09.06.01 - Travel Policy Procedures
CITY OF BOYNTON BEACH, FLORIDA
ADMINISTRATIVE POLICY MANUAL
CHAPTER: PolicyNo.
09 Finance & Budget 09.06.01
SECTION: Page:
06 Travel 1 of 14
SUBJECT:
01 Travel Policy & Procedures
Table of Contents
A. Purpose………………………………………………………………………….. 2
B. Scope……………………………………………………………………………. 2
C. Policy…………………………………………………………………………….. 2
D. Budget Verification……………………………………………………………… 2
E. Definitions……………………………………………………………………….. 3-4
F. Expense Allowance for Public Officials (Commissioners)……………….… 4
G. Travel Authorization for Employees and Authorized Persons…………….. 4
H. Travel Expense Reimbursement……………………………………………… 5
I. Computation of Travel Time for Expense Reimbursement………………… 5-6
J. Rates of Per Diem and Subsistence Allowance…………………………….. 6
K. Transportation…………………………………………………………………... 7-8
L. Rental Cars……………………………………………………………………… 8
M. Lodging………………………………………………………………………….. 9
N. Other Expenses………………………………………………………………… 9
O. Personal Travel Combined With City Travel……………………………….. 10
P. Advance Payments………………………………………………………….…10
Q. Travel Advances ……………………………………………………………… 10-11
R. Travel Expense Form…………………………………………………………. 11
Forms:
Travel Authorization Form…………………………………………………12
Instructions for Completing Travel Authorization Form……………...…13
Travel Expense Form………………………………………………………14
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CITY OF BOYNTON BEACH, FLORIDA
ADMINISTRATIVE POLICY MANUAL
CHAPTER: PolicyNo.
09 Finance & Budget 09.06.01
SECTION: Page:
06 Travel 2 of 14
SUBJECT:
01 Travel Policy & Procedures
A. PURPOSE:
The purpose of this policy is to provide guidelines and procedures for
the authorization of necessary travel and the reimbursement of travel expenses.
B. SCOPE:
This policy applies to all departments budgeting travel expenses and to all
employees and authorized persons incurring and requesting reimbursement of travel
expenses.
C. POLICY:
Occasional travel by City authorized persons is considered necessary and
advantageous to the conduct of City business.
1.
Attendance at selected professional association meetings, technical training
courses, and business meetings provide a benefit to the City and its taxpayers
through an increased awareness of technical and administrative developments.
2.
However, the time and cost of travel, the resulting absence from normal duties,
and the public’s sensitivity to these issues demand examination of alternative
means of accomplishing travel purposes. Consider telephone conference calls,
webinars, in-house and local sessions, and written communications prior to
requesting travel authorization.
3.
When no feasible substitute for travel exists, the traveler and the approving
authority must keep all associated expenses to a minimum.
4.
Travel must be authorized well in advance as last minute arrangements and
changes can be costly.
5.
Travel expense reimbursements will made within limitations of this policy.
D. BUDGET VERIFICATION:
Each approving authority shall be responsible for
verifying that sufficient budgeted funds are available prior to authorizing the
requested travel.
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E. DEFINITIONS:
The following words shall have the meaning indicated:
1. Agency:
Any office, department, division or other organizational unit of the City
of Boynton Beach.
2. Authorized Person:
a.
A person other than a public official or employee as defined herein who is
authorized by the City to incur travel expenses in the performance of official
duties.
b.
A person who is called upon by the City to contribute time and services as a
consultant or advisor.
c.
A person who is a candidate for an executive or professional position with the
City.
3. Common Carrier:
Train, bus, commercial airline operating scheduled flights, or
rental cars of an established rental car firm.
4. Employee
: An individual on the City payroll other than a public official, who is
filling a regular full time or part time authorized position and is responsible to the
City.
5. Mileage:
a. Destination Mileage:
Miles traveled from the traveler’s headquarters by a
usually traveled route computed on the basis of the current map of on-line
services such as Map Quest or Google Maps.
b. Vicinity Mileage:
Miles traveled within a local area of the traveler’s
headquarters or a travel destination away from the traveler’s headquarters.
(1)
If the traveler departs from a personal residence to the destination, only
the mileage in excess of the commuting mileage from the traveler’s home
to the official headquarters is allowed.
(2)
Vicinity mileage is not allowed for travel to obtain meals.
6. Official Headquarters:
The official headquarters of a public official or employee
shall be the regular assigned office or location within the City of Boynton Beach.
7. Public Official:
A member of the City Commission.
8. Traveler:
A public official, employee, or authorized person, when performing
authorized travel.
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9. Travel Day:
A period of twenty-four (24) hours consisting of four (4) quarters of
six (6) hours each.
10. Travel Expense:
The usual, ordinary and incidental expenditures necessarily
incurred by a traveler.
11. Travel Period:
A period of time between the time of departure and the time of
return.
12. Type of Travel:
a. Class A travel:
Continuous travel of twenty-four (24) hours or more which
involves overnight absence from official headquarters.
b. Class B travel:
Continuous travel of less than twenty-four (24) hours which
involves overnight absence from official headquarters.
c. Class C travel:
Travel for short day trips where the traveler is not absent
from official headquarters overnight.
F. EXPENSE ALLOWANCE FOR PUBLIC OFFICIALS (COMMISSIONERS):
1.
Public officials shall receive, in lieu of reimbursements, a monthly expense
allowance to cover travel expenses, expenses in connection with their duties as a
Commissioner, and for use of their personal automobile on City business.
2.
The amount of expense allowance shall be established, and may be amended,
by resolution of the City Commission.
G. TRAVEL AUTHORIZATION FOR EMPLOYEES AND AUTHORIZED PERSONS:
1.
All travel by an employee or authorized person must be requested in writing and
signed by the traveler and approved by the traveler’s agency head or designee,
prior to the time of travel using the City’s Travel Authorization Form.
2.
Such requests should not be authorized unless it is accompanied, prior to the
time of travel, by a signed statement by the traveler and the traveler’s supervisor
stating that such travel is on the official business of the City and also stating the
purpose of such travel.
3.
The Travel Authorization Form must also be accompanied by any literature such
as brochures, registration forms, agendas, letters, memos noting the time, place
and reason for the travel.
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H. TRAVEL EXPENSE REIMBURSEMENT:
1.
Travel expenses of travelers shall be limited to those expenses necessarily
incurred by them in performance of a public purpose authorized by law to be
performed for the City and must be within the limitations prescribed by this
section.
2.
Travel by public officials or employees serving temporarily on behalf of another
agency or partly on behalf of more than one agency at the same time, or
authorized persons who are called upon to contribute time and services as
consultants or advisors, may be authorized by the City. Complete explanation
and justification must be shown on the Travel Expense Form or attached thereto.
3.
Traveling expenses of public employees for the sole purpose of taking merit
system or job placement examinations, written or oral, shall not be allowed under
any circumstances, except upon prior written approval of the City Manager.
4.
Travel expenses incurred by candidates for executive or professional positions
with the City may be allowed as authorized by the City Manager and available in
the budget.
I. COMPUTATION OF TRAVEL TIME FOR EXPENSE REIMBURSEMENT:
For
purposes of reimbursement and methods of calculating fractional days of travel, the
following principles are prescribed:
1.
The travel day for Class A travel (overnight 24 hours or more) shall be a calendar
day (midnight to midnight).
2.
The travel day for Class B travel (overnight less than 24 hours) shall begin at the
same time as the travel actually begins.
3.
For Class A and Class B travel, the traveler shall be reimbursed one-fourth (1/4)
of the authorized rate of per diem allowance for each quarter, or fraction thereof,
of the travel day included within the travel period.
4.
Class A and Class B travel shall include any assignment on official business
outside of regular office hours and away from the traveler’s official headquarters
when it is considered reasonable and necessary to stay overnight and for which
travel expenses are approved.
5.
For Class C travel, a traveler shall not be reimbursed on a per diem basis, but
shall receive subsistence for meals as provided in this section, which allowance
for meals shall be based on the following travel schedule:
a.
Breakfast - Leave before 6:00 a.m. and extends beyond 8:00 a.m.
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b.
Lunch - Leave before 11:30 a.m. and extends beyond 2:00 p.m.
c.
Dinner - Leave before 6:00 p.m. and extends beyond 8:00 p.m. or when travel
occurs during night-time hours due to special assignment.
d.
No allowance shall be made for meals when travel is confined to the City of
Boynton Beach or immediate vicinity; except assignments of official business
outside of the traveler’s official headquarters if travel expenses are approved
by the City Manager.
J. RATES OF PER DIEM AND SUBSISTENCE ALLOWANCE:
For purposes of
reimbursement rates and methods of calculation, per diem and subsistence
allowances for meals are provided where receipts are not required:
When traveling to a convention, conference, or training course if it serves a
direct and lawful public purpose, or
When traveling within or outside the local area in order to conduct bona fide
City business.
All travelers may receive a per diem allowance (for meals and lodging) or
subsistence allowance (for meals only) for each day of such travel at the option of
the traveler:
a. Per diem allowance
for meals and lodging:
(1)
Eighty dollars ($80.00) per diem and receipts are not required; or
(2)
If actual expenses exceed $80, up to the amounts permitted below of this
subsection for meals, plus actual expenses for lodging at a single
occupancy rate to be substantiated by paid bills.
(3)
When lodging or meals are provided at a convention, conference, training
course, the traveler shall be reimbursed only for the actual expenses of
lodging or meals, not to exceed the maximum provided in this subsection.
b. Subsistence allowance
for meals only while on official business. Receipts
are not required up to the following amounts:
(1)
$ 8.00 – Breakfast
(2)
$12.00 – Lunch
(3)
$20.00 – Dinner
(4)
$40.00 – Total for 24 hour period
Additional amounts may be reimbursed where special circumstances are
appropriate as approved by the City Manager.
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K. TRANSPORTATION:
1.
All travel must be by a usually traveled route.
2.
In case a person travels by an indirect route for personal convenience, any extra
costs shall be borne by the traveler and reimbursement for expenses shall be
based only on such charges as would have been incurred by a usually traveled
route.
3.
The most economical method of travel for each trip shall be determined, keeping
in mind the following conditions:
a.
The nature of the business.
b.
The most efficient and economical means of travel (considering time of the
traveler, cost of transportation and per diem or subsistence for meals
required).
c.
The number of persons making the trip, and the amount of equipment or
material to be transported.
4.
Transportation by common carrier when traveling on official business and paid
for personally by the traveler shall be substantiated by a receipt. In the event
transportation other than the most economical class approved is provided by a
common carrier on a flight check or credit card, the charges in excess of the
most economical class shall be refunded by the traveler to the City.
5.
The use of privately owned vehicles for official travel in lieu of publicly owned
vehicles or common carriers may be authorized by the City.
a.
The traveler shall be entitled to a mileage allowance at a rate based upon the
current allowable rate of the United States Internal Revenue Service.
b.
Reimbursement for expenditures related to the operation, maintenance, and
ownership of a vehicle shall not be allowed when privately owned vehicles are
used on public business and reimbursement is made pursuant to this
paragraph, except as provided for elsewhere in this subsection.
c.
All mileage shall be shown from point of origin to point of destination and shall
be computed on the basis of the current map of on-line services such as Map
Quest or Google Maps. Vicinity mileage necessary for the conduct of official
business is allowable, but must be shown as a separate item on the expense
voucher.
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6.
Transportation by chartered vehicles when traveling on official business may be
authorized by the City Manager when necessary or where it is to the advantage
of the City, provided the cost of such transportation does not exceed the cost of
transportation by privately owned vehicle pursuant to this subsection.
7.
The City may grant employees monthly allowances in fixed amounts for use of
privately owned automobiles on official business in lieu of the mileage rate
provided for in this subsection.
a.
Allowances granted pursuant to this paragraph shall be reasonable and
budgeted, taking into account the customary use of the automobile, the roads
customarily traveled, and whether any of the expenses incident to the
operation, maintenance, and ownership of the automobile are paid from funds
of the City or other public funds. Such allowance may be changed at any
time.
b.
Travelers who receive an expense or car allowance for use of their personal
automobile for City business shall not be entitled to a mileage allowance for
use of their privately owned vehicle. However, for a round trip distance in
excess for 300 miles (i.e., Orlando, Tampa, Jacksonville, Tallahassee), the
traveler may be reimbursed for the purchase of gasoline and tolls supported
by receipts.
8.
No traveler shall be allowed either mileage or transportation expense when such
traveler is gratuitously transported by another person or when transported by
another traveler who is entitled to mileage or transportation expense.
9.
However, a traveler on a private aircraft shall be reimbursed the actual amount
charged and paid for the fare for such transportation up to the cost of a
commercial airline ticket for the same flight, even though the owner or pilot of
such aircraft is also entitled to transportation expense for the same fight under
this subsection.
L. RENTAL CARS:
Commercial rental cars may be used provided:
1.
Transportation is not available by City or privately owned vehicle.
2.
The need is clearly documented as the most efficient and economical.
3.
Approval is obtained by the City’s approving authority.
4.
The rental car is obtained from the rental car agency under the State of Florida
contract unless renting out of state or other companies have a lower net rate to
include the cost of insurance, mileage and fuel.
5.
An Insurance Card is picked up from Risk Management prior to leaving.
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M. LODGING:
Any overnight stay at a hotel within a 50-mile radius of the traveler’s
headquarters must be justified in writing and approved by the agency head and City
Manager.
1.
The City’s standard is a single room with private bath in a business class
hotel/motel. Accommodations are for lodging costs and substantiated business-
related expenses (e.g., phone calls, faxes) only. Travelers are to pay for personal
items such as alcohol, snacks, spa/gym, salon, personal calls, pay-per-view
movies, restaurant charges, etc.
2.
Suite or luxury accommodations are not reimbursable unless justified and
approved in advance by the approving authority and the City Manager.
3.
Reservations are not to be made or paid for until the travel is authorized by the
approving authority.
N. OTHER EXPENSES:
The following incidental traveling expenses of the traveler
may be reimbursed, if supported by receipts:
1.
Taxi fare, including tips – Receipt required.
2.
Bridge, road and tunnel tolls – Receipt required.
3.
Storage, parking fees and valet, including tips – Receipt required.
4.
Communication expenses. (Business telephone, fax, internet connections)
5.
Laundry and dry cleaning is only allowed when the travel period extends beyond
seven (7) continuance days and such expenses are necessary to complete the
City business – Receipt required.
6.
Registration fee while attending a convention or conference which will serve a
direct public purpose with relation to the City – Receipt required.
a.
A traveler may be reimbursed for actual and necessary fees for attending
events which are not included in the basic registration fee that directly
enhance purpose of public participation in the conference.
b.
Such expenses may include, but not limited to, banquets and other meals.
c.
It shall be the responsibility of the traveler to substantiate that the charges
were proper and necessary.
d.
Any meals or lodging included in the registration fee will be deducted in
accordance with the allowances provided above.
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O. PERSONAL TRAVEL COMBINED WITH CITY TRAVEL:
Combining personal travel
is not prohibited> However, only those costs that are clearly business related shall
be reimbursed.
1.
If the trip is primarily personal, only those costs incurred that can be clearly
documented as business-related may be reimbursed.
2.
If the trip is primarily business, but the traveler takes an indirect route, any extra
costs (e.g., mileage, subsistence) shall be borne by the traveler.
P. ADVANCE PAYMENTS:
When approved by the City Manager or designee, a
traveler may request the City to pay expenses for registrations, travel, meals and
lodging directly to the vendor during the travel period, limited to amounts in
accordance with this policy.
1.
Payments may be made in advance for the full cost or a deposit for:
Registration fees
Hotels
Airline reservations
2.
Either by –
a.
The City on a tax exempt basis by City check or Purchasing Card.
b.
The traveler by personal check or credit card.
3.
Payment method and amount must be indicated on the Travel Authorization
Form and again on the Travel Expense Form when requesting reimbursement.
4.
The originating department / traveler shall be responsible for requesting a
reimbursement, refund or credit of all advance payments.
a.
The traveler shall be personally responsible for reimbursement of advance
payments when the traveler cancels the travel or does not complete the travel
due to their own fault.
b.
The traveler shall incur no liability for reimbursement of advance payments
when travel is cancelled due to an emergency or through no fault of their own.
Q. TRAVEL ADVANCES:
Notwithstanding any of the foregoing restrictions and
limitations, the City Manager may make, or authorize the making of, advances to
cover anticipated costs of travel to be paid by the traveler.
1.
No advances will be made for amounts less than $50.
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2.
Such advances may include the estimated costs of lodging, meals and travel of
the traveler in the performance of duties.
3.
The final Travel Expense Form shall be made within fifteen (15) calendar days of
return from travel.
a.
If the traveler owes the City money, a personal check should be attached to
the Travel Expense Form.
b.
If the City owes the traveler money, the Travel Expense Form should be
submitted by Tuesday in order to receive reimbursement in the same week.
4.
The traveler must report the actual use of travel advances and repay any portion
of the advance not used before any subsequent travel advance request will be
honored.
R. TRAVEL EXPENSE FORM:
All claims for reimbursement shall be on a Travel
Expense Form authorized by the City.
1.
This form should account for all expenses of the employee’s travel regardless of
who made the expense payment; the City or the traveler.
2.
All reimbursed expenses must have some form of documentation attached to
substantiate that the expense occurred. Receipts smaller than 8½ x 11 shall be
taped to an 8½ x 11 sheet of paper.
3.
The following statement shall be included and followed by the signature of the
employee and authorized person to approve the travel expenses.
I verify that the expenses Iisted above were incurred as necessary travel
expenses in the performance of official City business and that this request for
reimbursement is true and correct as to every material matter.
òÈËÉ ûËØÊÊÏØË
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Travel Authorization Form
CITY OF BOYNTON BEACH, FLORIDA
TRAVEL AUTHORIZATION FORM
1Date Submitted:
2Traveler Name:
3Department:
4Travel Dates:
5Meeting Description:
7Travel Destination
8Means of Travel:
When personal car is authorized, provide estimated mileage & cost:
9
Estimated MileageSee Instructions (Item 14) if the Traveler receives a car allowance.
Estimated cost-$ (Effective January 1, 2011, reimbursement is $.51 per mile)
10Plane Fare $
11Registration Fee $
Please note the City is tax exempt in the state only as long as the City sends a check for the hotel. Travelers will not be
12Hotel Cost $
reimbursed for sales tax for in-state hotels.
Hotel Name Sharing Room With:
13Meal Cost:
Breakfast - $8.If any meals are included in registration
Lunch - $12.fee or hotel rate please do not include in
Dinner - $20.this section.
14Other Cost:
Ground TransportationTraveler must provide receipt for reimbursement
Parking FeeTraveler must provide receipt for reimbursement
TollsTraveler must provide receipt for reimbursement
FuelTraveler must provide receipt for reimbursement
åÊÓÈÈ×Î ÒÇÉÈÓÖÓÙÛÈÓÍÎ ïÇÉÈ Ú× ÛÈÈÛÙÔ×Ø ÈÍ ÈÔÓÉ ÖÍÊÏ ÛÉ ÈÍ ÅÔà Ê×ÎÈÛÐ ÙÛÊ ÓÉ Î×Ù×ÉÉÛÊà ÛÎØ ÛÎ ÓÎÉÇÊÛÎÙ× ÙÛÊØ ÏÇÉÈ
15Rental Car:
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Total Cost
$ -
DO NOT
send a separate 121 form for advance
16Advance Check Requested:(Type Yes or No)
(No advance will be issued for expenses less than $50. Only show amount to
be paid to Traveler - do not include amounts that were paid on separate 121
Amount requested:
forms)
Acct. # to be charged:
Note to Traveler - A Travel Expense Report must be completed within
15 days of return from your trip. Receipts must be kept for hotel, fuel,
Traveler Signature:
ground transportation, tolls, parking fees, etc.
PLEASE NOTIFY FINANCE DEPT. AT EXT. 6320 IF TRIP IS CANCELED
A COPY OF THE CONFERENCE/MEETING BROCHURE MUST BE ATTACHED TO THIS FORM
Authorization:
17
Department Head:
Finance Department:
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INSTRUCTIONS FOR COMPLETING TRAVEL AUTHORIZATION FORM
Line
1Type date form is submitted to Department Head for Approval
2Type traveler's name
3Type traveler's department/division
4Type dates traveler will be attending seminar/conference
5Type in a brief description of type of meeting/seminar/conference (i.e., - Florida Government Finance Officers
Association Annual Conference)
7Type in city and state where meeting/seminar/conference will be held
8Type in how traveler will travel to meeting/seminar/conference
9Type in estimated mileage only. System will automatically calculate cost.
10Type in cost of plane fare
11Type in registration fee (This should be submitted on a separate 121 form with copy of registration form.)
12Type in the total cost for the hotel. (Payment should be made directly to the hotel on 121 form with sufficient
backup)
Type complete name of hotel.
13Type in total cost for breakfast, lunch and dinner. (Please remember if a meal is included in your hotel rate or
registration fee you do not get per diem for those meals.)
14Type in cost for ground transportation (i.e., taxi, limo, etc.) traveler must keep receipts to be reimbursed
If traveler drives a personal or city vehicle and the hotel charges a parking fee the traveler will be reimbursed if
they provide a receipt.
Any tolls the traveler incurs while traveling to the meeting location will be reimbursed if traveler provides
receipts.
If traveler drives a city vehicle they shall be reimbursed for any fuel they have to purchase. Receipts must be
provided. If traveler drives their personal vehicle the fuel reimbursement is included in the mileage allowance.
If the traveler receives a c
15If it is essential or more economical for the traveler to rent a rental vehicle during the trip they must receive
approval prior to trip and written justification must be provided with the Travel Authorization Form. Rental
vehicle must be an economy mode
16Type yes or no on the Advance check requested line stating whether the traveler is requesting an advance
pay for meals.
Type the total amount requested for meal advancement.
Type account number where advance funds are to be charged.
GENERAL INFORMATION
No Advance checks will be issued for amounts less than $50.
Advances are not issued until 2 weeks prior to the date the trip will actually take place.
Travel Expense Forms must be submitted within 15 days of travelers return from trip. All cost are to be shown
on the expense report including those items paid by 121 forms. All receipts, including hotel, must be attached
to reimbursement request.
Travel advances do not require a separate 121 form. Finance will take information from Travel Authorization
Form.
Finance Dept. must be notified if trip is changed or cancelled. Send an e-mail to Loretta Rosa. Ext. 6320
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Travel Expense Form
CITY OF BOYNTON BEACH, FLORIDA
TRAVEL EXPENSE FORM
Date Submitted
Traveler's Name
Department
Travel Dates
Meeting Description
Travel Destination
Departure Time and Date
Return Time and Date
Expenses - Receipts must be attached for all expenses except for meals
Dates of Travel
Sun.Mon.Tues.Wed.Thurs.Fri.Sat.Total
Hotel
$ -
Breakfast
$ -
Lunch
$ -
Dinne
r
$ -
Reistration Fee
g$ -
Ground Fare
$ -
Parkin Fee
g
$ -
Tolls
$ -
Fuel
$ -
Plane Fare
$ -
Rental Ca
r$ -
Books/Publications
$ -
*
Mileae$.51/mile
g()
$ -
*
$ -
Effective January 1, 2010 (Travelers receiving a car allowance should refer to "Instructions for Completing Travel Authorization Form" as a mileage allowance is no longer allowed Total
Expense
Beinnin of
gg
Mileage Breakdown
TripEnding of TripTotal Mileage
Beinnin mileae0
ggg
Endin mileae0
gg
Expense Recap
Total Expenses-$
Less payments made by direct
City
payment or credit card
directly to vendor
$ -
Less amount paid by traveler
$ -
Less amount paid in advance
to traveler
$ -
Balance due
$ Account #-
If balance due amount is in parenthesis the traveler owes the City money - attach check to this form; If the balance due
amount does not have parenthesis the City owes the traveler money - this form must be in Finance by Tuesday at 5pm for
check to be i
Signatures
I verify that the expenses Iisted above were incurred as necessary travel expenses in the performance of
official City business and that this request for reimbursement is true and correct as to every material matter.
Employee
Department Head or Designee
Finance Director or Designee
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