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Home My WebLink About143-82 RESOLUTION• RESOLUTION NO. /4/2-27°Z, A RESOLUTION APPROVING A PROCEDURAL GUIDELINE REGARDING THE PAYMENT OF TRAVEL EXPENSES. BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF FAYETTEVILLE, ARKANSAS: That the procedural guideline for the payment of travel expenses attached hereto, marked Exhibit "A", and made a part hereof is hereby approved. PASSED AND APPROVED this 7' day -of A 966, 1982. ff •,.._. PIO/alit 449 III 24.FATTEST-:.�' J By: a City Clerk APPROVED: By: A44 (1;/?2.614.6 Mayor. .1 I! T PROCEDURE GUIDELINE SUBJECT: TRAVEL EXPENSES • • • DATE: January 1, 1983 I. Purpose This guideline establishes the rules governing the eligibility for payment of expenses incurred by city employees during travel related to official business. These rules provide for the advance of travel funds to employees and the reimbursement of out-of-pocket expenses. II. Responsibility A. Authority for the promulgation of rules defining the rates of allowable mileage costs, per diem costs for food and lodging, and similar travel expenses rests with the City Manager. B. The Finance Department insures conformity to the procedures as prescribed in this guideline. Normal audit rules will be applied to establish conformance among city departments. C. Department Heads are responsible for the dissemination of these procedures to all employees. III. Policy In order to afford employees maximum flexibility in the accomplishment of their assigned tasks, the City of Fayetteville will pay all travel expenses directly related to official business and as approved by the employee's Department Head. Travel expenses for official business may include out-of-town conferences involving professional associations, intensive training of the "short course" nature, and meeting with state and federal authorities on program related topics. In all cases, requests to incur travel costs must be approved by the Department Head, or in the instance of Department Heads, by the City Manager. IV. Procedure A. Department Heads must approve all requests for official travel prior to the employee's departure. The Department Head will evaluate travel requests against factors including budget constraints, job relatedness of traveler's activities, and other program considerations judged by the Department Head to impact on the request. B. Allowable expenses for official city travel are to be computed according to the following rates: Travel'Expense Procedure Guideline Page 2 • DATE: January 1, 1983 1. Public Transportation Actual coach costs are reimbursable. Vendor supplied receipts of airline tickets, bus tickets, etc., must be presented for final payment. Reimbursement for use of private auto is allowable at 20e per mile. Reimbursement for use of private auto driven within the city limits shall also be at the rate of 224 per mile (out -of -city, 20¢). Trip distances will be computed on interstate mileages from the Rand -McNally Atlas. Ground transportation is reimbursable at actual cost. Ground transportation will include the use of airport limousine service. Receipts are required for ground transportation in excess of $10.00. Employees who intend to rent cars for official City travel must secure prior written approval from respective Department Heads. Written justification for renting cars, as well as cost estimates for doing so, must accompany all pre -trip requests. Actual rental car costs will only be reimbursable at the rates approved by respective Department Heads. 2. Food Actual costs not to exceed $25.00. Receipts are required for all meals costing in excess of $5.00. 3. Lodging Actual costs not to exceed $50.00 (plus tax) per night. Receipts are required. 4. Tips Not to exceed 15% of food or other services. 5. Other Miscellaneous Expenses Where not otherwise paid from line -item accounts designated for employee training or education, items such as tuition and conference registration fees are reimbursable at actual costs. Receipts must be submitted for such expenses. Travel ;.Expense 'Procedure Guideline, Page 3 DATE: Janbary V,, 1983 C. Where it is anticipated that travel costs will exceed allowable rates, (i.e. mandatory lodging for conference participants in excess of $50.00 per night), waiver of rate ceilings shall be obtained by the employee from the Office of the Finance Director, and receipts proving expenditures turned in with expense report. D. Advance of travel expenses shall be accomplished as follows: 1. Traveler submits one copy of the completed Travel Expense form to the Department showing estimated expenses. Department Head will evaluate and forward to the Finance Deaprtment for issuance of travel expense check. "Payments for advance travel will be made in the amount of allowable rates as authorized. Except for tuition fees, checks for travel advances will not be issued more than one week prior to departure. Excess costs will be reimbursed upon the employee's return. 3. Requests for advance travel payments must be submitted to the Finance Department a minimum of seven days prior to date of departure. 4. In those instances in which a city official is responsible for group trip expenses, a reasonable contingency advance will be permitted in addition to the projected expense allocations, as set forth herein. Expenses exceeding listed allowances must be justified in writing and any unexpended funds must be returned. E. Submission of actual expenses shall be accomplished as follows: 1. Where an advance payment has been made, the employee will submit a completed second copy of the Travel Expense Form within two weeks of his return. The form will be forwarded to the Finance Department. If applicable, the employee will return any "amount due" to the Business Office and concurrently submit the second copy of the Travel Expense Form (with Business Office's receipt) to the Finance Department. 2. Where no advance payment has been made, the employee will obtain one copy of the Travel Expense Form (signed by the Department Head prior to departure) and show actual travel costs and forward the Travel Expense Form to the Finance Department for payment. Attachment: Travel Expense Form SCL/oak BY: Scott C. Linebaugh Finance Director APPROVED: Donald L. Grimes, City Manager •.:ty of Fayetteville ..� DATE Account Number INSTRUCTIONS TO THE TRAVELER • • All requests for official travel must be submitted to the Department Head for approval prior to departure whether or not advance travel payment is desired. If advance payment is needed, show estimated costs and obtain Department Head approval. Forward one copy of this form to the Finance Department. Upon return, complete a second copy with actual costs and forward to Finance. (Attach Collector's receipt if Refund is due.) When advance payment is not desired, show estimated expenses and obtain Department Head approval. Upon return, complete form with actual costs and submit to Finance Department. NAME (5) PURPOSE: (Attend Convention, Seminar, School, etc) DEPART: Fayetteville ARRIVE: Date and Hour Name of City/Date and Hour DEPART: ARRIVE: Fayetteville Name of City/Date and Pour Date and Hour ESTIMATED COSTS *1) Transportation (Commercial) $ 2) Transportation (Auto) 3) Transportation (Taxi) 4) Food _ days (or fraction) *5) Lodging Nights 6) Tips *7) Registration *8) Other (Explain on reverse side) *Denotes Receipts Mandatory • Total Cost S Less Advance Payment: AMOUNT DUE or to be REFUNDED i Check here if advance travel payment is desired. .F—Signature of Traveler Date: hequest Tor travel is: Approved Disapproved 5 ACTUAL COSTS $ S Request for Novance Payment is: Approved _Disapproved Department Head Signature Department read signature