he rneelin a�'id to assist he �arlici�alion ................................................y.......................................................................................................................................................................................................0...............................................................................................................1..................................1.................................. of [11e a'l1e1°.idees. 5. fkefireshrnerits oir rneal ex e!°uses incurrred as Girl of a laboir relations eves°�l i.e. rr�edialion session arbitration .........................................................................................................................................................�.....................................................................................................................�''..................................................................................................................................................................1..........(.....................................................................................................................................R................................................................, i2earin s re aralion rr�eeliris lei°I ll°I ��e olig.-o n session etc. . ...........g.........Y......p..............p........................................................................................g.........Y........................,0.............y....................g.................................................................................................,............................)..., fkefiresi�rr�e�°�ls oir rr�eal ex e�°uses incuirired as Girl of a�� un lan��ed err�eir en° rr�a��a err�e�°�l oir an exliraoirdinair ...................................................................................................................................................... ��.............................................................................................................. p.................................................................... p..........................................................................., q....................... y......................................,0..................................................................................................................................................... y business event. .............................................................................................. B. Community Outreach With the aooroval of the Citv Adn7inistrator or a Charter Board, the Cifv rnav oav reasonable exoenses related to con7n7unit and custorner outreach and sirnilar activities when the ex enses are necessa to ensure the efficient o ordinated use of the services Drovided b tV�e Cit to its residents or wV�icV� in7 rove or ron7ote tV�e V�ealtV� welfare and ros erit of its citizens, Reimbursement Procedure A. ...................... Cl.e Non.. Gravel Food/Bevera e V eirnbursernent Forrn rnUst be con? tared b the ern to ee seekin reirnburse rnent within 0 da s of tV�e event and si ned b V�is/Veer su ervisor. CV�e forrn will rovide inforn7ation for finance y............................................................................................................................. q....................................y................................................................ p........................................................................................................................................ p...................................................................................................................................................................................... staff to calculate t].e rein7bursen7enI incurred 'for tl.ie rneal and ratuity expense of up to o ercent or a fixed .. ......... q ......... p gra i amount, Deal recei is and substantiatin inforn7ation includin I!]e n a rr7e s a.[ b L.. sJ_ne s s rr7eetjn.g pqrtici �yants reason for the n7eetin and recei��yyt s n7ust be attached to this forry , � A"."............................9....................................................................................................................................... .. R..............................................................I""......(.........)........................................................................................................................................................................................ ..::..............1....ta..e....e.m......l.n ee received a travel advance and travel related ex enses were more than the advancer::::t.he::e.m......l.n ee will receive a cV�eck for tV�e difference, If tV�e em to ee's advance was Greater tV�an actual ex enses, the em to ee s.V.�n.u.I......s.u..nn.t.........c.V.�.e.c.l�.... a�Jable to tV�e Csty of RocV�ester for tV�e difference, C................f.n.....t.he.....everyt.....n.....em......lnvee is unable to com late tV�e buseness to for unavoidable and/or emer encv reasons and p........................................................................................................................................ p........................................................................................................................ p.................................................................................................................................................................................g.......................................................................................................... Vias.. lread........incurre.d re istration cost hotel ex....ense or other related expensefs i the Cifv Administrator .......................:...........................................................................:.......................:..........................................................................................................................................................................:............................................................................................................................r......................................rx....................................................�......................................................................................................................................... proveexryense reimbursement if a letter ex laonin wV� the travel could not take lace is submitted alon with x..........................................................................I1�:::::::::::::::::n::::::::.....::::::::::::::............................... t)::e::::e pen erye,i.mbursement re::::: uest. in tV ..ie event an em . to ee is unable to rovide a detailed recei t far a reimbursable ex ense a I.....ost Vecei t i-orm must .............................................................................................................. be carp g1gd anal a . rnfitted:' This forrn wl.l.l.....on..l.. be acce ted once er ear er em to ee, Job Candidates In an effort to support the recruitment efforts of the City of Rochester, job candidates may be reimbursed for related travel expenses. To qualify for this reimbursement, candidates must travel from outside a 100-mile radius of the City and have been invited to interview for an exempt -level position vacancy. V c I ....ci.rcL.._rr7 s ta ncea. w a rra_nt. G.L.] 6� an exception ma„ be ranted for a non exerr7 t candidate witV� tV�e rior a . royal of tV�e Cit dn7inistrator and the Director of'Nun7an R esources, Candidate expenses will be charged to the hiring department and may include: mileage incurred using a personal vehicle, airfare at the economy or coach rate, shuttle fares, taxi fares, parking fees, hotel/lodging expense for one evening (providing the accommodations are made by the City) and miscellaneous tips paid for service rendered. The 5 CITY OF ROCHESTER ORGANIZATIONAL POLICY procedures and supporting documentation for reimbursement of candidate expenses are the same as that required for City employees. Reimbursement checks will be mailed directly to the job candidate. Requests for procedur,,l exceptions related to job candidates must be approved by the Human Resource Director with the understanding that such requests are reasonable and necessary. r r iiushges VaagallI'xu"uaaiayn '� g p y Y .....,4aa: ... .. ' .....�':.�.'.$�. ....'G ... ..... ° ... •.W';A'. .. .....W';A':�:....aiJ"U'�R_ .... 0.J "R,,iRYek.,'J,.,Ms°,....4- .... ..... ' .r...... e.s' ....t . e e' ... a e.ss.....a't.. ' t' p. ....... a.ty. .o:t......C,o. ssa �.✓.... ..r �'.'�' 'C°7�{"" ""R.,.,...... i I I ru evW V'°� es ,� ...°" .. .....G' 'GXt q+ .p. e �... w4hi4ty-4ayS4444e-,e4E�nt-a. ....&' ... by4�0sup&Ni&GanG&4,Ga1Gu- I_a.. e .. .. :..u.....t.o...... % ....r....a.... f4e.... a ' m 9��-Ycka.� :t......... ..�.b..t. , ... .1 114A.r.. ' ..tQ.�. �± �.4�A�/1pp1 1 ... . ' ...". ' .�,.,,... �: .....p'"i.✓'a.p'a. r �...: 't'P f-; Requirement to Use Rochester International Airport Rochester International Airport (RST) is an essential strategic economic asset for the City of Rochester, southeastern Minnesota, and adjacent regions of Iowa and Wisconsin. Air service is a critical element that must be integrated into regional economic development discussions such as Destination Medical Center (DMC) and Journey to Growth. Na- tional competition between communities for sustainable, reliable, and convenient air service has never been more intense. Regional businesses and community leaders must come together if they are to impact meaningful improve- ments in air service for the City. 9 CITY OF ROCHESTER ORGANIZATIONAL POLICY The purpose of this policy is to support the use of air service at RST which works to invest in this important City resource. If a City employee uses air transportation for travel pertaining to City business, the City employee must first explore the option of using RST as the airport for departure and arrival. If a flight through RST is available within three hours of travel time each way from those flights available through the Minneapolis/St. Paul Airport (MSP) or another local airport, and the cost of the RST flight is within $200 of the lowest priced ticket at MSP or another local airport, the employee must fly out of and into RST. Any exception to this policy allowing the use of a non-RST flight must be authorized in advance by the City Administrator (for non -elected employees) or the Common Council (for elected employees). Revised 12/19/05, 2/20/08, 3/1/10, 1/21/13, 2/18/15, 6/20/16 7