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Home My WebLink About28934 / 77-43June i6, 1977 �� 1: `T J RESOLUTION PL'RPOSE : TO Fi2�.END MILEAGE RZ1TEj AND IP-SPLEMF:NT TRAVEL POLICY I�iITiATED BY: CITY AD�INTSTRATION BE IT RESOLVED by the Co::�mor. Coun�il of the City of Oshkosh that all prior trav�l exDense policies and procedures heretofore esta..blishe3 for the employees of the City of Oshkosh are recinded. BE IT FURiHER RESOL�7ED that hereafter, in-city travel sha11 be r_eimbursed at the rate of fifteen (15�} cents per mile, �ut-of-city travel shall be reir�aursed at the rate of twelve ;I2�) cents per mile and that the following individuals will rece_ve a flat monthly car allowance for in-city travel: City �ianarer $100 per month Director of �ublic Works $50 per month C�ty �ngineer $50 per month Direcior of ?arks $50 per month Director of �cmin. $50 per month H�alth & t�,elfare �irector $50 per month City Assessor $50 per month �:sst. City ��"ar_aoe~� �50 per month � �11 in-city m�les in excess oi 333 miles per month for the above 1^G]_J1�Ud�5 shall be reir�zirser �t the rate of fift�een (15�) cents ^er ?^i��. B� I i FUP.�'riER ?Z�'SCLV�D �hat the a ttached Trav21 Expense Guidnlir_es shall be ad�pted zor all City of Oshkosh personnel. SUB�QIT ; i�::� SY �--�-,-. ._____.___-------��----�- n ��.� t . 0 � L � � _� . . ✓� � � . - _� - -_ --� �-_ �':'�'---- �.-,�.�,�-�.-� _ =�._ - �_ =;� - • • �--- :�. �-:::.._.::�-�_�-----r �' I� y^^��' '-+�r� �.. . �1 � " " -tFa-.JS� !?-,L��fi.� �t•Gi'-�r+�: cF�+v-'�--�•�t ' ��,,,�r'✓�-�kT'�=�� -.'•^•.^_--'`<-� - �.�r� :.-.i'<"' y " } :�;..r i: : =-':t� _ 1.= •� ..._SM. j' �� _- �� -� •�} ti�ti :�{��J.L..�.tj- ':'+ -:�': '-i'��..�. . :i�"i - -=y>� `iy-L�s•� ��,�•�jj�• r•v �r•�1� �i -�1' ,..._s,�..'� .-i�- � _ ��• _ �:1- i2u' . r T! 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'1� €- � TABLE OF CONTENTS Hotel and Motel Expenses . . . . . . . . . . . o . 1 Mea i S • • • . • e . • . s s . • • • . s ' • • . • . 2 Porterage . . . . . . . . : . . . . . . . . . . . 2 Transportation . . . . . . . . . . . . e . . . . 2 Use of Privately-dwned Automobiles . . . . . . . . 3 Travel in City-Owned Automobiles . . . . . . . . . 4 7axis . . . . . . . . . . . . . . . . . . . . . . 4 Rent-A-Car . . . . . . . . . . . . . . . . . . . . 4 Registration Fees . . . . . . . . . . . . . . . . 5 Non-Travel Expenses . . . . . . . . . . . . . . . 5 Teiephone . . . . . . . . . . . . . . . . . . . 5 . Travel Expense of Others . . . . . . . . . . . . . 5 Travel Author i za t i on . . . . . . . . . . . . . . . 5 Traveling with Spouse . . . . . . . . . . . . . . 5 Cash Advance . . . . . . . . . . . . . . . . . . . 5 Respons i bl i ty . . . . . . . . . . . . . . . . . . 5 Preparation of Travel Voucher . . . . . . . . . . 6 � I , �� .�► ,�'` &°` �� TRAVEL EXPENSE GUIDELINES CITY OF OSHKOSN 7his bulletin sets forth the City of Oshkosh policy with respect to travel expenditures. Employees of the City while on travel status are expected to live comfortabty but with reasonable prudence. They are expected to exercise good j udgment when incurring travel costs. , The general policy is to reimburse employees for any actuai, necessa ry and reasonable travel cost incurred wt�i]e on official authorized City business. �OTEL AtJD MOTEL EXPENSES City enployees should live in a eomfortable room with bath at a good commercial hotel at a reasonable rate for that community. �The h�tel charge shou�d be in line with tfie average cost of a single room in that iocation. Emptoyees shou�d ask when checking into the hotel for their government rate. Nea riy all hotels have a special rate for government employees and require some type of government identification. Er.ployees should observe hotel check-out hours in order to avoid a charge for thz day of departure. An employee who is required to remain in one location for an extended period of time is expected to find lodging at weekly and/or rrpr�thly rates. !n sone cases it m.ay be necessary to guarantee hotel reservations. Nowever, if an employee's plans change, notification should be given to the hotel in time to prevent the charge when possible. Cormercial and tourist hotels generally maintain the same rates all year. Some hotels, resorts and motels have higher rates during certain seasons or on certain days. Also, sorr� have higher rates during periods of conventions. Almost all will atter^pt to charge maximum rates if you confirm your reservatio� in advance, ev�n though iower rates are often available at the time of arrtval. To protect yourself against these overcharges, it is recommended thafi you have a d°,`inite understanding in advance concerning the required length of stay and the rate to be paid. The rate should be checked before your departure against the average rate for tFre locality. If the rate is out of line for the locality you are visiting, you shoutd attempt to secure accommodations which are more in line with prevailing comnercial and tourist rates. it is easy to rr�ke advance reservations at many hotels and motels throughout the country hy use of a simple toll-free number with a prefix of 800. Certain notels chains such as Noliday lnn and Howard Johnson Motor Lodge will handle advance reservations for you through their teletype systems and/or long distance WATS lines. You should avail yoursetf of these ser�ices whenever possible. �Gu'y i iig e,:��„5°-,S .,,�st ��. St^r�'t�a �� ine �,: : y � nal •n��hi nP �i11ltP_.f� �"QPPI nY_i which are furnished hy most hotels and motels, or an original handwritten receipt. -1- , . �� • . � E � r Th: travel voucher cannot be paid without this receipt. Do not submit a pf�oto- co�y of the receipt, a hotel statement or a copy of your credit card receipt to su��ort the disbursement. !'E�LS 7fi� aTtowance for meals shoutd represent actual�and reasonabie costs expended �or yflur own reals. It should take into consideration the iocality in which the e-w_GI is obtained. Tips, cannot exceed 15� of�the meal cost. ?,ei�:l�urserent for meals will be allowed on trips which do not necessitate an overnight stay oniy on the following cond9tiens and if reasonabie travei time is re��ired: Breakfast, provided the employee leaves his home before 7:00 a.m. Lunch, provided the employee leaves his headquarters before ]0:30 a.m. and returns after 1:30 p.m. Dinner, provided the empToyee returns to his home after 7:OQ p.m. �:he�s it is required that a meeting to be held during lunch, the business luncheon wil� be an authorized expenditure. Employees�are cautioned, however, that no r.-�ae costs will be allowed if the official business was•transacted during normal �.�rting hours within a reasonable commuting distance. r�o reinbursement wilt be made for the cost of alcoholic beverages. ?Dn-=?,AGE "t=cessary gratuities to hotel employees are reimbursable. These may not exceed ?3•�� for each stay at a�otel.. All other fees and tips paid to porters, bell- ��oys, raids, etc., are not reimbursable. T�^�,��ORTAi ION � T ra��}.�ortation expenses incurred on necessary trips away from the City are rei-:bursabTe regardless of the type of transportatian used. !n ceneral, travel by public transportation (railroad, bus or corrmercial air- �1ar�} should take preference if it is convenient and not too time consuming. In t�aveling short distances by air, no distinction is generally made between air coach and first-class travel. With the advent of jet aircrafts however, rei-�ursement for air travet shall be limited to the fare for the lowest jet class reasonably available. i�e cassenger coupon of tf��: a� r� in� �i _c.k�X sha] 1 bP �YtarhPr_� tn rhP travPl v�uc�?r_ For other nodes of travel, attach available receipts for tickets that :szv� been purchased. Vouchers for travel canno� be paid without this receipt. r Insurance coverage for empToyees traveting by air is not allowable as reimburs- able ex�ense. USE 4F ?RIVATELY-OWNED AUTOMOBILES The use of personal automobi�es for out-of-town travel is to be 1Fmited to trips for short distances and situations where other modes of transportation involve excessive loss of time or where use of a common carrier is not otherwise practic- able. The only exception to the foregoing should be in cases where an employee combines a personal vacation with a business trip. in these cases, the alTowa�ce for the use of a personal automobile shall not exceed the lowest cost of the most practical r�eans of pubtic transportation between such points. Because of the t"tme ioss involved in traveling by bus and railroad, this is generally interpreted to mean tF�e cost of tourist air fare. (n addition, reimbursement for meals and lodging s�a1T r.e� excee� wha� ti,,roulci ordinariiy have been required if the most practical form of public transportation had been used. I� reirnbursable mileage results in transportation costs less than the air fare, reim�ursement shail be at the lesser figure. E,��ployees who are autho rized to use their personal automobiles for City business will be reinbursed at tf�e rate prescribed by the City auto allowance policy. I; a city-owned automobile is available and tendered, and an empioyee exercises the optian to utilize his personal automobile, the miieage allowance shall be at a rate equal to the approximate cost of operation of City cars. T'r►e �oreeoing expense allowance is reimbursable without regard to the number of passengers you may have with you. Department heads should exercise careful surpervision and endeavor to consolidate travel crews in as few automobiles as possible. in addition to miteage, the operator of the car shalT be reimbursed for over- night par�cing at hotei stops and for bridge and road tolis. The operato r should endeavor to obtain free parking at hotels which offer same. If through his own fault the operator fails to obtain free parking which is available, tt�e corres- per�sing p3;king c�arge will not be reimbursed. tf miieage is a)lowed to the operator of a privately owned automobile, he should travel by the most direct route. Any person traveling by another route without adequate justification therefore shall assume any additional expense incurred. Vicinity nileage necessary for conducting official business is alTowable and shouid be supported by sufficient detail to justlfy the mileage claimed. No nileage will be allowed for travel between an employee's home and his official k�ork stat i on. Char�es for gasoline, oi1, lubrication, repairs, antifreeze, tires, tire repair, towing and other similar expenditures will not be allowed as reimbursabie expend- itures when privately owned cars are used. It is required that City employees �J^ Ofr�i'.cl �".:SinPSS� �rn;.inn n�...-..,�1 �.,..,. •+ a i ��:.-....v.....i �..iu�v>> ir:l i 1 lic oU�.�l;ui�ciy FIIULC.yLGY Ur persona) liablity and property damage insurance. The department head shouid assure f�inself on this point and insist on the use of City-owned vehictes if the a�spnce of such protection is known. -�- Parking charges incurred in Oshkosh resulting from daiTy trips dual's residence to his headquarters are not refmbursable. Ot charges incurred while on offical business outside Oshkosh are Mileage allowance will be paid for business trave) within the allowance policy, TRAVEL IN CITY-OWNED VEHICLES from an indivi- her parking reimbursable. City via the auto When traveling in a City-owned auto, the assigned number of the vehicle must be shown on the travel voucher. � City-owned vehicles are assigned completely furnished wTth all cost of operation and maintenance covered. The only expenses in connection with City-owned auto- mobiles which can be claimed on a travel voucher (receipt must be attached) as reimbursable are: 1. Storage and parking charges; gas and oil 2. Emergency expenditures related to operations of the automobile. �f a Gity-owned automobi)e is used for reported and paid for at the rates estabiished1byutheeC�ty�ts use must be The operator of a City-owned vehicle must drive carefuliy and courteousiy and observe all traffic laws and regu)ations. He must personally pay any fine o r penalty for traffic or other violations. TAXIS � —_ Charges for taxis and air limousines, including tips at tF�e maximum rate of 15� of the taxi charge are reimbursable where ofiher modes of travel are not avail- able or practical. Receipts and an explanation are required only if the amount is unusually high, RENT-A-CAR Normally, employees will not use rent-a-ca r facilities. There are two exceptions to this restriction: 1. 2. There may be situations when City cars are not available and when public transportation is so inconvenient and costly in time that a rented car should be used. An explanation of the circumstances should be included with the travel voucher. When transportation is required at the destination, a rented car should be evaluated against other modes of transportation. Many times extensive travel at the destination can be done at less cost by a rented.car rather than multiple taxi fares. This is especially true if a number of emplayees are involved. An insurance option which provides collis°ton coverage with a$100 deductible clause is an.allowable expense. The rent-a-ca r companies aiso offer personai accident insurance (death and dismemberment). You. have this coverage ��n�iPr yn��r gro�lp �aajtj� nrJ1 �r-jc,5 �,j� y'�� di�v �.v'vci'iCU" fijjlGgF- *„;urKiii�fl"5 compensation while traveling on official business for the C.it If ' r coverage, it wi11 be considered a personal expense and not reimbursablea�tional -4- � ! REGISTRA710N FEES Receipts are required for registration fees for conferences, conventions, seminars, etc. Convention brochures or schedules with a breakdown of convention costs shouTd be attached to the travel voucher. It should show: 1. Actual dates of the conference, convention or seminar. 2. Breakdown of specific meals which were included with the registration fee. NON-TRAVEL EXPENSES Receipts will be required for atl miscellaneous and non-travel expenditures in excess of $3.00 that are included with your travel voucher. TELEPHONE Telephone charges are reimbursable when necessa ry for official business. Date, place, person called and nature of business must be shown on the travel voucher for all tolT calls charged. TRAVEL EXPENSES OF OTHERS Generally the expenses of only one ert�loyee shall be included on a single travel voucher. When more than one person's expenses are inciuded, names of such persons must be shown. TRAVEL AUTHORIZATIOH All travel musY be pre-authorized by the City Manager, incTuding travel inside the City and-must be filed even when there is no expense invol�ved in the travel. This authorization may be obtained by filling out a Travel and/or Trip Request Form (see A attached). 7RAVELING WITH SPOUSE � There is no objection to an emptoyee inviting his spouse to travel with him on official City business. No expense for the trave] by :h� spouse wil] be reimburs- able. With respect to the cost af lodging, the amount reimbursable will be equal to the single room rate. The hotel clerk should be asked to write the single room rate on the receipt. � CASH ADb'ANCES Travel advances for.specific periods.of time to employees traveli�g on City business shall be authorized. In no event can the amount of the �advance exceed the expected out-af-pocket expenses and no travei advance wili be granted under $25.00. This request should follow the reguTar procedure of any voucher sub- mitted for payment. FctSruNS1�ILITY Compliance�with these reguTafiions is the responsibiiity of the employee's direct supervisor. The supervisor, by signing the voucher, agrees that the trip was necessary and that the expenses shown are reasona6le. � . PREPARATION OF EXPENSE REPORT (Expense Report -see "B" attached) All individuals should prepare their own expense reports from dai.ly receipts. All information required by columnar headings should be suppTied. Receipts and other required supporting documents should be stapTed to the upper left hand corner of the detail side of the expense report. Verify al) computations and indicate travet advances that should be deducted from the amount due you. Your expense report should be signed in the space provided before submission to your department head. � Expense reports shall_be.filed with the City ComptroTler within ten working days upon return to work by the employee. Vouchers filed wit�out waiver in advance. later than 10 w�orking days may be subject to a$1.00 per day deduction from aJthorized expenses. � INSTRUCTIONS 1. Prior Approval is required for all travel (and/or ex- penditures of personal funds on City business) to protect both you and the City. 2. Submit original plus two - carbon copies to the -----..._. Department of Administration. 3. Identify all who will accompany you on this occasion. 4. Separate requests are required o�l who will file separate expense re orts. S. Unless no City costs will be incurred, necessary funds must be available from the budget acct.; otherwise, a discussion with the City Manager must determine the financing plan prior to the subrnitting of this request form. TRAVEL ANn/OR TRIP REQUEST e :i � � For: �` '� (Print or Type Name� For trip to be taken within outside t e Oshkos Area. Purpos e : Of: . (Department) To: (Destination Date (s) (On, or From-To) Will be accompanied by or wiii accompany: � Total estimated cost of trip, including any registration fees or prepayments: � Expenditures �o be charged to Acct. Na. Proposed Means of Transportatian: Remarks: Signatures: Requestor Department Head Date Date ' Funds are available in the budget acct, above: � Director of Administration U Apgroved; � Canditionally Approved; � Disapproved; City r4anager � Date Ref�. Conditions: H er.� 7�s�iraticn ?c�-�ose o� Travel �a�e of Departure �}a_e o� Re�urn C1TY OF OSHKOSi� TRAVEL EXPENSE REPORT ,� �} _ Dept. Acct. No. Mode of Transportation • ACTUAL EXPENSES IT�dS Sun. Mon. Tues. Wed. Thurs. Fri. T,acgiag . �7�is: Breakfast I�nc.h Digner �Lo �.33rn+_ {See beloH) C}��8r i�nsnoT~tation P�s�g, Stcrrage, '%1Is. i� K=�=s2��ian Fees • . i � i _°?�o�e �r Telegraph i�i _=.LS �.u'� Al2or.-�nce, °�ivate �uto Mileage; Gdr.�t� Read.irzgs: ri�, � sh � 5�� :�i2es �w 10 � ? 2 % o�.,: �.c� Sat.l Totals Claimed Business Expense Less Advances By.City � Refund Due City - or Balance Due Employee . This is to certifj► that the above is a true and correct statement of travel expens�s� _ incurred in the conduct of City Business. _ Employee Date Approval: _ � " � . ; Department Head � Expenses ars in conformity :iith City regulations: ' City Comptroller � a� a � o � rd o �- � • o �n � � •• � o � � � � � a� � � � ca � � �-' O cd E� � u� � '�-N � .,-1 I� � � � � c� •� +� � m �+ •,-i ca � . U O � � ti-1 � O � � � � � N � a3 � cd � a 0 � � 0 H O .,� � O � � m a� 0 � � � � � � � � .,� � � c� U � ti ti rn � � c'-i N � � h <.� � �� + N �� r-I "_'a C.� � � C..i