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HomeMy WebLinkAboutResolution 2015-111 Business Meals and Travel Administrative DirectivesMARANA RrSOLUTION NO. 2015-11-1 RELATING TO ADMINISTRATION; APPROVING A BUSINESS MEALS AND FOOD- RELATED FUNCTION EXPENSES ADMINISTRATIVE DIRECTIVE AND A TRAVEL AND TRAINING ADMINISTRATIVE DIRECTIVE FOR APPLICATION TO TOWN OF MARANA ELECTED AND APPOINTED OFFICIALS; AND SUPERSEDING MARANA RESOLUTION NO. 2009 -89 AS IT RELATES TO TRAVEL AND TRAINING POLICIES FOR THE TOWN COUNCIL WHEREAS the Town Council has established broad guidelines and parameters regarding the administration of the Town through the Marana Town Code and other ordinances and policies; and WHEREAS Section 3 - 2 -1(G) of the Marana Town Code provides that the Town Manager shall be the chief administrative officer and head of the administrative branch of the Town and shall execute general administrative supervision and control of the aff airs of the Town; and WHEREAS on September 15, 2009, the Town Council approved Resolution No. 2009 -164 authorizing the Town Manager to implement an administrative directive system for carrying out certain administrative functions and providing consistency in the performance of administrative tasks, in the use of Town resources and equipment, and in the implementation of the Town Code and other ordinances and policies; and WHEREAS the administrative directive system approved by Resolution No. 2009 -164 included the provision that any administrative directive relevant to the Town's elected and appointed officials would be brought before the Council for its consideration and adoption by resolution; and WHEREAS the Town Manager has recently implemented administrative directives for Town employees related to Business Meals and Food - Related Function Expenses and to Travel and Training; and WHEREAS on .Tune 9, 2009, the Town Council approved Marana Resolution No. 2009 -89 adopting, among other things, Council budget policies regarding travel and training; and WHEREAS the Town Council finds that approving the administrative directives relating to Business Meals and Food- Related Function Expenses and to Travel and Training for application to the Town's elected and appointed officials is in the best interests of the Town. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, that the Business Meals and Food - Related Function Expenses Administrative Directive, attached to and incorporated by this reference in this resolution as Exhibit A, and the Travel and Training Administrative Directive, attached to and incorporated by 0004260I.DOCX II Marana Resolution No. 2015 -1 1 I 10/13/2015 2:12 1'M .1F/ C 4 this reference in this resolution as e xhibit B. are hereb approved for application to the Town's elected and appointed officials. IT IS FURTHER RESOLVED that to the extent that the travel and trainin policies and procedures adopted b Marana Resolution No. 2009-89 conflict with the policies set forth in the Business Meals and Food-Related Function Expenses Administrative Directive or the Travel and Trainin Administrative Directive approved b this resolution, the policies and procedures adopted b Marana Resolution No. 2009-89 are hereb superseded and replaced b the administrative directives adopted b this resolution. IT IS FURTHER RESOLVED that the Town Mana and staff are hereb directed and authorized to undertake all other and further tasks re or beneficial to carr out the terms, obli conditions and objectives of the administrative directives approved b this resolution. PASSED *AND ADOPTED b the Ma and Council of the Town of Marana, Arizona, this 20th da of October, 2015. N UADAK A Y Ma Ed Honey�/ n IV ronson, Town Clerk APPROVED S TO FORM: Fr/nk C Town �rne 00042601.DOCX /I Marana Resolution No. 2015-111 - 2 - 1011312015 2:12 PM JF/FC Title: Business Meals and Food - Related Function Expenses Issuing Department: Finance Effective Date: August 1, 2015 for Town employees; Upon Council approval for elected and appointed officials Approved: Gilbert Davidson, Town Manager Type of Action: New 1.0 PURPOSE The purposes of this directive are to assist departments in determining the appropriate expenditure of public funds for food at meetings or related events and to ensure that expenditures are consistent with the business objectives of the Town of Marana. It also ensures fair and equitable treatment of employees by defining procedures for authorized business meals and food - related function expenses and guidelines for expense reimbursement. 2.0 DEPARTMENTS AFFECTED All Town of Marana departments and employees, and appointed and elected officials 3.0 REFERENCES 3.1 Arizona Constitution, Article 9, Section 7 - Gift or loan of credit; subsidies; stock ownership; joint ownership 3.2 IRS Publication 15, (Circular E), Employers Tax Guide 3.3 IRS Publication 15 -B, Employer's Tax Guide to Fringe Benefits 3.4 IRS Publication 453, Travel, Entertainment, Gift, and Car Expense 3.5 Town of Marana Personnel Policies and Procedures, Section 1 -2 -2: Abuse of Position 3.6 Town of Marana Personnel Policies and Procedures, Policy 7 -5: Drug- and Alcohol -Free Workplace 3.7 Town of Marana Administrative Directive: Travel and Training 4.0 DEFINITIONS 4.1 Business meal: A meal provided at a business meeting. 4.2 Business meeting: A gathering of individuals for the purpose of exchanging information, planning, training, or other activities, where a Town employee(s) meets with a non- employee(s) for business purposes. 4.3 Business purposes: Activities that contribute to any one of the Town's major objectives and will benefit employees' ability to be more productive. The purpose must be for the public's benefit and related to the department's or Town's business activities. 4.4 Elected official: The Town of Marana Mayor or any Town of Marana Council member. 4.5 Employee: Any full- or part -time classified or unclassified employee hired for an indefinite period in a budgeted position. For purposes of this directive only, all references to employee shall also include elected and appointed officials. 4.6 Food - related functions: Public meetings, training sessions, meetings of the Town Council, Boards, or Commissions, and other functions, including Town - sanctioned, Town -wide activities such as Employee Appreciation events, at which food and beverages are served. Food - related functions do not include budgeted, Parks and Recreation events /programs in which the cost of the food is either paid by or recovered from the participant. 4.7 Public meeting: A gathering of individuals for the purpose of exchanging information, planning, training, or other activities, where the majority of attendees are non - employees, or a gathering of individuals where the purpose is to convey information to the general public. A public meeting must be held for a business purpose. 5.0 POLICIES AND PROCEDURES 5.1 Approval rocess. Except as provided in section 5.2 below, all expenditures for business meals and food- related functions must be approved in advance in order to be reimbursed by the Town. 5. 1.1 Employees who wish to expend Town funds for business meals and food- related functions must submit a Business Meal /Food- Related Function Authorization Form (Attachment A) to the Finance Department. 5.1.2 The employee must provide a detailed description of the meal, program, or event, specifying the business purpose. Generalizations such as "discussed program operations" are insufficient. 5.1.3 The employee must submit a list of expected attendees. 5.1.4 Except as otherwise set forth in this directive, business meal expenditures require the approval of the employee's Department Head and the Finance Director, and food - related function expenditures require the approval of the Town Manager in addition to the Department Head and the Finance Director. 5.1.4.1 Notwithstanding section 5.1.4 above, Town Manager approval is not required for expenditures of the Marana Municipal Court. 5.2 Pre-approval not re uired. The following business meal and food - related function expenses do not require pre - approval, however, to obtain reimbursement for the expenses, the employee must submit the documentation required by section 5.3 below. ADMINISTRATIVE DIRECTIVE: BUSINESS MEALS AND FOOD - RELATED FUNCTION ExPENSES -2- 5.2.1 Business meals between a Department Head(s) and a non- employee(s) that cost less than $50. 5.2.2 Business meals between an Elected Official(s), the Town Manager, a Deputy or Assistant Town Manager, or the Town Magistrate and a non - employees) regardless of the cost of the meal. 5.2.3 Food - related function expenses that cost less than $50. 5.3 Substantiation/reimbursement procedures. To be reimbursed for business meal or food - related function expenditures, an employee must submit a Business Meal /Food - Related Function Substantiation Form (Attachment B) to Finance along with the check request or credit card reconciliation, as applicable. The form must be certified by the employee. The following documentation must be included with the form: 5.3.1 A listing of each individual in attendance at the event, including the individual's title, if any. For larger meetings, documentation may include a sign -in sheet, participant roster or similar item. 5.3.2 original itemized receipts (i.e., receipts with detailed food /beverage purchase information). Credit card summary receipts and/or statements will not be accepted for reimbursement. In the rare instance that no itemized receipt is available, a substitute document (Lost Receipt Affidavit) must certify compliance with this directive, included certification that no alcohol was purchased. 5.3.3 The public purpose of the business meeting or public meeting. Generalizations such as "discussed program operations" are insufficient. 5.4 Non - reimbursable expenses. The following expenses are not reimbursable under this directive. This list is not intended to be a complete list of unallowable items; employees are expected to exercise good judgment. 5.4.1 Expenses for food for employees engaged in routine Town business, except as set forth in Town of Marana Administrative Directive: Travel and Training. 5.4.2 Expenses for business meals between Town employees. 5.4.3 Expenses for alcoholic beverages; consumption of alcoholic beverages during business hours is a violation of Town of Marana Personnel Policies and Procedures, Policy 7 -5: Drug- and Alcohol -Free Workplace. 5.4.4 Expenses for social functions or activities such as holiday parties, awards ceremonies, departmental celebratory functions or similar -type events, except that funds may be used for Town- sanctioned, Town -wide activities including, but not limited to, Employee Appreciation events. 5.5 A lication to elected and officials. The provisions of this directive shall also apply to elected and appointed officials, except that the approval process shall be as follows: 5.5.1 All expenditure requests require the approval of the Mayor, the Town Manager and the Finance Director, except that if the person expending the funds is the Mayor, only the approval of the Town Manager and the Finance Director is required. ADMINISTRATIVE DIRECTIVE: BUSINESS MEALS AND FOOD- RELATED FUNCTION ExPENSES -3 - 5.5.2 If the Mayor, the Town Manager, or the Finance Director disapproves a request, the request shall be scheduled for a vote of the Town Council at a public meeting. A majority of the Council shall constitute the final determination of approval or disapproval of the expenditure. 6.0 RESPONSIBILITIES 6.1 All employees are responsible for understanding and following this directive. 6.2 Employees shall be personally financially responsible for unauthorized food - related function or business meal expenses. 6.3 Department Heads are responsible for budgeting for costs within their respective departments and are responsible for ensuring the use of public funds is consistent with this directive. 6.4 The Finance Department is responsible for the overall financial management of the Town's budget and may request information required to support the purposes of this directive. 7.0 ATTACHMENTS 7.1 Attachment A - Business Meal /Food- Related Function Authorization Form 7.2 Attachment B - Business Meal /Food- Related Function Substantiation Form ADMINISTRATIVE DIRECTIVE: BUSINESS MEALS AND FOOD- RELATED FUNCTION EXPENSES -4- REVISION HISTORY Caution A copy of this Administrative Directive is an uncontrolled document. It is your responsibility to ensure you are using the current version. The electronic version is the only acceptable and controlled Administrative Directive. ADMINISTRATIVE DIRECTIVE: BUSINESS MEALS AND FoOD-RELATED FUNCTION ExPENSES -5- AADMINISTRATIVE DIRECTIVE Title: Travel and Training Issuing Department: Finance Effective Date: October 1, 2015 for Town employees; Upon Council approval for elected and appointed officials Approved: Gilbert Davidson, Town Manager Type of Action: Revision (Original effective July 1, 2015 for Town employees) 1.0 PURPOSE The purpose of this directive is to ensure that employee travel is consistent with the business objectives of the Town of Marana. It also ensures fair and equitable treatment of employees by defining procedures for authorized business travel and guidelines for expense reimbursement. 2.0 DEPARTMENTS AFFECTED All Town of Marana departments and employees, and elected and appointed officials 3.0 REFERENCES 3.1 IRS Publication 15, (Circular E), Employer's Tax Guide 3.2 IRS Business Mileage Rates 3.3 U.S. General Services Administration (GSA), Travel and Relocation Policy 3.4 Town of Marana Personnel Policies and Procedures, Policy 6 -3: Town - Sponsored and Required Training 3.5 Town of Marana Administrative Directive: Business Meal and Food Related Function Expenses 4.0 DEFINITIONS 4.1 Business purpose: Activities that contribute to any one of the Town's major objectives and will benefit the individual's ability to be more productive. The purpose must be for the public's benefit and related to the department's business activities. 4.2 Commuting expense: An expense for travel between a personal residence and a regular duty post. 4.3 Duty post: The place where an employee spends the largest portion of the regular workday or working time. 4.4 Elected official: The Town of Marana Mayor or any Town of Marana Council member. 4.5 Employee: Any full- or part -time classified or unclassified Town of Marana employee hired for an indefinite period in a budgeted position. For purposes of this directive only, all references to employee shall also include elected and appointed officials. 4.6 Incidental expenses: (1) Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses; and (2) transportation between places of lodging or business and places where meals are taken, if suitable meals cannot be obtained at the lodging. 4.7 Lodging: Actual room charges, mandatory service charges and taxes for overnight sleeping facilities. Does not include accommodations on airplanes, trains, buses, or ships, which are included in the cost of transportation. 4.8 Per diem: The allowance for meals and incidental expenses. The per diem rate is established by the Town Manager as part of the annual budget process. The rate shall not exceed the rates established by the General Services Administration (GSA). 4.9 Reporting period: The 10-day period within which a Travel Reconciliation Form must be submitted after the end of a trip. 4.10 Residence: The primary residence where the traveler lives, regardless of other legal or mailing addresses. 4.11 Transportation expenses: Expenses for means of conveyance or travel from one place to another (e.g., airplane, automobile, taxi, airport shuttle service). 4.12 Travel: For purposes of determining travel status, the traveler must be on official town business and must travel away from his or her duty post longer than 12 hours and outside a radius of 50 miles from the traveler's personal residence and duty post. Travel begins when the traveler leaves the personal residence or duty post, whichever occurs last, and ends when the traveler returns to the personal residence or duty post, whichever occurs first. All travel outside of the United States is considered travel for the purposes of this administrative directive. 4.13 Traveler: An employee traveling for a Town of Marana business purpose. 4.14 Travel expenses: Expenses that are ordinary and necessary to accomplish the official business purpose of a trip, such as registration, transportation, lodging and business expenses directly related to travel. 5.0 POLICIES AND PROCEDURES 5.1 General auidelines. 5.1.1 A critical balance between the Town's need for cost effectiveness and the employee's need for quality services and support must be sought when requesting travel. Travel is warranted when personal contact is the most effective method of conducting official Town business or training as determined by the departmental approval authority. To maximize the effectiveness of Town resources allocated to travel activities, employee ADMINISTRATIVE DIRECTIVE: TRAVEL AND TRAINING -2- travel should be via the best cost alternative, consistent with good business practices. Neither luxury, nor sub - standard modes of transportation and accommodations should be used. 5.1.2 Departments should send the fewest number of employees required and utilize cross - training to reduce travel expenses. Additionally, consideration should be made for other alternatives for conducting business, such as conference calls or web conferences. 5.1.3 Employee travel, and the expenses associated with it, will be authorized only in circumstances which are clearly consistent with the mission of the Town. It will be the responsibility of each department head and manager to ensure that all employee travel meets this objective and that reimbursement be made only for actual, reasonable business expenses in connection with authorized travel as defined in this directive. In order to maintain control over expenditures, any expense submitted which does not comply with the guidelines of this directive will not be reimbursed, unless accompanied by a written approval from Town management. 5.1.4 Travel is conducted and reimbursed according to Town policy regardless of the funding source of the travel expense. 5.1.5 In general, air travel will be authorized for out-of-state travel and ground travel will be authorized for in -state travel. 5.1.6 Out-of-state travel is not permitted for employees serving in an initial evaluation period, as defined by Town policy, unless otherwise approved by the Town Manager. 5.1.7 When a traveler can reasonably and safely arrive at the destination one hour before the scheduled event begins, he/she should depart on the same day rather than leaving one day earlier. when a traveler can reasonably and safely return home from a trip by 8 :00 p.m., an additional night of lodging should be avoided. Exceptions may be approved by the department's approval authority. 5.1.8 with the exception of travel outside of the United States, attendance at a conference, meeting, training session or similar event that does not tape the traveler away from his or her duty post longer than 12 hours and outside a radius of 50 miles from the traveler's personal residence and duty post is not considered "travel" for purposes of this directive. As such, a Travel Authorization Form and a Travel Reconciliation Form are not required for any expenses. A check request can be utilized for any necessary vendor payments. However, attendance at the conference, meeting, training session, etc., must still be for a business purpose and in compliance with all Town policies regarding the expenditure of Town funds. 5.1.9 To be eligible for lodging and per diem/meal expense reimbursement, travel must take the traveler away from his or her duty post longer than 12 hours and outside a radius of 50 miles from the traveler's personal residence and duty post. 5.1.9.1. Notwithstanding section 5.1.9 above, lodging may be allowed in extenuating circumstances where: ADMINISTRATIVE DIRECTIVE: TRAVEL, AND TRAINING -3 - 5.1.9. 1.1 The employee is required to serve in an official capacity at an event which starts significantly before or ends significantly past regular business hours. 5.1.9.1.2 There is adequate budget capacity to support the cost. 5.1.9.1.3 The lodging request is approved by the Town Manager or by Council authorization. 5.2 Travel authorization and approval. All travel must be requested in advance using the official Town Travel Authorization Form (TAF), (Attachment A). In -state travel requires the approval of the employee's immediate supervisor, department head and the Finance Director. Out-of-state travel and travel costing over $1,000 and not specifically budgeted also requires the approval of the Town Manager in addition to the supervisor, department head and Finance Director. 5.2.1 Notwithstanding section 5.2 above, Town Manager approval is not required for expenditures of the Marana Municipal Court. 5.3 Incurring travel expenses. Subsequent to approval, travel arrangements, including airfare, rental car, lodging and planning of meetings can be coordinated through the appropriate departmental support staff. The Town will use appropriate online travel sites to facilitate the procurement of travel. 5.4 Payment of travel expenses. Travel expenses for authorized travel may be paid by the employee and reimbursed pursuant to the terms of this directive, paid by a Town credit card, paid directly to the vendor with a check request, or the employee may request a travel advance. 5.4.1 Requests for travel advances must be received two weeks prior to date of departure. When advance requests are not received two weeks prior to travel, travelers will be reimbursed upon return and completion of the Travel Reconciliation Form. 5.5 Air travel Air travel will be via the safest, most direct, and economical means. 5.5.1 Use of "Non- Refundable" airfares is recommended, as well as the lowest available coach, economy, or discount. These fares are often considerably less expensive than refundable unrestricted fares. In most cases, if the travel must change or the trip is canceled altogether, the funds can be used as a credit toward future travel, less a service charge imposed by the airline. 5.5.2 Airport parking and mileage expense for a personal vehicle is allowed only if it is less than roundtrip taxi or shuttle fare between the traveler's residence and the airport, or duty post and airport, whichever is applicable. If the traveler is dropped off or picked up using a personal vehicle, parking and mileage is not reimbursable. 5.5.3 Reasonable fees, such as, baggage fees, taxes, and other necessary fees will be reimbursed. Discretionary fees, such as early boarding passes or optional upgrades, will not be reimbursed (see section 5.13 below). 5.5.4 Employees choosing to use personal modes of travel between cities serviced by regularly scheduled airlines will be reimbursed based on least expensive airfare or actual expenses, whichever is less. ADMINISTRATIVE DIRECTIVE: TRAVEL AND TRAINING -4- 5.6 Auto rental If the employee travels out -of -state via air travel, the employee may be authorized to obtain a rental car. If the employee's lodging is more than five miles from the training /conference site, car rental may be the most cost effective. otherwise, taxi, airport, or hotel shuttle service may be a more cost effective option. An auto rental must be used only in reasonable and economical situations. An employee can request either compact or intermediate size cars. Rentals for other types of cars are not permitted except with Town Manager approval. 5.6.1 Wherever possible, the employee must refill gasoline prior to returning rental car for drop off. 5.5.2 Any personal portion of the cost of a rental car must be subtracted from the total rental bill before requesting reimbursement. The personal portion is calculated by prorating the cost of the rental over the number of days for personal use and number of days for business use. 5.5.3 No reimbursement is allowed for vehicle liability insurance, collision damage waiver, or optional upgrades purchased by the traveler. The Town's insurance program includes the same coverage for rental cars as cars owned by the Town. If the employee accepts extra insurance cost for a domestic car rental in order to be covered during the personal portion of the trip, the entire cost of the insurance coverage for the entire rental period will be a personal expense and not reimbursable. 5.7 Shuttle /taxi If the employee travels out-of -state via air travel, then taxi, shuttle, or other means of transportation may be reimbursed if it is the most reasonable and economical means for the traveler. 5.8 Ground travel When travel is required within the state, every effort shall be made to use a Town - provided vehicle. If a Town vehicle is not available, the reimbursement rate will be at the prevailing IRS mileage allowance rate upon submission of the Mileage Reimbursement Log (MRL) (Attachment B). If an employee utilizes a personal vehicle when a Town vehicle is available, the reimbursement rate will be at the prevailing GSA Privately owned Vehicle (POV) mileage reimbursement rate. 5.5.1 An employee is only authorized to use his or her personal vehicle if the employee holds both a valid driver's license and a current comprehensive auto insurance policy, including liability. If not, the employee is not authorized to use his or her personal vehicle in travel for the Town. 5.5.2 when multiple employees are required to travel to the same event (e.g., a conference), a reasonable effort should be made to carpool or otherwise consolidate the number of vehicles used in order to conserve gasoline and the associated expenditure. 5.8.3 An employee who receives a monthly stipend for mileage reimbursement shall not be entitled to receive additional mileage reimbursement for travel of one day's duration or less, unless such travel exceeds 25 miles beyond Pima County. 5.8.4 In order to receive reimbursement for mileage and/or parking fees, the employee must complete a Mileage Reimbursement Log (Attachment B) specifying purpose of trip, start and finish odometer reading, reduction of commute miles, point of origin, A.DMINIsTRATIVE DIRECTIVE: TRAVEL AND TRAINING -5 - destination and time of trip. Mileage in excess of commute miles at an amount established by the IRS will be reimbursed for Town business. 5.8.5 The employee assumes the responsibility for all parking and traffic citations or fines. 5.9 Lodging. The Town will pay the actual costs of overnight lodging at the government rate (i.e., GSA lodging rate), "conference block" rate, or the most economical rate available. These rates should be requested when making hotel reservations. The employee is responsible for confirming that the rate being charged is also the rate listed on the travel itinerary. Any discrepancies should be reported immediately and resolved prior to travel. 5.9.1 Hotels normally hold a confirmed room, with a confirmation number, without prior financial commitment until approximately 6:00 p.m. on the check -in date (local destination time). In order to hold a confirmed reservation beyond that hour, the hotel will generally require an advance deposit (normally prepayment for one night) or a guarantee by the traveler's credit card. After a deposit is submitted or a guarantee is made, the employee is responsible for notifying the hotel of cancellation. The employee will not be reimbursed for the deposit or guarantee penalty if he/she fails to make a cancellation notification unless there is extreme extenuating circumstances beyond the control of the employee (for example, a canceled flight). Such circumstances must be documented on the Travel Reconciliation Form, with the documented confirmation number. 5.9.2 Some hotels hosting large conferences may require a prepayment irrespective of the guest's arrival time. Such prepayments should generally be charged to the Town. If the prepayment is required in excess of ten days before the conference, the prepayment can be made directly by the Town to the hotel through submission to Accounts Payable on a Check Request form. 5.9.3 Meals and incidentals on lodging receipts must be itemized separately. Discretionary expenses, such as expenses for in -room stocked mini -bar or in -room movies will not be reimbursed (see section 5.13 below). 5.9.4 The Town reimburses employees for the single occupancy cost of a standard room. 5.9.5 when traveling to a conference, it is appropriate to stay at the hotel hosting the conference, assuming that the daily rate is not unreasonably expensive relative to other alternatives. 5.10 Meal Reimbursement. The Town will reimburse meals up to the per diem rate. 5.10.1 On the days of travel to or from the destination reimbursements should be adjusted for the employee's departure and return times, to exclude any meals not incurred during the time of travel using the schedule below. Departure Time Return Time Eligible Meal Before 7:00 a.m. After 10:00 a.m. Breakfast Before 12:00 p.m. After 1 :00 p.m. Lunch Before 4:00 p.m. After 5:00 p.m. Dinner 5.10.2 The traveler may receive meal reimbursement by one of the following methods: ADMINISTRATIVE DIREC "FIVE: TRAVEL AND TRAINING -6- 5.1 0.2.1. Per Diem The employee may choose to receive per diem. Receipts are not required if the per diem method of meal reimbursement is chosen. 5.1 0.2.2. Actual Expenses. The employee may choose to be reimbursed for actual expenses up to the per diem. rate. Detailed receipts are required when the actual expenses method of meal reimbursement is chosen. 5.10.3 If a Town credit card is used for meals, itemized receipts are required and payment is limited to the amount actually spent for a meal, not to exceed the maximum per diem rate. Actual itemized receipts are required for all meal expenses paid for by a Town credit card. 5.10.4 The Town's meal and incidental reimbursement will be reduced to account for meals furnished at no cost or nominal cost to the employee. If meals are provided in the cost of a conference or event, including continental breakfasts, those meals shall be deducted from the reimbursement request. 5.10.5 Meal tickets or other conference- sponsored meals (banquet, etc.) not included in the conference fee, which exceed the per diem rate, may be paid at the actual cost with department head approval, if accompanied by a receipt or other verification of cost. Costs of such meals should not be extravagant. 5.10.6 Travelers with special dietary needs due to a medical condition or other food restriction shall request a reasonable meal accommodation at the conference or event site. Should the conference or event site be unable to make the reasonable meal accommodation, the employee is eligible to receive reimbursement up to the per diem. rate. 5.11 Reconciliation/reimbursement procedures. within ten days of returning from travel, the employee must complete a Travel Reconciliation Form and attach the required receipts and documentation. The Travel Reconciliation Form must be certified by the employee and signed by the department head and the Finance department. The following documentation must be included with the Travel Reconciliation Form: 5.11.1 A receipt, invoice, or brochure providing the registration amount and information for registration amounts paid. 5.11.2 Itemized receipts for lodging expenses. 5.11.3 Itemized receipts for airfare. 5.11.4 Itemized receipts should be provided for taxi, shuttle, baggage fees, or any other business expense that is authorized in this policy. 5.12 Lost receipts If a lodging or other required receipt is not issued or is lost, a Lost Receipt Affidavit (Attachment D) will be sufficient documentation of the actual cost. The Town expects that a good faith effort will be made by an employee to collect and retain all required receipts. The employee should avoid using a Lost Receipt Affidavit unless absolutely necessary. Receipts are always the preferred form of documentation. 5.13 Non- reimbursable expenses. The following expenses are not reimbursable under this directive. This list is not intended to be a complete list of unallowable items; travelers are expected to exercise good j udgment: ADMINis`rRATIVE DIRECTIVE: TRAVEL. AND TRAINING -7- 5.13.1 Alcohol 5.13.2 Car rental insurance purchased for domestic travel 5.13.3 Child care 5.13.4 Commuting expenses 5.13.5 Corporate card delinquency fees or finance charges 5.13.6 Dues in private clubs 5.13.7 Early boarding passes or similar for air travel 5.13.8 Frequent flier and other similar awards for hotel and car rentals 5.13.9 Gym and recreational fees, including massages and saunas 5.13.10 In -room movies 5.13.11 In -room stocked mini -bar items 5.13.12 Insurance costs such as life insurance, flight insurance, personal automobile insurance and baggage insurance 5.13.13 Laundry or valet service for travel of fewer than five days 5.13.14 Lost baggage 5.13.15 Loss or theft of cash advance money, airline tickets, personal funds or property 5.13.16 "No-show" charges for hotel and car service, unless extreme extenuating circumstances are documented 5.13.17 Optional upgrades (air, hotel, car, etc.) 5.13.18 Parking tickets or traffic violations 5.13.19 Personal automobile repairs 5.13.20 Personal banking fees 5.13.21 Personal credit card fees 5.13.22 Personal entertainment 5.13.23 Personal grooming services, such as barbers, hairdressers and shoe shines 5.13.24 Personal telephone charges in excess of reasonable calls home, generally one per day 5.13.25 Pet care 5.14 One -day travel In general, trips within Pima County do not qualify for reimbursement for an overnight stay. The Town, following IRS regulations, does not allow travel meal expense without an overnight stay. However, a bona fide business meal may be reimbursed. 5.15 Miscellaneous - expenses. Certain miscellaneous expenses essential to the purpose of authorized travel may be reimbursed. Miscellaneous expenses include: registration (if not prepaid), costs of presentations, published proceedings, and other actual expenses in connection with professional meetings, conferences and seminars. ADMINISTRATIVE DIRECTIVE: TRAVEL AND TRAINING -8- 5.16 Combining town and personal travel The Town does not pay travel expenses that are not required for official Town business. The focus of the travel should be on the business training. An employee combining personal travel before or after a conference or business trip is responsible for the total cost of the personal travel. Personal travel expenses will not be reimbursed, nor can it be reflected in any Town business expenses. The Town will reimburse travel expenses at the lowest cost that should have been incurred for the business purpose. 5.16.1 Expenses of a spouse, family member, or others accompanying the business traveler are not reimbursable and are not to be charged on the Town credit card. 5.17 Indirect routes If the employee takes an indirect route or interrupts a direct route for other than Town business, reimbursement for air fare will be at either the actual charge or the charge that would have been incurred by traveling the direct route by the most economical means, whichever is less. 5.18 Unauthorized travel expenses The employee will be required to reimburse the Town for unauthorized travel expenses. The Finance Department will make every effort to establish a repayment schedule that meets the Finance Department's responsibility to recoup public funds in a timely manner and incorporates consideration for the employee's ability to repay. Repayment shall be made by cash or personal check. Should the employee fail to make any required repayments, Finance may deduct the amount of repayment by payroll deduction when all other means have been exhausted. 5.19 Application to elected and appointed officials. The provisions of this directive shall also apply to elected and appointed officials, except that the approval process shall be as follows: 5.19.1 All travel requests require the approval of the Mayor, the Town Manager and the Finance Director, except that if the traveler is the Mayor, only the approval of the Town Manager and the Finance Director is required. 5.19.2 If the Mayor, the Town Manager, or the Finance Director disapprove a travel request, the request shall be scheduled for a vote of the Town Council at a public meeting. A majority of the Council shall constitute the final determination of approval or disapproval of the expenditure. 6.0 R.ESPONSIBILITIES 6.1 Department head responsibilities. 6. 1.1 Know the provisions of this directive and inform departmental staff of the Town policy and procedures. 6.1.2 Determine if travel is necessary to achieve individual, department and Town goals. 6.1.3 Travel approval shall be completed within the departmental budget approved by Council. 6.1.4 Approve expenses in accordance with this directive. 6.2 Employee responsibilities 6.2.1 All employees are responsible for understanding and following this directive. ADMINISTRATIVE DIRECTIVE: TRAVEL AND TRAINING -9- 6.2.2 Employees shall be personally financially responsible for unauthorized travel expenses. 6.2.3 Requests must be submitted at least two weeks before the intended departure date. 6.2.4 Travelers should spend Town funds prudently. Business travel expenses will be paid by the Town only if they are reasonable, necessary and in accordance with this directive. 6.2.5 Approval must be granted prior to incurring any costs related to travel. 6.2.6 The employee requesting travel should notify support staff as early as possible of necessary travel arrangements. Travel plans made 7 to 14 days or more in advance of a trip will, in most cases, cost considerably less. 6.2.7 The lowest fare itinerary shall be used that meets the travel demands of the event. 6.2. S The employee is expected to only incur expenses that are consistent with the business purpose of the trip, and to exercise care in determining appropriate expenditures. 6.2.9 The employee is responsible for submitting the Travel Reconciliation Form and all forms related to his/her travel within ten business days of the conclusion of the travel. The employee may delegate responsibility for preparation of the forms, but will always retain accountability for travel expenses. 6.2.1 o Individuals preparing Travel Reconciliation Forms have the responsibility for applying the correct account to each receipt to ensure compliance with Town requirements. 6.2.11 Employee must pay Town credit card balances when due. 6.3 Finance Department responsibilities 6.3.1 The Finance Department is responsible for the overall financial management of the Town's budget and may request information required to support the purposes of this directive. 7.0 ATTACHMENTS 7.1 Attachment A - Travel Authorization Form (TAF) 7.2 Attachment B - Mileage Reimbursement Log (MRL) 7.3 Attachment C — Travel Reconciliation Form 7.4 Attachment D —Lost Receipt Affidavit ADMINISTRATIVE DIRECTIVE: TRAVEL AND TRAINING w 10 - REVISION HISTORY Caution A copy of this Administrative Directive is an uncontrolled document. It is your responsibility to ensure you are using the current version. The electronic version is the only acceptable and controlled Administrative Directive. ADMINISTRATIVE DIRECTIVE: TRAVEL AND TRAINING -11-