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2006-082 Travel Policy RevisionRESOLUTION 2006-82 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM BEACH, FLORIDA, ADOPTING AN UPDATED AND REVISED VILLAGE TRAVEL POLICY; PROVIDING FOR CONFLICTS AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Village currently has a Travel Policy, as set forth in the Village Accounting Policies and Procedures Manual, which was last revised on August 28, 2004 through the adoption of Resolution 43-2003; and WHEREAS, the Village Finance Director is proposing additional revisions to the Travel Policy; and WHEREAS, the Village Council wishes to adopt a revised and updated Travel Policy incorporating all prior and proposed revisions. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA as follows: Section 1. The Village Council hereby repeals the existing Travel Policy in its entirety and adopts the revised and updated Travel Policy attached hereto as Exhibit "A" and incorporated herein by this reference. The Village Council directs that this Travel Policy be incorporated into the Village's Accounting Policies and Procedures Manual. Section 2. All Resolutions or parts of Resolutions in conflict herewith are hereby repealed to the extent of such conflict. Section 3. This Resolution shall take effect immediately upon adoption. PASSED AND ADOPTED THIS 12th DAY OF (Village Seal) ATTEST: VILLAGE CLERK Accounting Policies and Procedures Manual Village of North Palm Beach Travel Purpose The purpose of the Travel Regulations is to provide a policy for guidance of employees and officials who are required to travel on official business of the Village, to attend schools, conferences, seminars, conventions or other designated purposes. Objective The primary objective is to provide a procedure to be used when making claims for reimbursement or travel and supplementary expenses by travelers and payment of these allowances by the Finance Department. This procedure is applicable to all Village officials, employees, and authorized persons when making claims for travel expenses allowances; all department/division supervisors, administrators, and the Village Manager when authorizing and approving travel and the Finance Department when paying travel expenses. Authority to Incur Travel Expense All travel must be sanctioned by budgetary appropriation. Additional authorization for Department Head travel must be obtained from the Village Manager (no such authorization is necessary for travel by members of the Village Council). The Village Manager may promulgate such rules and regulations, and prescribe such forms as shall be necessary to effectuate the purpose of this manual. a. All regular overnight out-of--town travel by employees must be approved in writing in advance by the Village Manager after recommendation of the Department Director. All local and/or current-day travel must be approved in writing by the respective Department Director. b. The mode of travel will also be approved in the same manner as the travel. c. Local mileage will be authorized by Department budgetary availability and, in addition, approved in advance by the Department Director. Approval will be attached in reimbursement /payment documentation provided to the Finance Department. Authority to Incur Supplementary Expenses Authorization to incur supplementary expenses must be by special authority granted by the Village Manager. The following are the only expenses authorized to be claimed as travel expenses: a. Transportation Allowance: (1) Fare- Commercial coach or tourist fares, utilizing the most direct route available to the carrier used. (2) Mileage -The mileage allowance for a private vehicle shall not exceed the latest allowable IRS per mile rate for mileage traveled either during regular travel or local trips in the immediate vicinity of the Village. b. c. Lodging: Reimbursement for lodging shall be at the current single occupancy rate and fully supported by said bills. Employee should seek the commercial rate whenever possible. Per Diem Subsistence Allowance: For the purposes of reimbursement rates and methods of calculation, per diem and subsistence allowances are divided into the following groups and rates: (1) All travelers shall be compensated for subsistence when traveling to a convention or conference or when traveling within or outside the state in order to conduct bona fide Village business, when such convention, conference or travel serves a direct and lawful public purpose. The subsistence allowance shall consist of either of the following for each day of travel, at the option of the traveler: (a) Fifty dollars ($50.00) per diem; or (b) If actual expenses exceed fifty dollars ($50.00), the amounts permitted in paragraph (2) for meals, plus actual expenses for lodging at a single occupancy rate to be substantiated by paid invoices. d. (2) All travelers shall be allowed the following amounts for subsistence while on official business: (a) Breakfast ...................................................................................... $12.00 (b) Lunch .......................................................................................... $18.00 (c) Dinner .......................................................................................... $20.00 (3) No one, whether traveling out of state or in state, shall be reimbursed for any meal or lodging included in a convention or conference registration fee paid by the Village. All allowance rates for succeeding years shall be established concurrently with passage of the annual budget appropriation ordinance. e. Other Expenses: Tips and gratuities are not reimbursable to Village employees. The following incidental travel expenses will be reimbursed. Receipts should accompany requests for payment, when available. (1) Taxi or limousine fares. (2) Ferry fares, and bridge, road and tunnel tolls (3) Storage or parking fees (4) Communication expenses (business only) (5) Conference or convention registration fees if attendance at such conference or convention serves a direct public purpose with relation to the person attending such meetings. Mode of Travel Travel by Common Carrier All travel shall be upon established direct routes, and shall be at coach or tourist fare rates. If a traveler elects to take an indirect route for his/her convenience, costs in excess of the rate for a direct route passage shall be borne by said traveler and he/she shall be reimbursed only for such direct route rate. The Village Manager shall determine the most cost effective method of travel for each trip, and in making his/her determinations, shall consider the following conditions: The nature of business. b. The most efficient and economical means of travel (considering the time, costs of transportation). c. The number of person making the trip and the amount of equipment or material to be transported. Travel by Private Vehicle a. The use of a privately owned vehicle for official travel in lieu of public vehicle or common carrier may be authorized by the Village Manager, if a publicly owned vehicle is not available. If traveling by privately owned vehicle, the traveler shall receive reimbursement of a mileage allowance as authorized by this Village policy. b. All mileage shall be computed from point of origin to point of destination and, when possible, shall be computed on the basis of the current map of the State Road Department. Vicinity mileage necessary for the conduct of official business is allowable but must be shown as a separate item on expense vouchers. c. No traveler shall be allowed mileage or transportation expense if he/she is gratuitously transported by another person, or when transported by another traveler who is entitled to mileage or transportation expense from the Village. Advance Travel Allowance Advance payment of travel allowance is permitted provided that an advance is requested and approved by the Village Manage prior to disbursement. Advance travel payments are subject to the following rules: a. The Village shall advance to employee, prior to travel, per diem for meal allowance, cost of hotel, tuition and registration fees which have not been prepaid by the Village. Employees are encouraged to request the checks made out directly to hotels and organizations to avoid paying sales and other taxes. Sales tax paid by the employee for hotel is not reimbursable. b. Separate requests must be submitted for each person making the trip. Payment will be made with separate checks issued to each person. c. Requests must be supported by a copy of the applicable meeting brochure and must be submitted soon enough to allow sufficient time for processing and preparing checks. d. Check Issue Authorization form must be authorized by the Department Head and approved by the Village Manager. This form is then submitted to the Finance Department for check issuance. e. Upon return from a trip, all receipts and supporting documentation must be submitted with a completed Report of Travel Expense form. If additional monies are owed, a check request form should be attached. Monies not spent should be returned to the Finance Department with the Report of Travel Expenses. Travel Expense Procedure Travel Expense Reimbursement Travel expense will be reimbursed at the rates prescribed and authorized by Village policies. A Request for all out-of--town overnight travel must be submitted in writing to the Village Manager reflecting recommendation of the Department Director. A Travel Expense reimbursement form for all approved travel costs, including receipts and a Check Issue Authorization form must be submitted by traveling employees to their Department Director for review and written approval. This approved reimbursement package will be forwarded to the Village Manager for t-Iiei~ his review and approval before submission to the Finance Department. Payment for Travel After the Finance Department's review and approval of mathematical accuracy and a detailed review of required receipt documentation for the approved travel reimbursement, checks will be issued by the Finance Department to the individual requesting payment.