HomeMy WebLinkAboutCity Council Resolution 1996-649CITY OF PLYMOUTH
RESOLUTION NO. 96- 649
WHEREAS, the travel policy requires two additional points of clarification: and
WHEREAS, these two points of clarification are described in the attached travel policy
amendment.
NOW, THEREFORE BE IT HEREBY RESOLVED BY THE CITY COUNCIL
OF THE CITY OF PLYMOUTH, MINNFSOTA, that the travel policy is hereby
amended as shown on the attached policy.
Adopted by the City Council on November 20, 1996.
TRAVEL POLICY
Resolution No. 95-223
April 41 1995
(Supersedes Res. 94-399, July 18, 1994)
This policy establishes guidelines and procedures for the payment of travel costs for City
employees and City officials who travel on official City business.
1. Applicability. This policy applies to all City employees including temporary and part-time
employees, the Mayor, members of the City Council, and members of any Commission or
Committee of the City.
2, Travel Covered. This policy applies to all travel for official City business outside the
seven -county metro area and which requires overnight lodging. Other local travel
expenses shall be paid according to the City Mileage Reimbursement Policy or the Expense
Reimbursement Policy.
3. Eligible Expenses. The following expenses may be paid or reimbursed:
Lodging -single rate plus gratuities
Registration Pees
Meals, including gratuities
Transportation
Business related telephone calls
4. Authorization for Travel Expenses. Department Heads must give written pre -approval
for travel by employees. The City Manager must give written pre -approval for travel by
Department Heads or members of any Commission or Committee. The City Manager
must inform the City Council by written memo of all travel in advance or as soon as
possible if an emergency exists. The Mayor or any member of the Council must inform
the City Council and the City Manager by written memo of any travel in advance.
5. Specific Policies for Payment of Travel Expenses.
A. Transportation. Payment or reimbursement for transportation costs shall generally be
based on a comparison b?.tween the cost and convenience of the lowest available air
fare and travel by personal or City vehicle with attendant meal, lodging, parking, and
loss of work time costs. The City Manager must approve any exception to this general
rule. If a frequent flyer program is in effect, a separate program shall be established
by the employee or official so that credits are recorded to the City, around
transportation, including buses, taxis, rental cars, and attendant parking shall be
reimbursed if receipts are provided. The most cost-effective and efficient mode of
ground transportation must be used.
44a
B. Lodging. Accommodations shall be appropriate to the purpose of the trip. Rates for
accommodations shall be comparable to those of other facilities in the area. The hotel
hosting a convention shall be deemed to be an appropriate accommodation. The City
wil! pay for the si-41a rate only if the City employee or official is accompanied by a
guest or family member.
C. Meal Allowance_ Expenses for meals, including gratuity, will be reimbursed according
to the following limits and procedures. No reimbursement will be made for alcoholic
beverage;. Per diem meal expenses of $25 per day will be allowed without receipts
being required. Meal allowances lip to a maximum of $40 per any 24 hour period shall
;ie reimbursed if receipts accompany the request for meal reimbursement.
If any meals are included in conference or seminar registration fees deductions to the
per diem will made in the following amounts:
$5.00 BreaMast
$7.00 Lunch
$13.00 Dinner
D. Telephon4 Allowance. Telephone calls shall be reimbursed only if they are for City
business.
E. Registration. Registration fees for seminars, conferencm or workshops authorized
under Section 4 may be paid or reimbursed.
6. Procedure.
A. I');recr paymedt. Whenever possible, thc. City will make direct payments for travel and
mgistration costs.
B. Reimbursement. An itemized expense report must be completed and submitted to
authorizing individual or the Finance Department within 15 days following the date of
retum. Expense forms are available in the vinance Department. Receipts shall
accompany all expenses, including expenses for which advances were issued.
44b
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Authorization for Travel Expenses
Travel for employees outside of the seven -county metro area which requires overnight
lodging must be pre -approved in writing by the Department Head. Travel for
Department Heads must be pre -approved in writing by the City Manager.
The following travel expenses may be paid or reimbursed:
Employee Name:
Purpose:
Destination:
Expenses to be incurred: (check those which will apply)
Lodging - single rate plus gratuities
Registration Fees
Meals, including gratuities
Transportation:
(Complete separate Request for Airline Travel Reservation Form if needed)
Airline travel
Employee Automobile
Busi -ess related phone calls
In accordance with the City Travel Policy, this is written pre -approval of the travel
expenses for the employee listed above.
Approved By:
Date:
Route fo►m to FinAnce Department, Attention: Accounts Payable
•
Request for Airline Travel Reservations or
Travel By Personal' Vehicle RebribiLrsernent Allowance
Airline Travel Reservation Information:
Employee Name:
Destination:
Date Of Departure:
Date Of Return:
Number of Tickets Requested:
Account Number to Charge:
Time Preference: A.M.! P.M.
Time Preference: A.M./ P.M.
Requested Transportation Method: (Check One)
Airline travel
Employee Automobile
An Authorization For Travel Expense Form also has been prepared for this travel
expense and submitted to the Accounts Payable Department.
Date Completed:
Prepared By: Date: _
Departmen! Head Approval:
Date:
Route Form to Finance Department, Attention Bobbi Leitner