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HomeMy WebLinkAboutD-1819-06 Travel Expense Policy \ . SPONSOR(S): Councilor(s) Glaser, Griffiths, Rattermann and Sharp ORDINANCE D-1819-06 AS AMENDED AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF CARMEL, INDIANA, AMENDING CHAPTER 2, ARTICLE 3, DIVISION III, SECTION 2-61 OF THE CARMEL CITY CODE WHEREAS, the nature of City of Carmel ("City") operations frequently requires City officials and City employees to perform business and take advantage of educational opportunities at off-site locations; and WHEREAS, the City desires to fairly and adequately compensate officials and employees for their travel expenses; and WHEREAS, it is necessary from time to time to update and clarify travel policies and to adjust reimbursement levels. NOW, THEREFORE, BE IT ORDAINED by the Common Council of the City of Carmel, Indiana, as follows: Section 1. The foregoing Recitals are incorporated herein by this reference. Section 2. Chapter 2, Article 3, Division III, Section 2-61 of the Carmel City Code should be and the same is hereby amended to read as follows: "Sec. 2-61. Travel and Related Expenses. (a) Generally. Expenses incurred by a City employee who must travel to carry out that employee's official City duties, responsibilities or activities, or to obtain approved training, are reimbursable within the limits stated below. Certain travel expenses may be paid in advance. (b) Per Diems and Meal Expenses. (1) A per diem is a flat rate reimbursement for any and all expenses incurred in a certain reimbursable travel category. . The City will pay per diems for meal expenses only. No receipts are required for a per diem payment, which shall be made only after the employee completes travel and submits a claim for reimbursement. However, the employee must provide a copy of his travel itinerary and hotel bill to document actual time of travel. Applicable per diem rates shall be: a) Sixty Dollars ($60), including tips, if traveling outside the State of Indiana; and b) Fi fly Dollars ($50), including tips, if traveling within the State of Indiana. c) Per diem rates will be prorated for partial day travel. VERSION A - 8/17/2006 1 SPONSOR(S): Councilor(s) Glaser, Griffiths, Rattermann and Sharp (2) Meal expenses that are advanced and meal expenses for travel that is completed within one calendar day are not eligible for the per diem, and shall be paid at actual cost. Original receipts are required to substantiate costs, which are subject to the limits shown above. Receipts should be itemized or, if the vendor does not provide an itemized receipt, include a statement from the employee indicating what food or beverage items were purchased (credit card statements are not adequate documentation). Maximums include tips, which shall not exceed 20% of the cost of the meal. (c) Advance Payments. (1) All claims for advance payment must be submitted to the office of the Clerk-Treasurer no later than ten (10) business days prior to the commencement of travel. (2) Registration fees, hotel reservations and airfares connected with meetings, schools, seminars or other City-required travel may be paid in advance if supported by a fully itemized claim approved by the department director. Any savings resulting from changes in schedule or transportation or from reduced prices shall be delivered to the office of the Clerk-Treasurer, along with written documentation, within the later of ten (10) business days after travel is completed or three (3) business days after the same is received by the employee (3) For overnight travel, meal expenses may be paid in advance if specifically requested by the employee. Meal expenses shall be advanced at the rates listed in Section (b) above. Within ten (10) business days after travel is completed, the employee must deliver to the office of the Clerk-Treasurer original itemized receipts for meal expenditures or, if the vendor does not provide an itemized receipt, a receipt accompanied by an itemized statement from the employee indicating what food or beverage items were purchased. Any unused funds shall also be returned. Failure to timely provide receipts and/or return unused funds will result in the monies being deducted from the employee's pay. See Section (d)(8) below for alternate reimbursement method. (d) Reimbursable Expenses. (1) Meeting, training and seminar fees. (2) Private vehicle mileage, which shall be paid at the current United States Internal Revenue Service ("IRS") reimbursement rate, as amended from time to time by the IRS. If an employee travels directly from home to an off-site business meeting, the round-trip mileage between home and work shall be deducted from the total mileage. (3) Cost of rental car and fuel for transportation between airport, lodging and business location if: a) Route between airport and lodging or between lodging and business location is not served by taxi, subway or shuttle; or b) Other forms of transportation are available, but are more costly than a rental car. (4) Parking fees or tolls (affidavit required ifno receipt is provided). (5) Fares for taxis, shuttles, subways and other forms of local transportation. (6) Coach air fares or fares that are commonly understood to be coach rates, or any lower fare. When personal travel is appended to business travel, reimbursement VERSION A - 8/1712006 2 SPONSOR(S): Councilor(s) Glaser, Griffiths, RattermaIUl and Sharp will be made only for the cost of round trip travel to and from the business location, The round trip rate must be documented by a printed itinerary from a travel agency or web site, The department director must approve all such travel in advance, (7) Lodging expenses for a standard room, Any upgrade in accommodations shall be the responsibility of the employee, (8) Meal expenses. a) For overnight travel, meal expenses are reimbursable at the flat per diem rates listed in Section (b) above, See Section (c)(3) above for alternate prepayment method. b) For travel completed within one calendar day, meals shall be reimbursed at actual cost, up to the maximums listed in Section (b) above, (9) Tips or gratuities for bellhops, skycaps, taxi/shuttle drivers and others who provide necessary services directly related to business travel (affidavit required if no receipt is provided). . (10) All business telephone calls and up to two personal calls to home and/or to closest family member per day, if the employee has no access to a City-issued cell phone. (11) In-room internet connection, if necessary for business purposes. (e) Non-reimbursable Expenses. (1) Expenses for entertainment or services not directly serving a business purpose, including, but not limited to, in-room movies, alcohol, mini-bar, laundry service, saunas, massages and golf. (2) Expenses for purchase of personal items such as clothing, accessories and toiletries. (3) Long distance or local personal phone calls (except calls to home and/or to closest faIllily member). (4) Rental car for recreational purposes. (5) Travel upgrades or fees for schedule changes that result in no savings to the City. (6) Fees for overweight baggage, except with special approval of department director. (7) Comprehensive/collision and liability insurance offered by a car rental agency (this coverage is provided by the City's insurer). (8) Expenses resulting from companion travel, if the companion is not conducting official City business, and if the expense is over and above the expense reasonably incurred by the City employee alone. (9) Traffic tickets issued by any police department for violation of an ordinance, statute or law. (10) Late or interest charges for expenses charged by an employee on his or her personal account. (11) Travel life insurance policies, (f) Claim Submission Requirements. (1) All reimbursable expenses shall be submitted on an approved expense report, with required documentation attached. (2) Any claim for reimbursement of travel or expenses incurred while on official City business (except meal per diems) must be documented with original VERSION A - 8/17/2006 3 SPONSOR(S): Councilor(s) Glaser, Griffiths, Rattermann and Sharp itemized receipts. In the event receipts are unavailable (e.g., certain tolls and tips), the employee may obtain reimbursement by signing an affidavit itemizing the expense and affirming that the expense was incurred on behalf of the City. (3) Prior to submission for reimbursement, a claim must be reviewed and authorized by the director of the employee's department to confirm that the claims submitted fall within the guidelines of this section and are within that department's appropriated budget. (g) Travel Time. (I) For purposes of calculating compensation, an employee's hours worked shall include all hours spent in transit, whether as a driver or a passenger (for air travel, transit time begins when the flight is scheduled to depart and ends when the employee arrives at his or her lodging). Except, however, an employee who is offered public transportation but elects to drive instead shall be paid only for those hours that would have been spent on public transportation. An employee's department director shall have final decision as to the mode of transportation utilized. (2) While on location, an employee shall be compensated for either the actual numbers of hours worked (in meetings, conferences, classes, etc.) or the employee's regularly scheduled hours for that day, whichever is greater. (3) The following shall not be considered hours worked: a) Time spent at evening events that serve primarily as social, recreational or networking opportunities. b) Time spent at evening events during which a meal and/or alcohol is served, unless work is performed by the employee during a meal. Section 3. The Expense Report attached as Exhibit A, which may be amended from time to time, shall be used to document all travel expenses except mileage, for which a special form is used. No other form of documentation will be accepted for travel-related claims. Section 4. All prior City ordinances or parts thereof that are inconsistent with any provision of this Ordinance are hereby repealed as of the effective date of this Ordinance. Section 5. If any portion of this Ordinance is declared unconstitutional, invalid or unenforceable by the valid judgment or decree of any court of competent jurisdiction such unconstitutionally, invalidity or unenforceability shall nor affect any of the remaining portions of same. PASSED by the Common Council of the City of Carmel, Indiana, this .;> (.>-l day otG...... ~ ,2006, by a vote of ~ ayes and C nays. VERSION A - 8/17/2006 4 SPONSOR(S): Councilor(s) Glaser, Griffiths, Rattermann and Sharp - O. Brian D. Mayo aJ~ Mark Rattermann ATTEST: ~ 0. k ~~Od by mo to ilio M,y'''' ilio Ci<y ,f C=oI, Indilli' ilif, d 1'';;., or <)+-. 2006, at q:~ P.M. ~& Diana L. Cordray, IAMC, Clerk-Tr so\- ~y me, Mayor of the City of Carmel, Indiana, this ~ day of 2006, at '=\: O'i! .p.M. Diana L. Cordray, IAMC, Clerk-Trea r Prepared by Barbara A. Lamb, Director of Human Resources VERSION A - 8/17/2006 5