HomeMy WebLinkAboutResolution 99-016 establish policies and procedures for travel and trainingMARANA RESOLUTION NO. 99-16
A RESOLUTION OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF
MARANA, ARIZONA, ESTABLISHING THE POLICIES AND PROCEDURES FOR
THE EXENDITURE OF PUBLIC FUNDS FOR TRAVEL AND TRAINING
PURPOSES.
WHEREAS. town employees. elected officials and appointed members or' boards.
cemmissions and committees are encouraged and required to attend conferences.
seminars, meetings, and other training opportunities for To,,vn purposes; and
WHEREAS, it is necessary to establish policies and procedures governing the
expenditure of public funds in connection with the aforementioned travel: and
WHEREAS, Exhibits A and B attached hereto set forth the polices and
procedures governing the expenditure of public funds in connection aforementioned
travel;
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the To~xn
of Marana. Arizona. that Exhibits A and B are effective immediately and shall remain in
effect until such time as Mayor and Council may deem changes or amendments
necessary.
PASSED AN'D ADOPTED by the Ma?or and CounciI of the To,,~n of Mararia.
Arizona. this 2rid day of February', 1999.
Mayor ORA MAE(~iAR.~'/
ATTEST:
APPROVED AS TO FORM:
-""D~waniePJ. Hochuli
Town Attorney
MARANA
TOWN Or MA~NA
TRAVEL AND TRAINING
GENERAL POLICY
AND
OPERATING PROCEDURES
The Town of Marana recognizes that knowledgeable, well-informed and well-trained
employees are critical to the success of the Town's mission. To that end, the Town of
Marana encourages employees to attend conferences, seminars and other training
opportunities that benefit the employee and the Town of Marana, provided such travel and
training is within approved budgetary constraints.
The Town of Marana also recognizes that elected officials and other appointed members of
boards, comrmssions and committees are required to attend conferences, seminars, meetings
and other training opportunities. As such, elected officials and appointed members are
entitled to the same benefits herein accorded employees.
APPROVALS
All travel of more than one day's duration and all travel that involves cash advances or pre-
paid expenses for lodging, transportation, registration, etc. must have the approval of the
department head, Finance Director and Town Manager, Subject to budget capacity, no
approvals are required for elected officials.
SCHEDULE
All requests for travel advances and per diem shall be submitted to the Finance department at
least five business (5) days prior to the travel and shall be submitted on the Travel Advance
& Authorization Form (TAAF).
Within five (5) business days of completion of the travel, employees must complete and
submit a TraveI Expense Report (TER) to the Finance department along with any monies due
the Town. No travel advances shall be made to employees who have permitted a travel claim
to remain "open" by failure to file the required TER and/or repay the unused portion of the
travel advance within the designated time period. Any unpaid balance will be deducted from
the employee's next regularly scheduled payroll check. Any amounts due the employee will
be reimbursed within five (5) business days of receipt of the TER.
PER DIEM
The maximum per diem rate shall be $40 per day. The per diem rate shall cover the costs of
meals, gratuities, local telephone calls, baggage, handling, parking and other miscellaneous
items. Receipts are required for all per diem expenditures.
MILEAGE
When travel is required, every effort shall be made to use Town-provided vehicles. In the
event Town vehicles are not available, or if the use of a personal vehicle proves to be more
beneficial to the Town, the reimbursement rate will be at the prevailing/2*,S mileage
allowance rate upon submission of the Mileage Reimbursement Log (MRL).
Employees choosing to use their own vehicles in lieu ofTown-provided vehicles will be
reimbursed at one-third of the prevailing IRS mileage allowance rate.
Employees who receive 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 twenty-five miles beyond the Town's boundaries.
SAME DAY TRAVEL
For traveI of one day's duration or less, the per diem shall be prorated as follows:
Leave
Before 7:00 a.m.
Before 7:00 a.m.
Before 7:00 a.m.
Return
Before 12:00 p.m.
Before 6:00 p.m.
After 6:00 p.m.
Maximum
Per Diem Amount
$ 7.O0
$17.00
$40.00
For travel occurring within or largely within the standard workday, employees will be
reimbursed for actual expenditures, subject to the submittal of receipts and in accordance
with the following schedule. Reimbursement shall not exceed the per diem rate.
Breakfast $ 7,00
Lunch $10.00
Dinner $15.00
If the registration, conference or seminar fee paid by the Town includes any of the above
meals, the per diem rate will be reduced accordingly.
OVERNIGHT TRAVEL
LODGING
The Town will pay the actual costs of overnight lodging provided such costs are reasonable
for the geographic area. Lodging will not be paid for those conferences, seminars, meetings,
etc. taking place within the "greater Tucson metropolitan area." Every effort shall be made to
obtain reasonable accommodations at government rates.
PER DIEM
For travel of more than one day's duration. the per diem rate for the date of departure and
date of return will be pro-rated according to the following schedule:
DEPARTUREDATE
Time of Departure
Before 7:00 a.m.
Between 7:01 a.m. - 2:00 p.m.
Between 2:01 p.m. - 6:00 p.m.
After 6:00 p.m.
Per Diem Amount
$40.00
$33.00
$23.00
$ 8.00
RETURN DATE
Time of Return
Befom noon
Between noon - 6:00 p.m.
After 6:00 p.m.
Per Diem Amount
$15.00
$25.00
$40.0O
The Town will als6 pay for one long distance personal call per day, not to exceed five
minutes in duration.
TRANSPORTATION
All interstate travel by air, rail or other modes of transportation shall be at government or
"coach" rates, whichever is less. The Town will not pay expenses resulting from circuitous
routes of travel and amving earlier and leaving later than necessary to conduct official
business. When interstate travel is by other than air, not more than one day's travel time will
be allowed in each direction, unless proven to be cost-beneficial to the Town.
TOWN OF MARANA
TRAVEL ADVANCE AND AUTHORIZATION FORM
NAME:
DEPARTMENT:
DESTINATION/PURPOSE
OFTRAVEL:
DATES OF TRAVEL:
TIME OF DEPARTURE:
TIME OF RETURN:
TRANSPORTATION MODE:
(Town Vehicle, Personal Vehicle, Air, Other)
ESTIMATED EXPENDITURES:
Registration
Lodging
Transportation
Per Diem
Other
TOTAL ESTIMATED COST
OF TRAVEL:
TOTAL ADVANCE REQUESTED:
(Complete Special Instruction Form)
FROM:
TO:
ESTIMATED COSTS
Employee Signature
Date
Department Head Signature
Finance Director Signature
Town Manager Signature
Date
Date
Date
Budget Capacity: Yes __
Approved __ Denied __
No
Return to Finance Department after all signatures have been obtained
Page 1 of 2
TOWN OF MARANA
TRAVEL ADVANCE AND AUTHORIZATION FORM
(Special Instructions)
Use this form to indicate specific check and/or mailing requests.
Vendor Name & Address:
Pay Amount:
Mail to Vendor: I ]
Vendor Name & Address:
Return to Employee:
Pay Amount:
Mail to Vendor:
Vendor Name & Address:
Return to Employee:
Pay Amount:
Mail to Vendor:
Vendor Name & Address:
Return to Employee:
Pay Amount:
Mail to Vendor: L
J
Page 2 of 2
Return to Employee:
NAME:
DEPARTMENT:
DATES OF TRAVEL:
TOWN OF MARANA
TRAVELEXPENSE REPORT
FROM: TO:
List below all actual expenditures incurred on this travel and attach receipts.
Registration
Lodging
Transportation
Per Diem
Other
Mileage Allowance miles @ =
TOTAL TRAVEL EXPENSES
Less Travel Advance
Less Amount Paid by Credit Card
Amount Due Employee
or
Amount Due Town
CERTIFICATION
I certify that the costs indicated herein are a true and accurate accounting of all
expenditures incurred by me in connection with official Town of Mararia business.
I also certify that any amounts due the Town of Marana will be reimbursed within
five business days.
Reviewed and approved by:
Reviewed and audited by:
Employee Signature & Date
Department Head Signature & Date
Finance Department Signature & Date