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Home My WebLink AboutCC Reso 2022-35 - Policy for Reimbursement of Expenses RESOLUTION NO. 2022-35 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH DECLARING POLICY REGARDING REIMBURSEMENT OF EXPENSES FOR ELECTED AND/OR APPOINTED CITY OFFICIALS, OFFICERS, AND EMPLOYEES WHEREAS: 1. It is necessary to determine policy regarding reimbursement of elected and/or appointed City officials, officers, and employees for expenses incurred that are directly related to conducting their respective City duties and responsibilities; and 2. Having determined that the current travel reimbursement policy, Policy Resolution No. 34, is antiquated and impractical, the City has developed an updated Travel Policy, P- 002; and 3. It is the intent of Travel Policy, P-002 to establish and define consistent practices for travel expense reimbursement throughout our municipal organization; and 4. It is the intent of this Policy Resolution to establish and define consistent practices for expense reimbursement generally throughout our municipal organization NOW, THEREFORE, BE IT RESOLVED that: 1. The City Council of the City of Ukiah hereby adopts Travel Policy, P-002. Travel Policy, P-002 is set forth in Attachment A, attached hereto and by reference incorporated herein. 2. Policy Resolution No. 34 is superseded and no longer in effect with the adoption of this Policy Resolution. 3. The City shall cover the cost of specialized publication subscriptions directly related to the duties and responsibilities of elected or appointed City officials. 4. The City shall reimburse traveling, tuition, and book expense incurred by employees for college or special courses directly related to their present career with the City. 5. Non-reimbursable expenses shall include but not be limited to the following: a. Any and all associated expenses incurred in attending partisan political functions, meetings, or conferences. b. Any and all associated expenses incurred in attending functions, meetings, or conferences sponsored by Political Action Groups (PACS). c. Any and all associated expenses incurred in attending religious functions, events, meetings, or conferences. d. Spousal expenses incurred by City Councilmembers or City appointed officials for local community events or functions they would have ordinarily attended as private citizens irrespective of their official role. e. Expenses incurred by City Councilmembers or City appointed officials for local community events or functions they would have ordinarily attended as private citizens irrespective of their official role. Lf. Training, tuition, and book expenses incurred by employees for college or special courses unrelated to their present careers with the City. 1 PASSED AND ADOPTED this 1 st day of June, 2022, by the following roll call vote: AYES: Councilmembers Orozco, Crane, Rodin, Duenas, and Mayor Brown NOES: None ABSENT: None ABSTAIN: None LW � } Ji . Brown, Mayor ATTEST: Kristine Lawler, City Clerk 2 AT-FA-(H A4 C X)-F A TITLE: Is Finance and TRAVEL POLICY op 'CioofRiah IT Department CATEGORY: TRAVEL, LEARNING AND ADOPTION LEVEL: DATE: PROFESSIONAL DEVELOPMENT CITY MANAGER POLICY NO.: 003-2022 ENABLING RESOLUTION N/A (resolution no) Authorizing ORIGINALLY ADOPTED (adoption date) Signature REVISED (adoption date) POLICY COMMITTEE (approval date) DEPARTMENT HEAD (signature date) Table of Contents Purpose... ...................................................................................................................................................1 Policy.............................................................................................................................................................2 A. Cast Tracking............................................................ .. ... ..... ..... .. .. .. . ...... ... .. .. ... ..... . .. .. .. ..2 B. Travel Expenditures ................................................. .. ...... .. .. .. .. .. ......... ... .. .. ......... .. .. ...........2 C. Submittal and Approval of Travel and Related Expenditures............................. ..... . . . ... ..... .. . ..5 Attachments-......................................................................................................................................... ......7 A. Attachment A. .................... ... . .. .. . ...... .........---.................................................,.................7 PURPOSE The City will reimburse reasonable expenses incurred by its team members in performance of their official duties. The City of Ukiah takes its stewardship over the use of its limited public resources seriously. Public resources should only be used when there is a substantial benefit to the City of Ukiah. Such benefits include: 1. The opportunity to discuss the community's concerns with state and federal officials. 2. Participating in regional, state and national organizations whose activities affect the City of Ukiah. Page 11 3. Attending educational seminars, conferences, classes, and other trainings designed to improve and enhance team member's skills and knowledge levels. 4. Promoting public service and morale by recognizing such service. While it is acknowledged that legislative and other regional, state and federal agency business is frequently conducted over meals, and sharing a meal with regional, state and federal officials is frequently the best opportunity for a more extensive,focused and uninterrupted communication about the City of Ukiah's policy concerns. Each meal expenditure must comply with the limits and reporting requirements of local, state and federal law. This Policy provides guidance to City team members on the use and expenditure of City of Ukiah resources, as well as the standards against which those expenditures will be measured. POLICY A. Cost Tracking SAP Concur. The City is using SAP Concur software as a tracking and approval tool for all single transaction expenses in accordance with established Purchasing policies, City Procurement Card Policy and for travel expenses. Concur works with the State of California Purchase Card (CAL- Card)program,and with the State of California's Department of General Services(DGS)Statewide Travel Program which gives the City access to the most economical rates available through the use of the State contracted travel-related services for airfare, car rentals, and travel and fuel payment systems. These costs flow-down through the Concur software. Please refer to the Quick Reference Guides referenced in Attachment A for the Concur Travel & Expense Program, as well as the CAL-Card Program Policy P-001 found on the Finance IT Policy Development SharePoint site in the Policy Library(Finals) folder: https:Hcityofukiah.sharepoint,com/:f;/s/FinanceITPolicyDevelopmentTeam/EIT4mntekKpAgDZKO7csHa 4BpVkA5nsCeC5rkl9hZA7Atg?e=9WA8Ng B. Travel Expenditures Transportation. The most economical mode and class of transportation reasonably consistent with scheduling needs and cargo space requirements must be used, utilizing the most direct and time-efficient route. Government and group rates must be used when available. City-Owned Vehicles. City team members will, when economical and feasible, attempt to use City-owned vehicles whenever conducting City business locally, or when traveling to meetings, trainings seminars, and conferences outside of the County of Mendocino. A City vehicle may be reserved on the City's Intranet: http://inet/default.aspx. Page 12. Insurance Coverage for use of City Vehicles—The California Intergovernmental Risk Authority's (CIRA's) liability coverage extends to include use of all City-owned vehicles when an employee or volunteer is driving the vehicle on City business. The employee or volunteer must not use City vehicles for unauthorized or personal purposes. Privately-Owned Vehicles. In the event City vehicles are unavailable, or for other circumstances subject to approval of the Department Head, privately-owned vehicles may be utilized. Mileage will be reimbursed at Internal Revenue Service rates in effect at the time of usage (see https://www.irs.gov/tax•professionaIs/standard-mileage-rates). These rates are designed to compensate the driver for fuel, insurance, maintenance and other expenses associated with operating a vehicle. This amount does not include bridge and road tolls, which are also reimbursable. It is prohibited for private vehicles to receive fuel,oil or service from City facilities. Insurance Coverage. Should City team members or volunteers use a privately-owned vehicle for City business, each is expected to maintain an automobile insurance policy whether or not they receive a mileage allowance. Each such policy should be maintained with liability limits of no less than: • $100,000 per person Bodily Injury; $300,000 per accident Bodily Injury; $100,000 per accident Property Damage; or$300,000 Combined (Bodily Injury and Property damage) single limit. • Each such policy is primary coverage in the event of a loss or claim, with CIRA's coverage applying in excess. Evidence of current personal insurance coverage must be submitted to Human Resources prior to the use of a privately-owned vehicle forCity business. Car Rental. If it is more cost effective than using an existing city or private vehicle (with mileage and fuel reimbursement based on the IRS rate mentioned above),City team members shall utilize this service when feasible for all out-of-town travel requiring an overnight stay or greater than 50 miles in distance, one-way. This determination shall be subject to the established travel expense approval process. The Internal Revenue Service mileage reimbursement rates will not be paid for rental vehicles; only recelpted fuel expenses will be reimbursed. Taxis/Shuttles/Ride Sharing. Taxis, shuttles or ride sharing app (such as Uber) fares may be reimbursed, including up to a 15 percent gratuity per fare, when the cost of such fares is equal or less than the cost of car rentals, fuel and parking combined, or when such transportation is necessary for time-efficiency. Airfare. The City shall reimburse for the lowest cost scheduled air fare feasible for air travel expenses incurred to conferences outside of the North Coast Region. Bridge and Road Tolls. Bridge and road tolls incurred during the performance of approved City business is a reimbursable expense to be submitted through Concur software on the travel expense report, and reimbursed through Expense Pay in Concur. Page 13 Traffic Citations/Parking Tickets. The City will not reimburse team members for any traffic citations, including parking tickets. Lodging.The City shall normally only pay for the cost of a single room incurred during attendance at regional or state-wide meetings, training seminars, and conferences outside of the City. Conferences/Meetings. If such lodging is in connection with a conference, lodging expenses should not exceed the group rate published by the conference sponsor for the meeting in question if such rates are available at the time of booking. If the group rate is not available at the specific conference hotel, consult with and receive approval from the Department Head for authorization to proceed with the booking at a higher rate. Otherwise, see next section. Other Lodging. City team members will use the State contract pricing whenever possible. In absence of State contract pricing, team members must request government rates as available. Lodging rates that are equal or less to the State contract pricing or available government rates are presumed to be reasonable and hence reimbursable for purposes of this Policy. Option#1 (Median Hotel Cost): In the event that State contract pricing or government rates are not available at a given time or in a given area, lodging rates that do not exceed the median retail price for lodging for that area listed on websites like www.priceline.com or an equivalent service shall be considered reasonable and hence reimbursable. Option #2 (GSA Rates): In the event that State contract pricing or government rates are not available at a given time or in a given area, lodging rates that do not exceed the per diem rates as per the U.S. General Services Administration(GSA)website,at https://www.gsa,gov/travel/plan- book/per-diem-rates. These per diem rates will be based on the City and State where the team member is traveling to, and are presumed reasonable and hence reimbursable. Per Diem Rates for Meals and Incidental Expenses. Each team member's daily per diem rate for meals and incidental expenses (M&IE) will be based on the rates as published and updated on the U.S. General Services Administration (GSA) website, at https://www.gsa.gov/travel/plan- book/per-diem-rates. These rates will be based on the City and State where the team member is traveling to. If meals are provided as part of the conference,seminar,or meeting being attended, a per diem for that meal will not be provided for by the City, except in "special" circumstances approved by the Department Head. "Special" circumstances may include dietary issues, type of meal provided (light continental breakfast instead of a regular meal), etc. Each team member is entrusted to accurately account for and report the meals already provided. Expenditures for alcohol will never be reimbursed. Extended Stay. If any City team member decides to stay beyond the term of the conference, seminar, or meeting, any expenses incurred for that period shall not be covered by the City. Page 14 C. Submittal and Approval of Travel and Related Expenditures The City is using SAP Concur ("Concur") software to track and approve all travel expenditures. Attachment A to this Policy explains how to use Concur for travel planning,approval,and expense report creation.All travel expenditures must be approved in advance. If travel is within the State of California,travel expenses must be approved by the Department Head. If travel is outside the state, travel expenditures must be approved by the City Manager. Using the Concur software, travel itinerary for airfare, lodging, and related expenses must be submitted at least thirty days prior to beginning travel dates. Support for each line item must be included in the travel request submitted to the Department Head for approval through Concur. Once travel is completed the travel request can be transferred directly into an expense report in Concur. The expense report must be updated with the traveler's actual expenditures and supporting documentation for each expenditure must be uploaded to Concur in accordance with the procedures attached. D_ Responsibilities Traveler/Team Member. Each team member who incurs costs meant to be reimbursed or paid in advance by the City is responsible to account for and provide justification and receipt of such cost using the prescribed cost accounting system (Concur). Such costs must be approved in advance (when able and practical). If using a privately-owned vehicle, provide evidence of current insurance, meeting the City required limits to Human Resources Department Head. Department heads or designees are responsible to approve in advance(when able and practical)or approve retroactively all costs incurred by team members to be reimbursed by the City using the Concur. Department heads are ultimately responsible for all expenditures in their respective departments. They may approve all expense reimbursements outlined herein without exception up to their budgetary authority and within established procurement guidelines and requirements. Department Heads approve requests to use privately-owned vehicles and if that request is approved, confirm with Human Resources that evidence of current insurance is on file. Purchasing. Responsible to maintain and administer the policies, procedures, and cost accounting system used for the purposes described herein. Page 15 Accounts Payable. Responsible for reviewing and processing expense reimbursements or advances as approved by respective department heads or City Manager as described within this policy. It may return or reject reimbursement or advance requests if found to be deficient in justification, supporting documentation, or inaccurate. Such requests may also be rejected if lacking budgetary authority, e.g. learning and development budget has been or will be exceeded with the request. Finance Director. Responsible to oversee the administration of this policy and the expense reimbursement or advance protocols. The Finance Director shall recommend to the Finance Department Policy Development Team changes to this policy when warranted or necessary upon regular review. City Manager. Responsible to review and approve, in accordance with this Policy or as determined by the City Manager, any and all reimbursement or advance requests at any time to ensure an appropriate level of oversight. The City Manager may promulgate specific or more restrictive requirements for the approval of expense reimbursement or advances at any time through policy memorandum addressed to the Finance Director. Page 16 ATTACHMENTS A. Attachment A Concur Procedures Quick Reference Travel Guide Quick Reference Expense Guide Concur Toarel Request Login to Concur with your user to and password. Any login questions or problems,seek an SAP/Concur administrator. Research trawl estimates within Concur: TWp SEAl2Ct1 ALLRTS ....r 1 wrr�t..`� #��•.p�sr rwrr�rr fryy rwr'r✓Ow.r•'r��YF� Y 4Y C6RRPANY 1'/OlE3 wn.y.,'tom riHr Page 7 mppppp� Concur Travel Requess nigh": Rt�vjetiv and Re>er/e FIIg�-it REVIEW FLIUHITS ilyMs felrc[•A �•��+• pth�t r in,1"t+ 1. +.k i..c.:n:.7 t:�:r cn Trr.r f1 Si+ic+• A7 J.p rHL^ m?.`ar Uckl 74n i..a•.kw Gi:t171 trrit'i�.a L1fTY" R 1.swn-f 104 Atnls.vwA,LA rr.r 61 it Y:7t ENTER TRAVELER INFORMATION Fm Wu Up ts••Nl.ww.L++•w+.weA•mw.+0 ftnzyy Payelm rna I a Y.wr'.11-1 hwl ne•.ry1.1J.WI 4-11� k'rp.�ly F1r1e PLeG'nm1.•+.->..� SELECT SEATS <+.a rsr a•ri.n..n t.w�..fra•.•..,.w tr..t.—Mw.l.n rr K.M. rps Mu VA411 k!n•.y r.N UJr.L.trry' 1.4d•..r .. W kylTTirt..n=fwu�Tn•:r+l arYI�11••! Page 8 ConnwTravel Request How., 10.Motel Audrey FMagniffcent Mlle 1A1 4DW on" Rooia flat Flosfhio ftvo.Sid Kag Roan'I Kg Wtm wft 55 fra Flit Scm Tvw 0 Avrdeoaate'mtke 8roe{Sabrey WgseM gaewwfw adlrr Bep Fi"t1e Ra*.SuMafd Kin¢•1 KM 9d Ove Ve15-ae3 55 uuh pA San Tv'hd m*"-oab'aNse svm(saute) O Akin and a-cuettoa odkt Bop r*ldt*Rao.Sw4wd Do-Me OWW2 Q WIM"56 kch F b%San Tv rw Q Abrlwsa,e'ooL+ee Svcs(9&10) MAS ma Owwht-M Poo fop nmw Rste•ft"am..K.wI t5,g W.U.VW.," Flat San 1". 0 "Mes-vo-wom Svc 19aerej AA"end MXmbzhM ChC kV aM F tft*Rift•Pda D%Ue KWI KC Bd'tree WTI 55 M I:W xm Tv"Md tANwsaw*d1:e 8ree(sable) f4m Ira opvftk fn 00" Page 9 Concur Travel Request rrpp After data has been collected,chose"Requests"to begin Travel Request, ConcurME- Manage Requests Process Requests Manage Requests 0 Create New Request Complete fields with traveidetall: :•:..o;,>�,� car� n :sc:, a sq�e::rm: ri."w�mrw aTe krll J Page 10. CancEu Traeei itequesE Compile your estimated travel itinerary: a.w+r.ww �.wa•+mn 4 Test TiDwl Rec kim S0.00 0 r�s4+�ea 1+ma,w n swi EXPECTED EXPENSES �5�rx n s.�na� 1 eeaa�eo E�a�am Nigh I�irNiF A1r�I•M � Page 11 i Concur Toavel Requev I i Enter detailed data as appMcahie for travel- t•.�7w 1 x.Fx•t t5.•.t 1.�r..1 il.—.•—.aa;,:p. � I w,......vp.n..n.....�.r,row....=w tt••4 •t•+,.. ' 1 i ICM.'Lti.jwliSrL rui llckc_'. + we•.net.p a.wn v.+.ertti p s.}r.rw».aw.IA.4:,f sto.z..r a.,..a e.dwn• •O +ri.r.n.U.a..e 4�R [.rrr�s�x..r t•w.+ I I Page 112 Concur Travel Request Submit Request Test Travel Request i 1.062.98 A w d( svut ,...da"_ . �.�...� EXPECTED EXPENSES y ' Ile At' t�...� (row {►►'s 1.n� 6�..� I Ha.ia,,.M1+sv� cTwplins ztoz�ar� sraau rWeW .. AtI"M %Mn foftuwtvo) b'urID"R-Mrro InOwl u:dsa urea fiowmw tar 91.4op t I f I Page 1 13 Concur Travel Request The Itinerary request has tree n sent to your direct supervisor for approval: SAP m : Manage Requests Process Requests Manage Requests Vie-.v Aclive Requests Test Travel Request O Cicate Ncw Request '1 QG2 98 Sutlmitled S Pendmq AcprovW Horgef Mar, Page J 14 Concur Travel Request Once Approved m Menege Rsgatus Pwcoss Requests Manage Requests v 3 Test Travel Request Create New Request 51,062.98 Appr&b-*d You have the option to review the audit tra"r print share,etna"r attach documents,and create your expense report directly from this request: Test Triwel Ret{iiest$1.062 98 kcToad-a.�,.a m 1�R EXPECTED EXPENSES lws..,H. err u..s rr wrne. N T.rN to rmwwa(WO) chum(OR: Raw Ire MI "T654 DISSs clammed raw 61,04119 Upon completion of the travel,the employee's actual receipts will be gathered in Concur for coding and compiling into a monthly expense report. At the close of monthly reporting period,the completed expense report with coded CalCard transactions and applicable receipts will be submitted to the Department Head for final review a nd approve L Page 15