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RE 11-11-86.1 A RESOLUTION OF THE CITY OF COPPELL, TEXAS RESOLUTION NO. 111186.1 A RESOLUTION OF THE CITY OF COPPELL, TEXAS, APPROVING A TRAVEL EXPENSE POLICY. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That the City Council hereby approves the attached Trave! Expense Policy. SECTION 2. That this resolution shall take effect from and after its final date of passage, and it is accordingly so ordered. DULY ADOPTED by the City Council of the City of Coppel], Texas, this the 11th day of November, 1986. APPROVED: ATTEST: ~Y ~SEC~RETARY APPROVED AS TO FORM: CITY OF COPPELL DEPARTMENT OF FINANCE TRAVEL EXPENSE POLICY The following general procedures for attending conventions, educational meetings, and business trips shall apply to all departments of the City of Coppell, including the City Council, City Manager, Department Heads and all Boards and Commissions. I. TRANSPORTATION a. Air travel arrangements are to be made by each department or agency within budget funds. Air travel shall be by coach class whenever possible. If coach class is not available, then business class or first class fare may be purchased. b. In instances of approved private vehicle use, reimbursement for mileage at the current IRS maximum rate plus toll and parking fees. c. Gasoline Credit Card: The Department Head may request, in writing, the requisition for the use of a gasoline credit card. Gasoline credit cards will only be issued for travel approved in a City vehicle. Copies of the charge tickets must reflect the City equipment number and are to be turned into the Department of Finance along with the credit card on return. Charges for other than gasoline or emergency repairs will not be honored. II. LODGING Reservations for lodging are to be at the single room rate, unless approved for double occupancy. Payment for lodging is to be arranged in advance by individual departments or agencies. If room service is charged to the room, the individual is responsible for reimbursing the City or Agency upon return. III. MEALS AND MISCELLANEOUS PER DIEM ALLOWANCE The per diem allowance shall be issued at the rates stated below. The per diem allowance shall be calculated beginning with the day of departure and continuing up through one day after the last day of the meeting, convention, or business trip. Delegate & Spouse Delegate Only 1. Employees and Board $65.00 $45.00 Members 2. City Council and $65.00 $45.00 City Manager IV. LONG DISTANCE PHONE CALLS One long distance phone call to an individual's home is allowed for each day of the trip provided the call does not exceed three minutes and is made from within the United States. Calls made out of the United States shall be limited to one per trip and shall not exceed three minutes. Ail calls, including calls to the offices of the City of Coppell, are restricted to telephone credit cards. V. BUSINESS TRIP TRAVEL Business trip travel shall follow the above procedures with the exception of advanced expense allowance. Funds will be advanced in excess of the above per diem rates based upon an approved disbursement voucher. If credit cards are used, copies of the charge should be provided upon return and should be documented as to the business nature of the trip, names of those ~n the party, and the title of the persons involved. Individuals that participate in tournaments shall state persons involved, the business reason for participating in the tournament and the title of the person or persons involved in the immediate group or party. Expenses for entertainment should show the client's name, title and company name along with a brief description of the nature of the business transacted. VI. NON-ALLOWABLE EXPENSES Expenses or charges for the following shall be at the expense of the individual: a. In-hotel pay television; b. Dry cleaning and laundry; c. Health club and spas. VII. AIRLINE OR OTHER PROMOTIONS An employee of the City or its agencies shall not participate in any airline or other promotion offering free trips or tickets if the funds of the City or its agencies have provided the basis for the employee to be eligible to participate in the promotion. If an employee has received or used such a ticket, he or she is responsible to reimburse the City for the full face value of said ticket. Airline reservations shall be made through the City purchase office. XIV. UNBUDGETED EMPLOYEE TRAVEL The Department Head as well as the Agencies' directors shall submit a memo to the City Manager stating the reason for the travel, the funding available and the estimated cost involved. A copy of the approved memo authorizing the travel shall be attached to the disbursement request. XV. UNFUNDED EMPLOYEE TRAVEL The Department Head as well as the Agencies' directors shall submit an item for the City Council's agenda requesting a budget adjustment if funds are not available for the requested travel. The nature of the trip, the title of the position involved, and the estimated cost should be shown. Upon approval by the City Council, funds will be provided in accordance with the travel policy. XVI. TRAVEL OUT OF STATE Department Heads are allowed one out of state convention or training school trip per year as approved in the budget. Requests for more than one out of state trip shall be approved by the City Council. Ail other employees are allowed travel only within the State of Texas unless the travel has been budgeted, and the City Manager approves the trip. XVII. EXPENSES FOR ITEMS NOT STATED IN POLICY The City Manager's approval must be obtained prior to any expenditure of funds for items or charges which are not specifically talked to in the travel policy. Examples might be car rentals, charter flights, rental of equipment, hire of secretarial services, etc. VIII. SPOUSE TRAVEL Employees, boards, or commission members shall be responsible for all the expenses of a spouse unless specifically approved for reimbursement by the City Council. IX. UNBUDGETED BOARD OR COMMISSION TRAVEL Request for travel for board or commission members shall be submitted to the City Council for approval prior to any trip, after certification by the City Manager that funds are available. X. TRAVEL WITH THE COUNCIL The Office of the City Secretary will be responsible for arrangements for the City Council and Department Heads traveling with Council for Texas Municipal League meetings and other group trips with the Council. XI. AFFIDAVITS OF EXPENDITURES AND RETURN OF UNEXPENDED FUNDS Upon return to the City, a complete accounting of all expenditures of City funds is to be filed on the City's or its Agencies' Expense Statement form. Receipts for hotel bills and registration fees should be attached to the statement. All unexpended advance funds (including meals and miscellaneous per diem allowance) should be returned with the statement. Authorized expenses in excess of advance funds received will be reimbursed. XII. PROCEDURE FOR OBTAINING TRAVEL APPROVAL AND CASH ADVANCES The Department Head is responsible for clearing all travel with the City Manager before proceeding to make arrangements for a trip. Employees of the City's Agencies shall be responsible for clearing all travel with the Executive Director of the involved agency. XIII. BUDGETED TRAVEL a. City Employees: Separate DDR's should be submitted to the Finance Department for (1) lodging expense (payable to the hotel); (2) employee advance for mileage (when approved) and meal allowance per diem; and (3) registration or tuition fee (payable to the convention or school). The checks for the hotel and registration may either be mailed in advance or hand delivered by the traveler. Each of the three DDR's should state that the expenditure is a budgeted item and should provide the trip's participants, destination, time frame and purpose. b. Agency Employees: Shall submit request as described in the agencies' policy for disbursements.