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00-73 Resolution No. 00-73 RESOLUTION ADOPTING A CITY OF ELGIN TRAVEL POLICY BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that it hereby adopts a City of Elgin Travel Policy dated March 8 , 2000 as the city' s policy governing expenses related to travel by employees, board members and others traveling on behalf of the city, a copy of which is attached. s/ Ed Schock Ed Schock, Mayor Presented: March 22 , 2000 Adopted: March 22 , 2000 Omnibus Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk CITY OF ELGIN TRAVEL POLICY PAGE 1 CITY OF ELGIN TRAVEL POLICY OVERVIEW March 8, 2000 This document explains the travel policy and the procedures a traveler on official City business is required to follow. The intention of the procedures is not only to codify the City's travel policy, but also to simplify the making of travel arrangements and to help travelers have a cost-effective and trouble-free trip. City representatives on official travel are expected to be cost-conscious when spending the taxpayer's money and to make reasonable efforts to reduce their travel expenses. Many of the procedures described in this manual have cost-control as their objective. It is understood that exceptions to these procedures will occasionally be required due to unique circumstances. However, exceptions must be approved by the department head and City Manager prior to travel. It is the responsibility of each individual who travels on behalf of the City to follow the established procedures as specified in this document. CITY OF ELGIN TRAVEL POLICY PAGE 2 CITY OF ELGIN TRAVEL POLICY PURPOSE The purpose of this policy is to provide guidelines governing travel expenses and to detail procedures for travel documentation and accounting. The City's objective is to allow travel arrangements for City business that (1) conserve funds, (2) provide uniform treatment and (3) allow travel in a manner that is dignified and reflects positively on the City of Elgin. These guidelines should not be construed as guaranteeing attendance at any event, but as a means of establishing criteria under which individuals may attend an event. Other considerations, such as available funding and departmental operational needs and policies, will also be taken into consideration. SCOPE This policy is applicable for all expenses incurred on behalf of the city by employees, representatives, elected officials, and Board and Commission members traveling and/or attending special events, conferences, training sessions, or other elements of official city business. This travel policy is divided into two major areas; travel requiring overnight stays, and travel that is completed in one day. This policy assumes that the individual has received approval for the event that requires travel. Specifically, procedures for travel advances and advance payments, expenditure limitations, ex- pense parameters, and requests for reimbursement are described. The City Manager's office may authorize deviations to these policies when warranted. OVERNIGHT TRAVEL If a seminar or conference is offered in multiple locations, individuals shall choose the more cost effective option. For example, if a seminar is being held in Washington DC and Los Angeles, the least expensive location, factoring in airfare and hotel costs, shall be selected. The City Manager may waive this requirement if there are special circumstances, such as timing of the conference or schedule conflicts. CITY CREDIT CARD Those individuals who travel on City business are encouraged to use a City of Elgin credit card. Only charges directly related to the approved travel and covered in the policy will be allowed. Cash advances through the credit card are strictly prohibited. The credit card may be used for expenses such as conference registration, meals, lodging, and air transportation. Travelers may elect to use their personal credit cards to charge City travel expenses. Reimbursement shall be made in accordance with provisions set forth in this policy. TRAVEL ADVANCE Travel advance requests and vendor checks for registration, room reservations, travel expenses or other related items should be prepared using the standard requisition process. A copy of the Statement of Travel Expenses form (sample attached) should be completed for the advance and retained for completion at the conclusion of the trip. The necessary checks for a travel advance CITY OF ELGIN TRAVEL POLICY PAGE 3 and/or travel expenses shall be picked up by the department representative or the individual traveling, prior to the date of travel, unless instructed otherwise. The City shall directly pay vendors for as many travel expenses as possible, including registration fees, room deposits and airline or other commercial carrier expenses. As a general rule, travel advances will be limited to the per diem expenditure determined by the duration of the travel (See "MEALS", below). Advances shall be processed and distributed according to the accounts payable payout schedule. Please consult your department head for specific submission date requirements to ensure your advance is available prior to departure. Travel requests/advances for more than one person may be placed on one form provided all travelers are identified. One individual must be designated as responsible for the advanced monies. REQUEST FOR REIMBURSEMENT Within five business days after returning from a trip, the Statement of Travel Expenses form shall be reviewed and approved by the department head. - The completed form shall list day-by-day expenses incurred by the traveler. Category totals (i.e., registration, lodging) and daily totals should be added across and down to the "TOTAL" columns. Please recheck all calculations for accuracy. - Required receipts shall be attached to the Statement of Travel Expenses form when submitted. - If actual expenses exceed the travel advance, said excess may be paid as soon as the expense report has been audited for compliance with the Travel Regulations, approved for payment, and scheduled on the Accounts Payable Schedule. - Any unused portion of the travel advance shall be given to the Accounting Division within the Finance Department. - Any additional or unusual expenses shall be fully explained on the form or an attachment. - Expense reports not filed in a timely manner may result in advances being deducted from an employee's paycheck. TRANSPORTATION All modes of travel shall be by the most economical mode of transportation available considering travel time, costs and work requirements. If an individual chooses to use a method of transportation other than that normally approved for a given trip, they shall detail the comparison of transportation methods available and attach the information to their Statement of Travel Expense form. The comparison should include the cost of overnight lodging as an element of travel when applicable. Upon approval, the traveler shall be reimbursed for the least cost option of travel regardless of the method that the individual ultimately uses. Any additional travel time must be taken as non-work time (i.e., vacation). Air Travel Commercial carrier fares shall be limited to "coach" or "economy" fares when such services are available. Air travel reservations should be made as soon as practicable after approval for CITY OF ELGIN TRAVEL POLICY PAGE 4 attendance at a convention or seminar in order to obtain the lowest possible rate. The lowest airfare rates generally require a travel over a Saturday night. In this instance a cost comparison of the additional expense that would be incurred(meals, hotel lodging, etc.) versus the next lowest round trip fare would be required and Department Head approval received prior to reservations being made. Frequent flyer mileage may not be used for personal use. The Internal Revenue Service views personal benefits (e.g., frequent flyer miles, payments for "bumping") arising out of business travel as taxable income. Travel to and from train stations and airports may be by bus, limousine, taxi, or private vehicle (for which mileage will be paid), whichever is the most economical and reasonable under the circumstances. When possible, travel arrangements should be made through the travel agencies designated by the Purchasing Department and billed directly to the City. City Vehicles City cars, if available, shall be used for travel when warranted by distances, time requirements or other justification. Prior approval must be obtained from the department head. Gasoline, repairs and other expenses attributable to the vehicle are reimbursable and paid receipts must be submitted. Parking and garage charges are also reimbursable. Receipts must be submitted for reimbursement. Tolls are reimbursable, but do not require receipts. Private Vehicle The use of a private vehicle for out of town travel shall be limited to when a City vehicle is unavailable and other modes of transportation would involve excessive loss of time. Reimbursable expenses are limited to mileage, parking fees and toll charges. Receipts are required, except in the case of toll charges. Mileage reimbursement shall be the then-current Internal Revenue Service rate for mileage. INDIVIDUALS ON OFFICIAL BUSINESS, DRIVING PERSONAL AUTOMOBILES MUST BE ADEQUATELY PROTECTED BY PERSONAL LIABILITY AND PROPERTY DAMAGE INSURANCE. THE INSURANCE REQUIREMENTS ARE AS FOLLOWS: $100,000/$300,000 BODILY INJURY $ 50,000 PROPERTY DAMAGE $ 5,000 MEDICAL $100,000/$300,000 UNDER INSURED/UNINSURED MOTORIST THE DEPARTMENT HEAD SHOULD ASSURE HIMSELF/HERSELF THAT THE TRAVELER HAS MINIMUM COVERAGE AND INSIST ON THE USE OF A CITY OWNED OR RENTAL VEHICLE IN THE ABSENCE OF SUCH KNOWN PROTECTION. All automobile travel is to be by the most direct route. Any person traveling by another route without adequate justification shall assume all additional expenses incurred. Vehicle Rental An individual will not be reimbursed for the use of a rental car except when transportation is required at the destination and other means would be too costly. Department head prior approval for the use of a rental car is required. Rental car agencies provide two types of insurance. Collision damage is not provided by the City's insurance company on rental vehicles and therefore is required and is an allowable expense. Personal accident (death and dismemberment) is provided under the City's group health policies and also under workers compensation when traveling on official business. Therefore, it is not a CITY OF ELGIN TRAVEL POLICY PAGE 5 reimbursable expense. Automobile rental costs shall be reimbursed at the standard compact car rate when the automobile is used for official City business and approved in advance. Fuel for rental automobiles shall also be an expense eligible for reimbursement. Taxi Taxi fares for travel to dinner (or other purposes) will not be allowed, unless food service is not available within walking distance of the hotel at which the traveler is staying, or approved by the City Manager. When traveling by private or City vehicle, any taxi or bus fares will be disallowed unless specifically noted and approved on the Statement of Travel Expense form. Public Transportation Public transportation may be utilized as an alternative to other modes of transportation when it is economically feasible to do so. Receipts for public transportation under $20 are not required. LODGING Hotel or motel reservations shall be made well in advance to ensure that lodging is secured at moderate rates. Receipts for lodging are required. Reimbursement of lodging shall be limited to the minimum number of nights required to conduct the assigned City business, unless airfare prices dictate longer travel dates. If a conference, for example, opens on Sunday evening and closes Thursday noon, reimbursement for Saturday through Wednesday night would be allowed if a Saturday airline departure lowered the fare to cover the room expense and per diem and remain less expensive than a Sunday to Wednesday night stay. Otherwise, if the traveler chooses to arrive earlier or stay later, the additional lodging and other expenses related to this decision are personal expenses and will not be reimbursed. If a spouse and/or other family members travel on an official trip, reimbursement shall be limited to the single rate for the room occupied. The traveler shall provide a conference brochure, hotel flyer, etc. that states the room rates. The completed Statement of Travel Expense form shall reflect the single room rate and any difference shall be paid for by the traveler. Lodging expense shall only be reimbursed for meetings or conferences held outside a 60 mile radius of Elgin's city limits. MEALS Individuals receive a per diem of$40.00 to cover meals, including tips. Breakfast- $7.00 Lunch- $13.00 Dinner- $20.00 The per diem meal expenses provided herein may be adjusted annually by the City Manager based upon any increases in the Consumer Price Index. No receipts are required for meals. The per diem for the day of departure and the day of return will be pro-rated based on the number of meals required away from home. When registration fees include one or more meals, the maximum allowable per diem will be decreased by the appropriate meal per diem amount. CITY OF ELGIN TRAVEL POLICY PAGE 6 REGISTRATION FEES Registration and tuition fees for professional and technical meetings and conferences are reimbursable. Receipts are required. MISCELLANEOUS 1) The cost of related special expenses, if reasonable, shall be reimbursable. Examples are: a) Laundry and dry cleaning if a travel stay is for five consecutive days. b) Storage and handling of baggage. c) Telephone calls on official business. 2) Examples of non-reimbursable expenses include, but are not limited to: a) Alcohol b) Coat check c) Entertainment (e.g., golf, in-room motion pictures, concierge amenities) d) Parking tickets or other traffic tickets e) Meals for other people f) Late check out The City shall assume no liability (financial including travel, lodging, per diem, or otherwise) should an individual who is traveling on city business for more than one week return home on the weekends. REQUIRED RECEIPTS Receipts are required for the following expenses in order to receive reimbursement: • Commercial carrier travel cost • Parking and garage charges • Gas, repairs and vehicle expense for City vehicles • Lodging • Registration and tuition fees • Extraordinary expenses not covered by these regulations • Public transportation(over $20) • Taxi • Car rental SAME DAY TRAVEL TRANSPORTATION City Vehicles City cars, if available, shall be used for travel when distances, time requirements or other justification warrant it. Prior approval must be obtained from the department head. Gasoline, repairs and other expenses attributable to the vehicle are reimbursable and paid receipts must be submitted. Parking and garage charges are also reimbursable, but care should be exercised to select a parking facility that charges economical rates. Receipts must be submitted for reimbursement. Tolls are reimbursable, but do not require receipts. CITY OF ELGIN TRAVEL POLICY PAGE 7 Private Vehicles Private vehicles may be used for travel on City business when authorized by the department head. Reimbursement shall be based on a per mile rate plus tolls, parking and garage charges. When two or more people travel in the same private vehicle, reimbursement shall be paid to the owner of the vehicle. Mileage determinations will be set according to the Rand-McNally Road Atlas and the Illinois Official Highway Map. Travelers shall be reimbursed according to the then-current Internal Revenue Service rate for mileage reimbursement. Travelers who receive car allowances do not receive per mile reimbursements for same day travel. Mileage should be based on departure from the individual's principal work location to the destination and then returning to principal work location. If the individual lives in closer proximity to the final destination, the mileage shall be calculated at the lesser distance. MEALS The per diem for meal expenses for same day travel is: Breakfast- $7.00 Lunch- $13.00 Dinner- $20.00 The per diem meal expenses provided herein may be adjusted annually by the City Manager based upon any increases in the Consumer Price Index. The basic travel day shall start at 7:00 a.m. and end at 6:00 p.m. The basic travel day includes lunch if the business meeting or travel encompasses noon to 1:00 p.m., but does not include breakfast or dinner if the travel is accomplished between 7:00 a.m. and 6:00 p.m. REGISTRATION FEES Registration and tuition fees for professional and technical meetings and conferences are reimbursable. Receipts are required. CITY OF ELGIN STATEMENT OF TRAVEL ADVANCE/TRAVEL EXPENSES DATE: CITY REPRESENTATIVE NAME(S): EVENT/REASON/LOCATION FOR TRAVEL: DATES OF TRAVEL:FROM TO DATE DATE DATE DATE DATE DATE DATE DAY DAY DAY DAY DAY DAY DAY TOTAL REGISTRATION/TUITION* LODGING* MEALS: Breakfast($7) Lunch($13) Dinner($20) Mileage Reimbursement miles Parking* Tolls Gas(city car or rental only)* Taxi/Limo/Public Transportation* Airfare* Other(attach explanation)* TOTALS * Receipts are required Total: $ I understand that this form must be completed and submitted to my supervisor within 5 business days after my return. I further understand and agree that failure to properly complete and submit this form may result in advances being deducted from my paycheck. Less Travel Advance: ($ ) City Representative Signature: Department Head Signature: Amount Refunded to City/Owed to Employee $ `',sy(OF fCCs ti City of Elgin Agenda Item No. oma. • w�'I March 2, 2000 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Proposed Travel Policy PURPOSE The purpose of this memo is to provide the Mayor and members of the City Council with the information to review and approve a proposed travel policy for employees, board members and others traveling on behalf of the City. BACKGROUND The City of Elgin currently does not have a formal policy for expenses related to travel, such as airfare, hotel, and reimbursements . Travel is a line item expense allocated in every rm. department budget . A written travel policy is necessary in order to ensure that City officials are maximizing travel dollars and being treated consistently. The purpose of the attached policy is to provide guidelines governing travel expenses and to detail procedures for travel documentation and accounting. The policy' s objective is to allow travel arrangements that (1) conserve funds, (2) provide uniform treatment and (3) allow travel in a manner that is dignified and reflects positively on the City of Elgin. The proposed policy shall apply to all expenses incurred on behalf of the City by employees, representatives, elected officials, and Board and Commission members traveling and/or attending special events, conferences, training sessions, or other elements of official City business. The Department Head is responsible for reviewing and approving employee travel arrangements . Managers approve Department Head travel, and the City Manager is responsible for reviewing and approving Manager travel . . . eimm. Proposed Travel Policy March 2 , 2000 Page 2 Travel policies from various cities and towns were referenced in drafting the policy. The Northwest Municipal Conference provided its survey of travel per diems from 32 communities. Per diems ranged from $31 per day to $60 per day. The average per diem was $38; the most common was $40 per day, which is recommended. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Managers and Department Heads reviewed and commented on the policy. FINANCIAL IMPACT 0,11L/ In Fiscal Year 2000, $444, 870 is budgeted for training, conferences and transportation among the various City Departments from the total budget of $199, 000, 000 . The proposed policy would establish rules and procedures for the expenditures of City funds related to travel . NWLEGAL IMPACT None. ALTERNATIVES Continue with the current informal travel policy. RECOMMENDATION It is recommended that the City Council approve the proposed City of Elgin Travel Policy. Respectfully submitted, dill & •Plick---' J• ce t . Parker City Manager CITY OF ELGIN TRAVEL POLICY PAGE 1 CITY OF ELGIN TRAVEL POLICY OVERVIEW This document explains the travel policy and the procedures a traveler on official City business is required to follow. The intention of the procedures is not only to codify the City's travel policy, but also to simplify the making of travel arrangements and to help travelers have a cost-effective and trouble-free trip. City representatives on official travel are expected to be cost-conscious when spending the taxpayer's money and to make reasonable efforts to reduce their travel expenses. Many of the procedures described in this manual have cost-control as their objective. It is understood that exceptions to these procedures will occasionally be required due to unique circumstances. However, exceptions must be approved by the department head and City Manager prior to travel. It is the responsibility of each individual who travels on behalf of the City to follow the established procedures as specified in this document. r CITY OF ELGIN TRAVEL POLICY PAGE 2 CITY OF ELGIN TRAVEL POLICY PURPOSE The purpose of this policy is to provide guidelines governing travel expenses and to detail procedures for travel documentation and accounting. The City's objective is to allow travel arrangements for City business that (1) conserve funds, (2) provide uniform treatment and (3) allow travel in a manner that is dignified and reflects positively on the City of Elgin. These guidelines should not be construed as guaranteeing attendance at any event, but as a means of establishing criteria under which individuals may attend an event. Other considerations, such as available funding and departmental operational needs and policies, will also be taken into consideration. SCOPE This policy is applicable for all expenses incurred on behalf of the city by employees, representatives, elected officials, and Board and Commission members traveling and/or attending special events, conferences,training sessions, or other elements of official city business. This travel policy is divided into two major areas; travel requiring overnight stays, and travel that is completed in one day. This policy assumes that the individual has received approval for the event that requires travel. r Specifically, procedures for travel advances and advance payments, expenditure limitations, ex- pense parameters, and requests for reimbursement are described. The City Manager's office may authorize deviations to these policies when warranted. OVERNIGHT TRAVEL If a seminar or conference is offered in multiple locations, individuals shall choose the more cost effective option. For example, if a seminar is being held in Washington DC and Los Angeles, the least expensive location, factoring in airfare and hotel costs, shall be selected. The City Manager may waive this requirement if there are special circumstances, such as timing of the conference or schedule conflicts. CITY CREDIT CARD Those individuals who travel on City business are encouraged to use a City of Elgin credit card. Only charges directly related to the approved travel and covered in the policy will be allowed. Cash advances through the credit card are strictly prohibited. The credit card may be used for expenses such as conference registration, meals, lodging, and air transportation. Travelers may elect to use their personal credit cards to charge City travel expenses. Reimbursement shall be made in accordance with provisions set forth in this policy. TRAVEL ADVANCE Travel advance requests and vendor checks for registration, room reservations, travel expenses or other related items should be prepared using the standard requisition process. A copy of the Statement of Travel Expenses form (sample attached) should be completed for the advance and retained for completion at the conclusion of the trip. The necessary checks for a travel advance • CITY OF ELGIN TRAVEL POLICY PAGE 3 and/or travel expenses shall be picked up by the department representative or the individual traveling, prior to the date of travel, unless instructed otherwise. The City shall directly pay vendors for as many travel expenses as possible, including registration fees, room deposits and airline or other commercial carrier expenses. As a general rule, travel advances will be limited to the per diem expenditure determined by the duration of the travel (See "MEALS", below). Advances shall be processed and distributed according to the accounts payable payout schedule. Please consult your department head for specific submission date requirements to ensure your advance is available prior to departure. Travel requests/advances for more than one person may be placed on one form provided all travelers are identified. One individual must be designated as responsible for the advanced monies. REQUEST FOR REIMBURSEMENT Within five business days after returning from a trip, the Statement of Travel Expenses form shall be reviewed and approved by the department head. - The completed form shall list day-by-day expenses incurred by the traveler. Category totals (i.e., registration, lodging) and daily totals should be added across and down to the "TOTAL" columns. Please recheck all calculations for accuracy. - Required receipts shall be attached to the Statement of Travel Expenses form when submitted. - If actual expenses exceed the travel advance, said excess may be paid as soon as the expense report has been audited for compliance with the Travel Regulations, approved for payment, and scheduled on the Accounts Payable Schedule. - Any unused portion of the travel advance shall be given to the Accounting Division within the Finance Department. - Any additional or unusual expenses shall be fully explained on the form or an attachment. - Expense reports not filed in a timely manner may result in advances being deducted from an employee's paycheck. TRANSPORTATION All modes of travel shall be by the most economical mode of transportation available considering travel time, costs and work requirements. If an individual chooses to use a method of transportation other than that normally approved for a given trip, they shall detail the comparison of transportation methods available and attach the information to their Statement of Travel Expense form. The comparison should include the cost of overnight lodging as an element of travel when applicable. Upon approval, the traveler shall be reimbursed for the least cost option of travel regardless of the method that the individual ultimately uses. Any additional travel time must be taken as non-work time (i.e., vacation). Air Travel Commercial carrier fares shall be limited to "coach" or "economy" fares when such services are available. Air travel reservations should be made as soon as practicable after approval for • CITY OF ELGIN TRAVEL POLICY PAGE 4 attendance at a convention or seminar in order to obtain the lowest possible rate. The lowest airfare rates generally require a travel over a Saturday night. In this instance a cost comparison of the additional expense that would be incurred (meals,hotel lodging, etc.) versus the next lowest round trip fare would be required and Department Head approval received prior to reservations being made. Frequent flyer mileage may not be used for personal use. The Internal Revenue Service views personal benefits (e.g., frequent flyer miles, payments for "bumping") arising out of business travel as taxable income. Travel to and from train stations and airports may be by bus, limousine, taxi, or private vehicle (for which mileage will be paid), whichever is the most economical and reasonable under the circumstances. When possible, travel arrangements should be made through the travel agencies designated by the Purchasing Department and billed directly to the City. City Vehicles City cars, if available, shall be used for travel when warranted by distances, time requirements or other justification. Prior approval must be obtained from the department head. Gasoline, repairs and other expenses attributable to the vehicle are reimbursable and paid receipts must be submitted. Parking and garage charges are also reimbursable. Receipts must be submitted for reimbursement. Tolls are reimbursable,but do not require receipts. Private Vehicle • The use of a private vehicle for out of town travel shall be limited to when a City vehicle is unavailable and other modes of transportation would involve excessive loss of time. Reimbursable expenses are limited to mileage, parking fees and toll charges. Receipts are required, except in the case of toll charges. Mileage reimbursement shall be the then-current Internal Revenue Service rate for mileage. INDIVIDUALS ON OFFICIAL BUSINESS, DRIVING PERSONAL AUTOMOBILES MUST BE ADEQUATELY PROTECTED BY PERSONAL LIABILITY AND PROPERTY DAMAGE INSURANCE. THE INSURANCE REQUIREMENTS ARE AS FOLLOWS: $100,000/$300,000 BODILY INJURY $ 50,000 PROPERTY DAMAGE $ 5,000 MEDICAL $100,000/$300,000 UNDER INSURED/UNINSURED MOTORIST THE DEPARTMENT HEAD SHOULD ASSURE HIMSELF/HERSELF THAT THE TRAVELER HAS MINIMUM COVERAGE AND INSIST ON THE USE OF A CITY OWNED OR RENTAL VEHICLE IN THE ABSENCE OF SUCH KNOWN PROTECTION. All automobile travel is to be by the most direct route. Any person traveling by another route without adequate justification shall assume all additional expenses incurred. Vehicle Rental An individual will not be reimbursed for the use of a rental car except when transportation is required at the destination and other means would be too costly. Department head prior approval for the use of a rental car is required. Rental car agencies provide two types of insurance. Collision damage is not provided by the City's insurance company on rental vehicles and therefore is required and is an allowable expense. Personal accident (death and dismemberment) is provided under the City's group health policies and also under workers compensation when traveling on official business. Therefore, it is not a plork CITY OF ELGIN TRAVEL POLICY PAGE 5 reimbursable expense. Automobile rental costs shall be reimbursed at the standard compact car rate when the automobile is used for official City business and approved in advance. Fuel for rental automobiles shall also be an expense eligible for reimbursement. Taxi Taxi fares for travel to dinner (or other purposes) will not be allowed, unless food service is not available within walking distance of the hotel at which the traveler is staying, or approved by the City Manager. When traveling by private or City vehicle, any taxi or bus fares will be disallowed unless specifically noted and approved on the Statement of Travel Expense form. Public Transportation Public transportation may be utilized as an alternative to other modes of transportation when it is economically feasible to do so. Receipts for public transportation under$20 are not required. LODGING Hotel or motel reservations shall be made well in advance to ensure that lodging is secured at moderate rates. Receipts for lodging are required. Reimbursement of lodging shall be limited to the minimum number of nights required to conduct the assigned City business, unless airfare prices dictate longer travel dates. If a conference, for example, opens on Sunday evening and closes Thursday noon, reimbursement for Saturday through Wednesday night would be allowed if a Saturday airline departure lowered the fare to cover the room expense and per diem and remain r. lessexpensive than a Sunday to Wednesday night stay. Otherwise, if the traveler chooses to arrive earlier or stay later, the additional lodging and other expenses related to this decision are personal expenses and will not be reimbursed. If a spouse and/or other family members travel on an official trip, reimbursement shall be limited to the single rate for the room occupied. The traveler shall provide a conference brochure, hotel flyer, etc. that states the room rates. The completed Statement of Travel Expense form shall reflect the single room rate and any difference shall be paid for by the traveler. Lodging expense shall only be reimbursed for meetings or conferences held outside a 60 mile radius of Elgin's city limits. MEALS Individuals receive a per diem of$40.00 to cover meals, including tips. Breakfast- $7.00 Lunch- $13.00 Dinner- $20.00 The per diem meal expenses provided herein may be adjusted annually by the City Manager based upon any increases in the Consumer Price Index. No receipts are required for meals. The per diem for the day of departure and the day of return will be pro-rated based on the number of meals required away from home. When registration fees include one or more meals, the maximum allowable per diem will be decreased by the appropriate meal per diem amount. • CITY OF ELGIN TRAVEL POLICY PAGE 6 REGISTRATION FEES Registration and tuition fees for professional and technical meetings and conferences are reimbursable. Receipts are required. MISCELLANEOUS 1) The cost of related special expenses, if reasonable, shall be reimbursable. Examples are: a) Laundry and dry cleaning if a travel stay is for five consecutive days. b) Storage and handling of baggage. c) Telephone calls on official business. 2) Examples of non-reimbursable expenses include,but are not limited to: a) Alcohol b) Coat check c) Entertainment(e.g., golf, in-room motion pictures, concierge amenities) d) Parking tickets or other traffic tickets e) Meals for other people f) Late check out The City shall assume no liability (financial including travel, lodging, per diem, or otherwise) should an individual who is traveling on city business for more than one week return home on the weekends. REQUIRED RECEIPTS Receipts are required for the following expenses in order to receive reimbursement: • Commercial carrier travel cost • Parking and garage charges • Gas,repairs and vehicle expense for City vehicles • Lodging • Registration and tuition fees • Extraordinary expenses not covered by these regulations • Public transportation(over$20) • Taxi • Car rental SAME DAY TRAVEL TRANSPORTATION City Vehicles City cars, if available, shall be used for travel when distances, time requirements or other justification warrant it. Prior approval must be obtained from the department head. Gasoline, repairs and other expenses attributable to the vehicle are reimbursable and paid receipts must be submitted. Parking and garage charges are also reimbursable, but care should be exercised to select a parking facility that charges economical rates. Receipts must be submitted for reimbursement. Tolls are reimbursable, but do not require receipts. • CITY OF ELGIN TRAVEL POLICY PAGE 7 Private Vehicles Private vehicles may be used for travel on City business when authorized by the department head. Reimbursement shall be based on a per mile rate plus tolls, parking and garage charges. When two or more people travel in the same private vehicle, reimbursement shall be paid to the owner of the vehicle. Mileage determinations will be set according to the Rand-McNally Road Atlas and the Illinois Official Highway Map. Travelers shall be reimbursed according to the then-current Internal Revenue Service rate for mileage reimbursement. Travelers who receive car allowances do not receive per mile reimbursements for same day travel. Mileage should be based on departure from the individual's principal work location to the destination and then returning to principal work location. If the individual lives in closer proximity to the final destination,the mileage shall be calculated at the lesser distance. MEALS The per diem for meal expenses for same day travel is: Breakfast- $7.00 Lunch- $13.00 Dinner- $20.00 The per diem meal expenses provided herein may be adjusted annually by the City Manager based upon any increases in the Consumer Price Index. The basic travel day shall start at 7:00 a.m. and end at 6:00 p.m. The basic travel day includes lunch if the business meeting or travel encompasses noon to 1:00 p.m., but does not include breakfast or dinner if the travel is accomplished between 7:00 a.m. and 6:00 p.m. REGISTRATION FEES Registration and tuition fees for professional and technical meetings and conferences are reimbursable. Receipts are required. CITY OF ELGIN STATEMENT OF TRAVEL ADVANCE/TRAVEL EXPENSES DATE: CITY REPRESENTATIVE NAME(S): EVENT/REASON/LOCATION FOR TRAVEL: DATES OF TRAVEL: FROM TO DATE DATE DATE DATE DATE DATE DATE DAY DAY DAY DAY - DAY DAY DAY TOTAL REGISTRATION/TUITION LODGING' MEALS: Breakfast($7) Lunch($13) Dinner($20) Mileage Reimbursement miles Parking Tolls - 1 Gas(city car or rental only)* Taxi/Limo/Public Transportation Airfare Other(attach explanation)* TOTALS * Receipts are required Total: $ I understand that this form must be completed and submitted to my supervisor within 5 business days after my return. I further understand and agree that failure to properly complete and submit this form may result in advances being deducted from my paycheck. Less Travel Advance: ($ ) City Representative Signature: Department Head Signature: Amount Refunded to City/Owed to Employee $