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HomeMy WebLinkAboutRes 2009-10-05 Travel and Training Policy for City Council Members.pdfCITY OF ANNA, TEXAS RESOLUTION NO. 2009-10-05 A RESOLUTION OF THE CIl"Y COUNCIL OF THE CITY OF ANNA, TEXAS, APPROVING A TRAVEL AND TRAINING POLICY FOR ANNA CITY COUNCIL MEMBERS WHEREAS, Members of the City of Anna City Council ("City Council") occasionally incur expenses in the performance of their official duties as a result of travel and training opportunities that promote the interests of the City ; and, WHEREAS, the City of Anna, Texas Home-Rule Charter authorizes City Council members to be reimbursed for actual expenses incurred in the performance of their official duties; and, WHEREAS, the City Council desires to establish standard regulations governing the payment and reimbursement of such expenses; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ANNA, TEXAS THAT: Section 1. Recitals Incorporated The recitals set forth above are incorporated herein for all purposes as if set forth in full. Section 2. The City Council hereby adopts the attached Travel and Training Policy, Exhibit "A", for Anna City Council Members. PASSED by the City Council of the City of Anna, Texas, on this 13th day of October, 2009. ATTEST: ,\lIUIII"""1111N ~\\\ 0 F..q 11'1'1'-" ~ //",,~...." •••••• 'A. ~~ ~...::'~..."':~~~,.". -.T -::.::'-I e .­s : ~ ~-. . ­= : :*:==* ~ : ~ ~... ..' * ~ ~ * .... ....~ ~'l,.I'1' "'~'X"~S \",,~ 1'1"/1 r;;;: 111\11/'''''"111\\1 10-13-09Res. 2009-10-05 Travel & Training Policy for CC Members.doc PAGE 1 OF 1 EXHIBIT"A " Travel and Training Policy For Anna City Council Members Scope City Council members occasionally incur expenses in the performance of their official duties as a result of travel and training opportunities that promote the interests of the City. Therefore the City desires to establish standard regulations governing the payment for and reimbursement of such expenses. This policy provides for uniformity in submitting and handling of expenditure requests and establishes proper accounting for approved expenditures made for travel. This policy is implemented for the purpose of reducing the expenses of the City Council while still providing the City and the Council with the benefits to be gained from attendance at business and professional functions that are related to City business and that promote the current interests of the City. Examples of such functions include but are not limited to conferences and meetings that: are sponsored by organizations of which the City is a member; promote the economic development, legislative, or other current interests of the City; or provide professional development opportunities for Council members in their official capacities. Authorization The City of Anna at the discretion of the City Council may pay reasonable expenses which are incurred in the course of authorized City business meetings and City trips. Except as noted, Council authorization at a duly noticed public meeting is required in order for travel and training expenses to be paid or reimbursed by the City. Every reasonable effort should be made to receive prior authorization from the City Council before committing to attend an event. If it is not reasonably possible to receive Council authorization at a regularly scheduled Council meeting prior to committing funds to attend an event, the Mayor (or the Mayor Pro-tem or Deputy Mayor Pro-tem in a case where the Mayor is attending) may authorize the payment of funds up to $100 per Council attendee provided money is available in the City Council's department budget and the City Manager and City Secretary concur that the request is consistent with the intent of this policy and in compliance with policy limits. The Mayor Pro-tem or Deputy Mayor Pro-tem may act in the absence of the Mayor. Such authorization by the Mayor and concurrence by the City Manager and City Secretary shall be in writing. Notification of the previously authorized expenses shall be placed on the next Council agenda. In the event that travel is conducted without prior authorization as outlined in this policy, the attendee may be responsible for all expenses incurred. General The City will not pay any portion of a non City representative's expenses including the additional room cost. Among the objectives of City travel is to effectively carry out City business at a minimum total cost to the City. An example would be arriving at a destination on a Saturday in order to take advantage of lower airfare even though a conference might start late on the following day. This discounted airfare plus lodging and meal costs for the extra day should be less than the total cost of the airfare that did not require a Saturday night stay. Actions and behaviors of City Council members while traveling on City business at City expense reflect on the City of Anna. Professionalism is expected of members and representatives at all times during this type of travel. Any action that is inappropriate or would give the appearance of being inappropriate should be avoided. Responsibilities A Council person requesting approval for City paid travel or training expenses must submit a request through the City Secretary at least 7 days prior to Council meeting at which the request will be considered. Registration forms, agendas, and an itemized cost estimate must the accompany travel request. Attendees shall turn in travel receipts as soon as possible and within 15 days of return from the trip. Attendees are expected to attend each day any and all portions of any conference seminar or training session paid for by the City. The attendee's signature on the Travel Report indicates that the expenditures are reasonable, prudent, true, and correct and have been made in accordance with this travel policy. Council members are responsible for coordinating travel requests through the City Secretary s Office in order to facilitate the necessary documentation for financial tracking registration reservations and other steps needed to complete City related travel. If documentation receipts and expense forms fail to comply with the policies stated herein then the matter will be brought to the attention of the City Council by the City Secretary. Payment will not be authorized unless and until all requirements are met. The City Secretary must make sure that travel requests are consistent with the intent of this policy and in compliance with policy limits (Le. meal requests should not exceed maximum limits established in this policy). All travel records, documentation, receipts, and expense reports may be considered public information and potentially available for public inspection. Authorized Expenses All modes of travel (air, rental, personal vehicle, taxi, bus, train, or subway) should be chosen with consideration towards minimizing the loss of time effectiveness and productivity of the attendee, and the total cost to the City. Air Travel. City Council members should purchase round trip coach class tickets. When practical all airline reservations should be made sufficiently in advance to take advantage of airline discount fares if available. The City Secretary may use Internet travel sites to confirm that air travel prices quoted from other sources are reasonable. Electronic or E­ tickets should be utilized in order to avoid paper ticket surcharges. Rental Vehicles. City Council members are expected to obtain the lowest possible rental rate for cars when practical and to weigh the total cost and practicality of a rental car including taxes and parking costs versus the use of other forms of transportation such as taxi, shuttle, or mass transportation. A compact size car should be used unless several City personnel are pooling transportation. The City may reimburse car rental costs for travel that occurs the day before and the day after the conference or training session dates especially if the extra days were necessary in order to take advantage of discount airline fares. Car rental costs for personal use beyond these dates will not be reimbursed. Car rental insurance for liability and collision is not a reimbursable expense. Mileage Reimbursement. When personal vehicles are used, City Council members shall be reimbursed at the lesser of an advance purchase round trip coach class air fare purchased sufficiently in advance to take advantage of airline discount fares, or an amount based upon the number of miles multiplied by the IRS mileage reimbursement rate. Travel urgency, safety and health concerns, or the economy of using a personal vehicle at the destination site in lieu of a rental vehicle may alter which reimbursement method is used. The payment of mileage will be based on the most direct route from the point of destination. Parking. The City will pay reasonable expenses for airport parking required while an attendee is out of town on authorized City business. At the destination the City will also pay required parking fees for personal vehicles or rented vehicles. Lodging. Expenses will be allowed for an adequate lodging room rate plus tax. Lodging should be a reasonable single accommodation. The City will not pay any portion of a non City representative's additional room cost. Receipts for lodging must be provided in order to obtain reimbursement and should show a detailed breakdown of all charges incurred on a daily basis. Personal items should be marked personal and deducted from the total hotel bill. Regular Meals. The City will pay for actual and reasonable expenses for meals consumed during official travel as long as actual expenses do not exceed the per diem rate per meal. The City shall not pay for meals that are included in the registration for an event. Receipts for authorized meal expenses including a reasonable tip (generally 15%) must be submitted with the travel expense form for reimbursement. Per Diem Rate. For overnight trips, attendees may elect to request per diem allowance as follows: Breakfast $10.00 if travel commences prior to 6:00 a.m. Lunch $15.00 Dinner $20.00 if travel concludes after 7:00 p.m. The Per Diem rate includes all tips. Daily Trips. For trips not requiring overnight stays the City will reimburse or pay for actual expenses incurred up to the maximum per meal allowed under the per diem rate including tips. Incidentals. The cost of alcoholic beverages, laundry, dry cleaning, in room movies, loss of personal property, room service charges for meals that exceed the per diem rate, haircuts, newspapers, magazines, transportation to and from entertainment events, tours, health club expenses, and other expenses not set forth as eligible under this policy are specifically excluded from reimbursement. Exceptions Exceptions to this policy may be approved by the City Council only in exceptional circumstances and only in those cases where the best interests of the City are clearly manifested.