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Home My WebLink About04. Approve proposed revisions to Board Policy NO. 008 - Travel Expense ReimbursementDCENTRALSAN MEETING DATE: JULY20, 2023 BOARD OF DIRECTORS POSITION PAPER Page 1 of 4 Item 4. SUBJECT: APPROVE PROPOSED REVISIONS TO BOARD POLICY NO. BP 008 - TRAVEL EXPENSE REIMBURSEMENT SUBMITTED BY: INITIATING DEPARTMENT: KATIE YOUNG, SECRETARY OF THE SECRETARYOF THE DISTRICT DISTRICT REVIEWED BY: KEVIN MIZUNO, FINANCE MANAGER PHILIP LEI BER, DEPUTY GENERAL MANAGER, ADMINISTRATION Roger S. Bailey General Manager ISSUE Revisions to Board of Directors (Board) policies must be approved by Central San's Board. BACKGROUND The policy is up for its biennial review and staff would like to propose revisions to update the language in the policy. A summary of the proposed changes to the BP: • Revised descriptions of forms/reports to better reflect new paperless process in Oracle • Corrected description of reference to travel -related internal administrative procedures • Eliminated description of staff approval process, as this level of detail is covered in the administrative procedures • Clarified Finance Division also handles the "reimbursement process", not just the "audit process" July 20, 2023 Regular Board Meeting Agenda Packet - Page 26 of 112 Page 2 of 4 ALTERNATIVES/CONSIDERATIONS The Board could elect to not accept the changes. FINANCIAL IMPACTS None. COMMITTEE RECOMMENDATION This item was reviewed at the July 11, 2023, Administration Committee meeting. The Committee recommended staffs proposed changes. RECOMMENDED BOARD ACTION Approve the proposed revisions to BP 008 - Travel Expense Reimbursement Strategic Plan Tie -In GOAL TWO: Environmental Stewardship Strategy 1 - Achieve compliance in all regulations GOAL FOUR: Governance and Fiscal Responsibility Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility, Strategy 3 - Maintain financial stability and sustainability ATTACHMENTS: 1. Proposed Revisions to BP 008 (strikethrough) July 20, 2023 Regular Board Meeting Agenda Packet - Page 27 of 112 Number: BP 008 Related Admin. Procedure AP 008 Authority: Board of Directors Effective: December 20, 2012 Revised: dune 17,Z`021 Reviewed: July 11, 2023 lupe 8 ''n2 Initiating Dept./Div.: Administration BOARD POLICY Page 3 of 4 TRAVEL EXPENSE REIMBURSEMENT POLICY All District staff 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 oro -Travel Authorization Request, 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 E7Gpse ReTimb rs7emept Purpose and Rrene u fesAdministrative Procedures executed and enforced by the General Manager. 2. Board Members' attendance at conferences will be approved by the Board in advance for the calendar year on a Board agenda. 3. Board Members, District Counsel 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 6 of this policy. 4. Travelers are responsible for the timely preparation and submission of their Travel Expense summary Reportpost-travel expense reports, summarizing all costs of the travel incurred separately by the employee and District, to the Finance Division for audit and reimbursement processing purposes. 5. While traveling on District business, it is the responsibility of elected officials, appointed officials, and employees to use sound judgment to ensure reasonable expenditure of District funds. July 20, 2023 Regular Board Meeting Agenda Packet - Page 28 of 112 Page 4 of 4 Number: BP 008 TRAVEL EXPENSE REIMBURSEMENT POLICY Page 2 of 2 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. 6. The General Manager, or their designee, shall approve travel reimbursement documents for the Board, General Counsel, and the Secretary of the District; and the Board President, President Pro -Tem, or the Secretary of the District shall approve travel reimbursement documents for the General Manager. 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 costs must be authorized in advance by the appropriate supervisorial body as specified in the -this Policy's underlying Travel Reomb irsemep Administrative Procedures prior to reimbursement. 7. Per Diem is an allowance paid to a traveler for meals and incidental expenses incurred when traveling. This allowance is in lieu of paying their actual travel expenses and is based on the IRS approved rate for the area where they travel. Staff will follow per diem procedures while Board Members will be reimbursed up to the Per Diem rate, with receipts, for the city where their travel occurs. 8. Board expenses not related to this policy; refer to resolution adopted by the Board on setting forth procedures for appointment to and establishment of Board committees and meeting compensation and expense reimbursement for Board Members. 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, and this will also be adhered to. [Original Retained by the Secretary of the District] July 20, 2023 Regular Board Meeting Agenda Packet - Page 29 of 112