Loading...
HomeMy WebLinkAbout04. Travel and Expense Reimbursement Policy4. Central Contra Costa Sanitary District October 3, 2014 TO: ADMINISTRATION COMMITTEE VIA: ROGER S. BAILEY, GENERAL MANAGER FROM: DAVID HEATH, DIRECTOR OF ADMINISTRATION SUBJECT: TRAVEL AND EXPENSE REIMBURSEMENT POLICY Staff is recommending a number of changes to the District's Travel Policy to incorporate best practices, improve internal controls, and provide for ease of administration. One of the primary changes being recommended is the institution of a Travel and Estimate Form requiring pre- authorization of District employee travel by the District's Division Managers. This requirement will ensure that District funds are not obligated via travel arrangements in advance of District management approving such commitments. The form will also support validation of the travel reimbursement claim audit process upon the employee's return to District offices. The form will include all of the anticipated travel charges ahead of time. The other primary change being recommended is the institution of the Federal Government General Services Administration per diem rate method of reimbursement for meals which eliminates the requirement for staff to submit receipts per Internal Revenue Service regulations. This will reduce the administrative burden of submitting and auditing District employee travel reimbursement claims. The Board may also receive reimbursement up to the per diem rate for the area of travel where the conference is held but would still be required to submit receipts. All of the proposed amendments are indicated on the attached strikeout of the existing Travel Policy. Any additions are denoted in red and any deletions are denoted by red strikeouts. As previously requested by the Board, staff is evaluating Board policies and will continue to come back to the Board to discuss policies versus procedures and what items in current policies would more appropriately be contained in administrative procedures. Staff will be available to answer any questions or provide clarification during the meeting. Central Contra Costa Sanitary District Travel Approval and Estimate Form Use this form for prior approval of travel /training and to provide an estimate of travel expenses in accordance with the Travel Policy. After approvals are granted, a copy of this form must be attached to the completed department travel expense reimbursement at the conclusion of travel. Traveler may be responsible for any other costs outside of this approval. REQUESTOR/TRAVELOR INFORMATION Date of Request Name of Traveler /Attendee Travel Arranged by Destination Purpose of travel /benefit to the District Department Contact Telephone Ext Dates of Travel (From) _(To) If travel not being booked at least 7 days in advance, please explain why: Name of Authorizing Supervisor /Designee PURPOSE OF TRIP Check All that ADDIV. Giving a presentation or paper Serving as a panel member, discussant, or chair Serving as an officer or Board Member Attending only Non-Conference/1 -Day Seminar Included in Current Budget Other lease explain): ESTIMATED COST Transportation airfare, train, etc. Lodging if not at conference location, attach explanation) Meals based on per diem rate of area Conference /Seminar Fee (agenda of conference should be included Rental Car if applicable and approved) Other Estimated Total: SIGNATURES /APPROVALS Traveler /Attendee Department Director /Manager 2nd Approval Signature (if needed) Date Date Date Number: BP 008 Authority: Board of Directors Effective: November 21, 2008 Revised: December 20, 2012 Reviewed: Cenfrc►1 Contra Costa Sanitary District Initiating Dept. /Div.: Administration BOARD POLICY TRAVEL AND EXPENSE REIMBURSEMENT POLICY 1. All District travel including but not limited to attend conferences, training, seminars, meetings, and while conducting other official District Business must be approved in advance via a Travel Approval and Estimate Form, with the exception of urgent or emergency travel benefiting the District. District travel is authorized by Board majority through budget approval, report, or position paper. Arrangements must be made in compliance with the Travel and Expense Reimbursement Purpose and Procedures. Staff All of those- traveling on District business must complete and have signed a Travel Approval and Estimate AWIROFzati Form RE)tifyiRg the+rsigned by the Division Manager immediate I gapproving the type of travel, detail, and any special requests before any travel arrangements are made. 2. Board Members' attendance at conferences will be approved by the Board in advance for the fiseafcalendar year on a Board agenda. 3. Board Members and the General Manager are authorized to travel without prior approval for compelling reasons, provided reasonable effort has been made to obtain prior approval. Review of such travel will be consistent with the approval process identified in item 76 below. 4. Travelers are responsible for the timely preparation and submission to Finance of their Travel Expense Reimbursement Reports. (See instructions for completion,a*e o; the Olde of the fer'"') feF payment. Reports must be submitted within 30 days of the event or trip completion, along with a copy of the Travel Approval and Estimate Form, and must include all supporting documentation. It is recommended that travelers not include personal information such as credit card information, home address, or personal phone numbers on any submitted documentation. Travelers should retain copies of the Rreport and receipts for their personal records. 5. While traveling on District business, it is the responsibility of elected officials, appointed officials, and employees to use sound judgment to ensure reasonable BP 008 Page 2 of 2 expenditure of District funds. If there is a required receipt missing for any given expenditure, other than those included in the per diem as it related to staff, the SupePA6er'-s managers signature on the Travel Expense Reimbursement Report will serve as approval of the charge. Board Members whose expenses do not fall within this policy may be submitted to the Board of Directors for approval, in a public meeting, before the expense is incurred. 67. The General Manager, or their designee, shall approve travel reimbursement documents for the Board Members and the Secretary of the District., and the Board President or President Pro -Tem shall approve travel reimbursement documents for the General Manager a-r . The General Manager or their designee shall approve all travel approval reimbursement documents for his /her direct reports, and in certain instances, other staff. Staff travel reimbursements will be approved by + + supew+sors Department Managers with signature authority. 78. Per Diem is an allowance paid to a traveler for ledff+eg, meals and incidental expenses incurred when traveling. This allowance is in lieu of paying their actual travel expenses. For this ;pegd+em will +RsideRtaIe,ile► -e. Staff will follow per diem procedures while Board Members will receive the Per Diem rate of the city where their travel occurs but will still be required to submit receipts for meals and incidentals. Central Contra Costa Sanitary District 1 TRAVEL AND EXPENSE REIMBURSEMENT PURPOSE AND PROCEDURES PURPOSE To establish a Pelicyprocedures for appropriate reimbursement of expenses and costs incurred by elected officials, appointed officials, and staff for travel activities that are necessary, legitimate, pemii6sible; and actually incurred when traveling on authorized District business, provided they are pre- authorized through the Travel Approval and Estimate Form, itemized, fully explained and, approved on the Travel Expense Reimbursement Report. The Travel Expense Reimbursement Report becomes a public record upon submission, so every effort should be made to ensure it is accurate to the best of the traveler's knowledge. Important quidelines travelers and those making arrangements should know: • For those employees who will be traveling on District business, the time will only be compensable if the travel is conducted within their normal working hours. Normal working hours will be determined by the "Statement of Work Hours" that each employee has signed and is on file with Human Resources. • Employees are expected to return to work the next day after a conference is over if the next day would be their normal work schedule unless they have submitted a leave slip or become ill. • The District will reimburse expenses attributable to Board Members and District employees only. Non - District employee expenses will not be reimbursed. • It is prohibited to charge any meal expenses on District issued procurement cards unless it is hart of the hotel bill charges at check out. Room service included on hotel bill will be deducted on the expense report from the per diem amount allowed. • Required receipts should be organized by the date of the actual expenditure for ease of processing. When at all possible, personal charges should be on a separate receipt from those that will be submitted to the District for reimbursement. For instance, if staying extra days at a hotel where a conference was held, only submit a hotel receipt of the days that are reimbursable by the District. BP 008 Page 2 of 8 • In situations where extraordinary travel expenses are expected to be incurred or where this procedure does not adequately cover the situation or would cause an undue hardship, exception may be made with approval of the General Manager. Support staff making travel arrangements has the option to utilize the District travel agency services or book the arrangements directly provided by back up documentation is in place showing the due diligence to find the best rates for the District PAY ■ zrml IM ON lie _ „_ ._ BP 008 Page 3of8 PROCEDURE 1. Making Travel Arrangements: All District travel arrangements are to be booked through department related support staff that have been issued travel purchasing cards. make suFe that requemAq staff has reGeived prk)F budget approval —A.Ad/Ar MliqoeR MaRage approval before mal4g arFaRgemeRts (via email, WeMG, etG.) The requesting traveler must submit a Travel Approval and Estimate Form to their Department Manager for signature, and once sianed. provided to suogort staff in order for them to make arranaements. The District will not reimburse internet service charges or telephone charges not required for District business, room videos, shoe shining, spa treatments, gym fees, fines or traffic violations, damages to employee vehicles, excess baggage fees unless required for District business, newspapers, magazines, entertainment, cancellation fees or penalties unless deemed appropriate by supervisor, or expenses which are excessive or unreasonable. District will reimburse for laundry expenses in instances when the traveler is on conference over 5 business days. If you are unsure whether something is reimbursable, please find out before the charges are incurred. Ask the Department Manager or Finance for guidance. 2. Transportation: a. Commercial Airline Travel: Elected officials, appointed officials and District employees will travel at the lowest reasonable coach class airfare within the following guidelines: (1) In order to obtain low airfares, a two -hour window policy will be used in searching for a low fare. This window policy involves searching for fares one hour prior to and after the requested departure /arrival time. The lower fare quoted within this two - hour window must be taken unless time constraints make it impossible. (2) Direct flights (one -stop) and connections (change of planes), rather than non - stops, may represent substantial savings to the District. Non -stop flights, if more expensive, saRRet- should not be taken if lower direct/ connecting fares are available and does not place an unreasonable burden on the traveler. (3) Early departures and late returns are encouraged to avoid lodging for an additional night; However„ travel arrangements should allow for full attendance at the subject event. (4) Air travel arrangements should be reserved as far in advance of travel date as possible. Advance planning, rather than last- minute reservations, allow for the opportunity to obtain lower fares. To the extent possible, Ttravel arrangements should be booked a minimum of seven thirty (30) days prior to departure. (5) Reimbursable expenses shall be limited to the actual dates of travel, which shall be as near the event as practical, allowing for timely arrival and departure and the carrier's schedule. If the extension of travel time would achieve lower airfare and would result in a net cost savings to the District, the District will pay for actual costs incurred for hotel and meals only, subject to the other limitations of this procedurepel+sy, provided they do not exceed the costs which would have been incurred without an extension, and the extension is approved in advance. A cost analysis, with or without extension would be required Any additional time (exceeding the above) taken prior to or after the event will be at the traveler's empleyee'6 time and expense. (6) Use of penalty or non - refundable airfares should be considered, depending on the nature of travel, and the certainty that the trip will take place as planned. These lower- cost fares shall be selected to the extent possible. l#-c�e#e appropriate. (7) If there is a significant difference between the cost of the flight used and a less expensive flight that was available, or if the traveler uses first -class or business class instead of an available coach -class airfare without appFeval fFem the appfepFiate -s� , the traveler will be required to pay the difference in the expense. (8) Use of a specific airline for the purpose of obtaining Frequent Flyer miles will Ret be awtheFi is prohibited, unless the airfare is among the lowest available. Those booking flights including those authorized to book their own airfare should attach sufficient documentation back -up to the Travel Approval and Estimate Form showing due diligence was performed in finding the most reasonably priced flight This could be obtained by running comparison of flights through Expedia Travelocity, Orbitz, etc. Booking of own airfare is only authorized through the General Manager. b. Car Rentals: The use of a rental car must be authorized in advance. When a car rental is authorized, the � Or eFf4pleyeetraveler shall be limited to a cempaGt OF Mid 648 VehiGlethe most economical available at the time. A . A rental car may be authorized only for a business necessity or if it is the most economical means of transportation available. The eF;Hpleyeetraveler muste --show a cost savings to the District by the use of a rental car as compared to other modes of transportation. When traveling in groups, sharing of cars is encouraged to minimize costs. Full Gcollision and liability insurance offered by the rental company should be accepted. Employees Travelers should refuel cars before returning them to the rental agency if it will to -avoid the large refueling mark -up, when economical. 9##+G+ and GEmployees are required to notify the District's Safety and Risk Management Administrator and their empleyee's supervisor and Department Manager within 24 hours of any event, incident or accident related to the rental vehicle. Board Members are required to report incidents to the General Manager. C. Taxi and Other Local Transportation: The use of a taxi is authorized when cost - effective alternative weFe 8GGROMiGal services are not available, or in cases wheRof BP 008 Page 5 of 8 valid business reasons, such as timing limitations, warrant use of such transportation. Taxis should be utilized when courtesy shuttles and paid shuttles are not convenient for timing or other purposes. , traRspeFtatioA to and from airports should be t�. Use of private limousines or chauffeured cars hired solely to transport District Board Members and /or staff is prohibited. Gratuities for transportation such as shuttles and taxis should not exceed 1500. d. Travel in District Vehicles: District vehicles are available for local seminars. District vehicles shall not be used for personal use when attending seminars. Non- District employees cannot be transported in District vehicles. e. Travel in Personal Vehicles: When use of a privately -owned vehicle is authorized in lieu of a common carrier, reimbursement will be based on the prevailing mileage rate and the miles determined by the Google Maps site mileage calculation, but will not exceed air coach rate to and from the destination plus local transportation costs such as mileage, airport parking, toll, and shuttle /taxi costs. Mileage should be included on the Travel Reimbursement Report and not submitted separately. a local semiHar, mileage FGiMbUFE;eMeRt W611 be GaIGulated based OR the ShGOeS d+staRGe te the Reasonable costs for parking and tolls will be reimbursed. Valet parking is discouraged if free or more economical parking is available; exceptions may be made in cases of safety issues. On regular work days, mileage will be calculated at shortest distance from home or work. On off days, employee will be reimbursed for actual mileage. Board Member travel will be calculated from residence or the location they depart from. When parking personal vehicle at the airport, use of long -term parking facilities is encouraged. 3. Lodging/Telephone: a. Lodging: Whenever possible, lodging should be arranged at the facility where the event is being held or conference hotels suggested, or a comparable facility of equal rate or lower within the conference area. When attending conferences, a block of hotel rooms may be offered at a reduced rate. Nevertheless, staff should check to see if a lower rate, at the same facility, is available. Empleyees Travelers should limit their stay to a minimum number of nights. Reimbursement for the daily cost of lodging includes only the single occupancy room rate and applicable taxes unless shared by more than one District employee. When making reservations for lodging, attempts should be made to obtain a discounted or governmental agency rate. District travelers are expected to use good quality, but reasonably priced hotels or motels wherever practical. , NeveFtheless, tFavelers should check to see if a !E)weF Fate, at the Game fadlity, BP 008 Page 6 of 8 Hotels will be paid for by personal credit card or by acquiring a cash advance for the hotel before the conference. (Make sure when checking out of hotels that they you are not charged for any nights that the District has paid for in advance such as first nights deposit to hold room). If the traveler requires aR4- possesses a District procurement card, they may be are allowed to pay for the hotel costs on that card once they check out at the end of the conference. Hotel receipt/invoice should be provided as back -up documentation verifying deposit (paid by District, if any) and dates of stay. When attending a local one -day training or conference where mileage is less than 60 miles one way (120 roundtrip) from official station or residence, travelers are expected to return the day the training or conference ends. If this policy is not followed employee will be expected to pay for anv extra nights. Prior approval is always required for overnight stays even for one -day training and conferences. b. Telecommunication: On authorized travel, necessary business - related telephone calls, faxes, and Wi -Fi - connections incurred may be reimbursed. The cost of personal telephone calls made while attending a seminar will be the responsibility ber++e byof the employee. However, e4vo4e, �travelers are allowed one personal call of reasonable length and cost per day at District expense. The District's Finance Manager GeRtreller shall make the final determination of reasonable duration and cost on a case - by -case basis. When possible, business usage of internet should be utilized through District issued electronic devices. If this option is not available District will reimburse the cost of these services if utilized for District business related purposes 4. Meals: Meals will be reimbursed in accordance with the Meals and Incidental Expenses (M &IE) allowance established by the Federal General Services Administration (GSA3 for the location of travel (website www.gsa.gov/perdiem). Receipts are not required for M &IE with the exception for Board Members. M &IE include all meals room service laundry, dry cleaning, pressing of clothing, fees and tips for persons who provide services such _ - SWEN Meals will be reimbursed in accordance with the Meals and Incidental Expenses (M &IE) allowance established by the Federal General Services Administration (GSA3 for the location of travel (website www.gsa.gov/perdiem). Receipts are not required for M &IE with the exception for Board Members. M &IE include all meals room service laundry, dry cleaning, pressing of clothing, fees and tips for persons who provide services such BP 008 Page 7 of 8 as food servers and luggage handlers. For the first day and last day of a conference, the reimbursement for the first day and last day will be 75% of the IRS rate for the location. Per diem for one -day trainings /seminars will not be paid if meals are included. If meals are not included, one meal reimbursement will be provided with receipts, not to exceed the GSA meal rate for the area. 5. Travel Advances: A request for a travel advance must be made at least two weeks prior to travel by submitting a completed Payment Authorization Request form to Asseu4RgFinance. There will be no travel advances for the cost of airline travelexpenses due to the District's payment for the ticket in advance. Advances must be utilized immediately and accounted for within two weeks after completion of a trip. No additional advances will be granted before settlement of an outstanding advance. In the event an advance remains open beyond 30 days, the District may elect to deduct the amount advanced from the empleyee'straveler's next regular paycheck or their expense report for that conference. When traveling on District business, the traveler must be reasonably certain that he /she will be able to complete the trip. Canceling a trip for personal reasons must be approved by the General Manager and may result in the traveler being responsible for any non - refundable costs. Where possible, another employee may be substituted if approved by a Manager and there is no major penalty incurred for the transfer. 1 6. Special Expenses Paid by Employee SUGh as -ta /leafs -#er Business AsSGsiates: Report only expenses paid by cash, personal check, or credit card. Meal8FpeR&es; te be reimbursable, must be aR expend re ReGessary#er##e traRsaGt en 4 PistF+stk9+siees6 The Internal Revenue Code requires that specific details showing traveler and names of guests arc empleyees, cost, date and place, business purpose, and the business relationship of individuals be supplied. Attach receipts whenever possible. Rese+pts fer regu Fed. 7. Travel Expense Reimbursement Reports: Travel Expense Reimbursement Reports must be legible and in all cases be signed in ink by both the traveler empleyee and the Division Manager. Each expense shall be clearly and accurately identified and shown on the Rreport on the day the expense was actually incurred. Report all expenses paid by cash, personal check, credit card, and those paid directly by the District. Auditing and control procedures of the District require that receipts substantiating travel expenses be provided by the traveler whenever possible, with the exception of MWE. Original receipts, including hotel statements, airline ticket stubs, car rental invoices, credit card receipts, paid invoices, or any receipt, which shows the date, location, nature and amount of the expenditure, shall be attached to the Report. BP 008 Page 8 of 8 When a receipt is not available other than for ME, . the traveler shall provide a statement detailing the expenditures and explaining the reason for the lack of a valid receipt. However, in accordance with Government Code 53232.3 and Assembly Bill 1234, elected and appointed officials are required to submit receipts documenting each expense claimed. All documents related to reimbursable agency expenditures are public records, subject to disclosure under California Public Records Act. In addition, AB 1234 requires Board members to provide a report, written or verbal, to the Board in open session on the event, conference, seminar or training attended, to be agendized within 30 days of the event.