08-01-2011 Special SECTION X - EDUCATION /TRAINING
10.00 EMPLOYEE EDUCATION /TRAINING PROGRAMS
The City agrees to make a good faith effort to promote on- the -job training for the purpose of
improving the performance of employees, improving the quality of service rendered to the public,
aiding employees to equip themselves for greater responsibilities and advancement to higher
positions when available. Some of this training must, by its nature, be subject to available funds.
The City will not expect any employee to attend required training to improve job performance and /or
required training in specialized techniques outside his normal working hours, if possible.
This policy shall govern all City employees, elected officials, appointed officials, advisory board
members, pension board members and other authorized persons regarding the policies and
procedures for training, travel and per diem authorization, charges and reimbursements.
TRAINING
It is the responsibility of the City Manager in conjunction with Department Directors and the
Personnel Director to foster and promote in- service training of employees. Standards for training
programs will be established to assure that training is carried out as approved by the City Manager
and prepared certificates or other forms of recognition to persons who satisfactorily complete
approved courses and programs will be awarded. These certificates, etc. will be logged in the
individuals official personnel file as training /education accomplishments.
For training required by the City as a condition of continued employment, the City shall assume
financial responsibility for tuition, books, and travel, if approved in advance by the City. The time
and location of all required training must be approved in advance by the City. The City will provide
on duty training and /or time off with pay, including travel time as required by law, for all training
required by the City for the purpose of job retention. If the employee does not satisfactorily
complete the course, he may re- enroll at his expense, and take such course on his own time. Then
if the employee does not satisfactorily complete the course, he may be terminated from the
position.
LICENSE RENEWALS /EXAMS
An employee may be given leave for the purpose of taking exams to renew required licenses or
obtain a new license directly related to their work. Expenses will be paid as required by law,
however, no over -time will be paid to an individual taking exams; compensatory time will be given
for the exam time only. The employee will be reimbursed for license renewals such as commercial
drivers licenses, which are required by job description andior deemed a benefit to the city.
EDUCATION
In order to increase the efficiency and productivity of City Staff, it may become necessary to enroll
in a formal program or course provided by an accredited educational institution or organization.
These courses will be categorized as Required or Enrichment.
Required
This is a course needed as a condition of continued employment with the City. Upon prior approval
by the Department Director and the City Manager for enrollment, the City shall assume financial
responsibility for tuition, books and transportation. If the employee does not satisfactorily complete
the course, he may re- enroll at his expense, and take such course on his own time. Then if the
employee does not satisfactorily complete the course, he may be terminated from the position.
Enrichment
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These are courses not considered a condition of employment but those, which may contribute to
improved efficiency and /or work quality:
A. If an employee requests to take an enrichment course, upon prior approval by the
Department Director and the City Manager for enrollment, the employee will receive
reimbursement for 50% of the tuition.
B. If it is recommended that an employee take an enrichment course, upon prior approval
by the Department Director and the City Manager for enrollment, the employee will
receive reimbursement for 75% of the tuition. All reimbursements will be subject to
satisfactory completion of courses and if the employee remains in the City's
employment for two (2) years beyond the completion of the courses. If an employee
remains in the City's employment for two (2) years after successful completion of the
course, they will not be obligated to reimburse any of the course expense.
Employees will be obligated to reimburse the City for course expenses if they leave the employment
of the City as follows:
Less than 6 months after successful completion of course = 100%
6 - 12 months after successful completion of course = 75%
12 - 18 months after successful completion of course = 50%
18 - 24 months after successful completion of course = 25%
In the event an employee is required to take an enrichment course, upon prior approval by the
Department Director and the City Manager for enrollment, the City shall assume financial
responsibility for tuition and books. If the employee does not satisfactorily complete the enrichment
course, the employee's related performance shall be addressed through his annual appraisal.
SEMINARS /CONFERENCES
These are programs not considered a condition of employment but as a contribution to improved
efficiency, work quality, and /or job knowledge. Upon prior approval of the Department Director
and-the City Manager, or Board for enrollment, the City will assume all financial responsibility by
paying directly or reimbursing the employee for travel, lodging, meals, registration, books, materials,
tolls, parking and other such expenses as are reasonable and justifiable for an employee to attend a
seminar or conference. These expenses shall be subject to the following:
A. The employee-must city should be a member of the professional organization providing
the seminar /courses (if applicable).
B. The employee's position and /or function would be enhanced and thereby directly benefit
the City.
EDUCATIONAL INCENTIVES
These courses are not considered a condition of employment but as a contribution to improve
efficiency, work quality and /or job knowledge. The courses also are not reimbursable by State
incentive funds.
- -- -- -- _ - - - -- .. • _ - Iigibc to
- • -- - -- • .. :- :. -- • :- - : '•: -: • ,. :- -4-he- Personnel
Oepam yee has successfully completed the course. Proper notific
May- 2008JuIy 2011 DRAFT 32
Category One Category Two Category Three
CPR In t,ructp - . _ - - _
Fire Instructor Driver /Engineer PEPP /PALS Instructor
* : ' _ ! - BTLS Instructor
Red-C-ar-el R peeter
Rope 2 Car Seat Technician
Category-Few Category Five
Fife- ns#fjeter- 2 NFA 2 week
Fire Inspector 2 Education Mentor
Fire Officer 2 Fire Officer
Secondary degrees Arson -4
The • :. - - Department Director or designee will be responsible for
maintaining employee achievement records and providing the any approved incentives due each
employee to the Personnel Department, based upon the certifications/ degrees received as provided
by -the -- fei+ - : - - ° - • . _ . • in a formalized and approved education incentive program. The
maximum City compensated incentive pay that an employee will be eligible to receive is $ 100.00
per month.
Travel Procedures:
A. General Information
This procedure contains travel regulations and instructions to complete the Travel Request and
Expense Voucher.
City employees, elected officials, appointed officials, advisory board members, pension board
members and other authorized persons traveling on official business for the City of Edgewater
are expected to use reasonably priced lodging accommodations and are required to use economy
or tourist class air travel fares unless no other alternative class is available and the traveler has
prior written approval by the City Manager to travel first - class. Under no circumstances are
travelers on City business permitted to accept gratuitous upgrades to first •class. Meals, tips
and lodging must be reasonable in relation to the area visited and reimbursement will be limited
to a reasonable allowance.
Preplanning in advance in an effort to secure registration discount rates and minimizing the
number of staff who will attend the same training session will contribute toward cost control.
Travel, whether by public transportation, privately -owned automobile, City -owned vehicle, or a
for -hire conveyance, shall be over the most direct, practicable route. Any deviations from a
direct route must be explained on the voucher.
B. Travel Authorization
_ Elected officials authorize their own travel and must comply with all policies stated herein. Board
Members' and other authorized persons' travel will be authorized in advance by either the Board
May-- 2808July 2011 DRAFT 33
they serve or Department Director that they are assigned too provided that such travel has been
appropriately budgeted.
The authorizing official for each employee traveling for the benefit of the City will be their
Director, or designee, except as specified below. Only one authorizing signature is required on
the Travel Request and Expense Voucher.
Travel during work hours and outside of their regularly assigned work area and at the City's
expense will be authorized in advance of travel. Specific expenses and /or conditions of travel
must be authorized by the designated official as described below:
1. City Manager, or their designees:
a. Car rental
b. Entertainment expenses
c. Travel and training in excess of 5 consecutive work days.
d. Out -of -state travel.
e. To hold position in a professional organization for which travel to meetings is
required.
f. Waiver of reimbursement agreement.
q. Out -of- country travel.
2. Department Directors, City Manager:
a. Travel outside of the cit for authorized trainin..
b. Any use of privately -owned vehicle.
c. All other travel not defined. For example, to evaluate a product or to give
testimony.
In the event of a public safety emergency situation when the employee cannot obtain prior
authorization, travel documents shall be approved upon the employee's return to work.
C. Travel /Training Guidelines
All travel covered by this policy must be for the direct benefit of the City. A direct benefit to
the City will promote the economic and financial welfare of the continuing professional
education and new technological and management training, or represent the interests of the City
at board and committee meetings of an organization in which the employee was authorized
and /or appointed to hold an office. Employees whose travel expense is to be reimbursed by an
outside agency must so indicate on the Travel Request and initiate a billing to the agency
immediately upon return to work. A copy of the billing must accompany the final reconciliation
submitted to the Finance Department.
D. PrioriPost Travel Accountability for Reimbursement
Although travel costs may have been included in the City budget, City officials and employees
shall obtain written approval to perform the travel, attend meetings, schools, trainings,
conferences etc., before making any commitment to pay registration fee, to purchase a
transportation ticket or to incur any other cost. Each official, employee or member shall first
prepare a Travel Request for individual expenses and submit to the appropriate authorizing
official or board. In no event shall a travel form be submitted for approval unless funds for
payment of the proposed travel are available in the proper charge code.
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When the travel form has been approved and funds have been allocated, the Director, employee
or member is then authorized to incur expenses and to be reimbursed. Request for advance
payment may not be drawn more than ten days prior to the beginning of travel. At the
completion of travel, the traveler will sum each category and submit the Travel Reimbursement
form.
Receipts for all reimbursable expenses, where it is feasible or possible to obtain receipts, shall .
be attached to the completed Travel Request and Reimbursement form. Receipts for hotels,
public transportation, convention registration fees, car rental, tolls, and similar items must be
attached. All reimbursable items for which a receipt cannot or was not obtained must be
explained in writing. Tips and similar items that occasionally cannot be will be included in per
diem amounts. All reimbursable items of a miscellaneous nature must be itemized. The
compiled Travel Request and Reimbursement form must be prepared by the traveler and
submitted to the Department Director or designee within seven working days of completing
travel.
The Director or designee will review the forms before approving and should obtain explanation
on any questionable item, keeping in mind they are authorizing that the expenses were incurred
for City business and a reimbursable obligation of the City. If costs incurred exceed the amount
of expense authorized by the appropriate official and the employee requests reimbursement for
the additional amount, the authorizing official should provide an explanation and a
recommendation to the Finance Department for payment. All forms must be submitted to
Finance within ten working days of completing travel.
The Finance Director or designee shall review the expenses to make certain that all items of
expense are properly charged and are not otherwise questionable. If additional information is
needed for approval, the form shall be returned to the Department for revision. If the charges
are found to be correct and the Department Director or designee authorizes reimbursement, the
Reimbursement form will be forwarded to Finance for final audit and payment.
All unused portions of money pre -paid directly to the traveler for reimbursable travel expenses
shall be repaid within ten (10) working days from time of return to work. If the traveler has not
settled the reimbursement of unused or undocumented cash advance(s) within 30 calendar days
of return to work, Personnel shall authorize a deduction of the amount advanced from the
traveler's wanes.
E. Governing Regulations
The following regulations are established and will be the basis upon which reimbursement of
expenses will be approved.
1. Transportation
a. Travelers are expected to use the mode of travel that is most advantageous to
the City. This would include consideration of bus or shuttle service to and from
terminals or extended parking at terminals. The traveler is permitted
reimbursement of mileage from point of departure (home or work location),
whichever is the shorter distance.
The use of a privately -owned vehicle for official travel in lieu of publicly -owned
vehicles or common carriers must be authorized by the Department Director.
Whenever travel is by privately -owned vehicle, the traveler shall be entitled to a
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mileage allowance at a fixed rate not to exceed IRS guidelines per mile or the air
carrier rate for such travel, whichever is lower. Where two or more authorized
persons travel in one private vehicle, the person supplying the vehicle shall
receive transportation reimbursement at the rate consistent with IRS
regulations.
Employees or members deviating from the most direct route will have to bear
the extra cost.
b. City Vehicle
When authorization is requested to use a City vehicle, indicate the car- vehicle
nurnber. All travelers must attach gas /other auto - related expense receipts for
reimbursement.
c. Taxicabs
Reimbursement for taxicabs to and from airports, train stations, etc., will be
made only when receipts are provided.
d. Car Rentals
Prior approval must be received from the City Manager if the traveler must rent
a car.
e, Airline
Airline reservations may be acquired if approved by the appropriate official.
Tickets may be purchased through a local travel agency (at no extra charge).
Air travelers must attach their boarding passes to the Travel Request and Travel
Reimbursement forms.
2. Lodging
a. Expenses may vary with the area traveled, but all expenditures must be
reasonable; primary responsibility for the reasonableness of amounts charged
rests with the official who authorized the requests. Excessive charges must be
explained fully in a written memorandum by the Department Director.
When additional nights of lodging and per diems are charged to the City based
on more economical fares for weekend stays, a cost comparison prepared by an
independent party with third -party verification (i.e., travel agent, airline rate
schedule) must be approved and attached to the Travel Reimbursement forms.
b. When traveling in the State of Florida, the advance check should be made
payable to hotel, motel, lodge, etc., to ensure exemption of sales tax.
Accounting will include the Tax Exempt #74-8012076511-2 on the check stub.
When lodging is not paid in advance, the traveler must seek exemption from
payment of tax on rental of hotel rooms. All travelers will be provided a Tax
Exempt Card made out to the hotel /motel concerned. If the hotel does not honor
the tax exempt card, please indicate in your travel voucher that the card was
presented to the hotel but was denied. Accounting will then follow -up to insure
Mai- 2008July 2011 DRAFT 36
i e
exemption is honored in the future.
3. Meals and Tips
a. Reimbursement for meals is based on F.S. 112.061 at the following per diem
amount:
In- State:
Breakfast (6AM - 8AM): $ 6.00 includes tip and tax
Lunch (1 1 AM - 1PM): $ 11.00 includes tip and tax
Dinner (5PM - 8PM): $ 19.00 includes tip and tax
Out of state will be in accordance with the U.S. GSA "CONUS" Rates" by
geographic region where travel is to occur.
b. Same day travel by employees, elected officials, or members allows
reimbursement for reasonable meal expenses based on F.S. 112.061 In cases
where the traveler did not find it necessary to spend the night out of town but
was unable to return home by 8:00 p.m. in time for dinner, reimbursement will
be allowed for the evening meal. Similarly, when the traveler finds it necessary
to leave home before 6:00 a.m. and extends beyond 8:00 a.m., reimbursement
for breakfast would be in order.
c. Meals provided as part of registration or by an airline should be reported on the
Travel Expense Worksheet as meals furnished.
4. Other
a. Registration fees for functions related to City business may be reimbursed when
an employee is expected to attend due to the nature of the position.
b. While entertainment on behalf of the City, under certain circumstances and
conditions, clearly meets a public purpose, these instances are subject to
planning and preparation; and thus it is a specific policy of the City to require
approval by either the Mayor, the City Manager, or their designees of the nature,
purpose, and anticipated cost of entertainment undertaken with public funds.
For purposes of this policy, "entertainment" may include meals, sporting events,
theatrical productions, concerts and similar activities. When approval is granted,
it is specifically required that the nature of the entertainment, those present and
a brief summary of the business discussed be provided for inclusion in the City's
records. Further, although the purchase of alcoholic beverages is discouraged,
expenditures for such purchases may be approved by the Mayor or City
Manager, or their designees, in connection with approved entertainment. The
following exceptions to this policy are stated and made a part hereof:
(1) When the City agrees to reimburse a job applicant for expenses to
come to an interview (air -fare, motel and meals).
(2) While the City acknowledges that attendance and participation in
professional association meetings constitutes a public purpose in
relation to the training and education of its professionals, the City
will reimburse the cost of meals and attendance to such meetings
May- 200SJuly 2011 DRAFT 37
I
only if it is established that the meeting has a professional and not
social purpose.
(3) In recognition of a City Councils entertainment and /or association or
affiliation commitments, the City will reimburse reasonable meal
costs for other than City Officials, members or employees.
c. Out -of -state travel, whether by personal or City -owned automobile, requires
prior written approval by the City Manager, or his designees. Approval to
use a City vehicle provides the traveler(s) a substitute for an airline ticket;
therefore, "en- route" expenses other than gasoline /vehicle expense will not
be reimbursed. Travel time in excess of the most advantageous mode of
travel to the City may be chargeable as leave to the employee(s).
Any area not covered by this policy, F.S. 112 shall be used as prevailing guidance.
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May 2008,July 201 1 DRAFT 38
elected General Employee Trustee shall serve as a Trustee for a period of three (3) years. Employees
shall be permitted to nominate themselves for office. The election shall be conducted by placement
of a ballot box in City Hall or other appropriate building for a period of five (5) days beginning on
a date to be selected by the Board. The Board may provide for absentee ballots. Ballots shall be
counted by the Board and the winners certified by the Board.
B. Appointed Trustees. The two appointed Trustees shall both be appointed by the City
Council every three (3) years for a period of three years unless they sooner vacate the office.
Appointments shall be made in August or September prior to the expiration of the term on
September 15.
1.8 SUCCESSION OF PERSONS TO VACANT POSITIONS
Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. Vacancies among the appointed Trustees
shall be filled by the City Council. The person selected to fill a vacancy shall fulfill only the remain-
ing term of the vacant office.
1.9 EDUCATION REQUIREMENTS
Each Trustee is required to attend a seminar or conference regarding Trustee duties and
responsibilities and matters relating to the investment program of the Plan within the first year of his
first term of office and at least once every year thereafter. New Trustees are encouraged to attend
within the first six months of their term. All Board members are authorized to attend all FPPTA
schools and conferences. Trustees are encouraged to become certified Trustees.
1.10 DISCLOSURE OF FINANCIAL INTERESTS
Trustees must file a statement of financial interests (Form 1) with the supervisor of elections
of the county in which they permanently reside within 30 days from the date of appointment and no
later than July 1 of each year thereafter.
Trustees must file a final statement (Form 1F) within 60 days after leaving their office as
Trustee. The fmal statement shall cover the period between January 1 of the year in which the
Trustee leaves office and the last day of office.
If a Trustee has not filed by July 1, the supervisor of elections is required to notify such
Trustee of a grace period to file by September 1. If a statement is not filed by September 1, a fine
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years in the November preceding the expiration of the fifth year of each Trustees' term. No election
shall be held every fifth year. Trustees shall take office December 1st. Employees shall be permitted
to nominate themselves for office and elections may be conducted by mail -in ballot. The election
shall be conducted by placement of a ballot box in City Hall or other locations selected by the Board
on a date to be selected by the Board. Ballots shall be counted by the Board and the winners certified
by the Board.
B. Resident Trustees. The three resident Trustees shall be legal residents of the City and
shall be appointed for five year terms in staggered years by the City Council in October or November
prior to the expiration of a Trustee's term. Terms shall begin December 1st.
1.8 SUCCESSION OF PERSONS TO VACANT POSITIONS
Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. Vacancies among the resident Trustees
shall be filled by the City Council. The person selected to fill a vacancy shall fulfill only the remain-
ing term of the vacant office.
1.9 EDUCATION REQUIREMENTS
Each Trustee is required to attend a seminar or conference regarding Trustee duties and
responsibilities and matters relating to the investment program of the Plan at least once every two
years. Trustees are encouraged to attend seminars or conferences more frequently in order to remain
informed regarding pension issues. New Trustees are encouraged to attend within the first six
months of their term. Attendance at conferences or seminars within the State of Florida to meet the
minimum requirements set forth above shall be authorized without prior approval of the Board.
1.10 DISCLOSURE OF FINANCIAL INTERESTS
Trustees must file a statement of financial interests (Form 1) with the supervisor of elections
of the county in which they permanently reside within 30 days from the date of appointment and no
later than July 1 of each year thereafter.
Trustees must file a final statement (Form 1F) within 60 days after leaving their office as
Trustee. The final statement shall cover the period between January 1 of the year in which the
Trustee leaves office and the last day of office.
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off election between the two top vote recipients shall be held at the earliest practical date. Elections
shall be every year, with one seat elected in alternating years in the April preceding the expiration
of the second year of the term. Trustees shall take office on June 1. Employees shall be permitted
to nominate themselves for office and elections may be conducted by mail -in ballot. The election
shall be conducted by placement of a ballot box in the Police or Fire Depai lucent Headquarters
and/or other locations designated by the Board for a period of 72 hours beginning on a date to be
selected by the Board. Ballots shall be counted by the Board and the winners certified by the Board.
B. Resident Trustees. The two resident Trustees shall be legal residents of the
municipality and shall be appointed for two year terms in alternating years by the City Council in
April or May prior to the expiration of a Trustee's term on June 1.
C. Fifth Trustee. The fifth Trustee of the Board shall be chosen for a two year term
every other year at the first meeting in June following the selection of the other Trustees. The fifth
Trustee may or may not be a legal resident of St. Cloud and may or may not be an employee of the
City. The name of the person selected by a majority of the other Trustees shall be certified to the
City Council which shall, in accordance with state law, ratify the appointment of that person as a
ministerial act.
1.8 SUCCESSION OF PERSONS TO VACANT POSITIONS
Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. Vacancies among the resident Trustees
shall be filled by the City Council. The person selected to fill a vacancy shall fulfill only the remain-
ing term of the vacant office. In the event of a vacancy in the fifth Trustee of the Board, the Board
shall appoint a successor in the same manner as the initial selection.
1.9 EDUCATION REQUIREMENTS
Each Trustee is required to attend a seminar or conference regarding Trustee duties and
responsibilities and matters relating to the investment program of the Plan at least once each term.
Trustees are encouraged to attend seminars or conferences more frequently in order to remain
informed regarding pension issues. New Trustees are encouraged to attend within the first six
months of their term. Trustees shall be permitted to attend conferences or schools within the State
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of Florida to satisfy the above minimum requirements without prior Board approval. The Board
secretary will maintain a current record of all Trustee training.
1.10 DISCLOSURE OF FINANCIAL INTERESTS
Trustees must file a statement of financial interests (Form 1) with the supervisor of elections
of the county in which they permanently reside within 30 days from the date of appointment and no
later than July 1 of each year thereafter.
Trustees must file a final statement (Form 1 F) within 60 days after leaving their office as
Trustee. The final statement shall cover the period between January 1 of the year in which the
Trustee leaves office and the last day of office.
If a Trustee has not filed by July 1, the supervisor of elections is required to notify such
Trustee of a grace period to file by September 1. If a statement is not filed by September 1, a fine
of $25.00 per day will be imposed up to a maximum of $1500.00. Fines cannot be paid from the
pension plan. The Trustee may also be subject to additional penalties provided for in §112.317,
Florida Statutes.
RULE 2
MEETINGS
2.1 ATTENDANCE AT BOARD MEETINGS
The Board shall set its own schedule of meetings. Special meetings may be called by the
Chairman or by a majority of Trustees. The Board shall meet at least once each quarter.
In recognition of the importance of the work of the Board, regular attendance at Board
meetings is expected of all Trustees. Physical attendance of a quorum is required at meetings in
order for the Board to conduct business. Once the physical presence of a quorum is established,
Trustees not physically present may participate telephonically if so noted on the meeting agenda.
Any Trustee who fails to attend two consecutive meetings of the Board without an excuse acceptable
to the other Trustees shall be deemed to have resigned from the Board. Employee Members of the
Fund who are called into the active service of the City at the time of a Board meeting shall
automatically be deemed excused.
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a ballot box in the Fire Depar lment Headquarters for a period of 72 hours beginning on a date to be
selected by the Board. Ballots shall be counted by the Board and the winners certified by the Board.
B. Resident Trustees. The two resident Trustees shall be legal residents of the City and
shall be appointed for two year terms in alternating years by the City Council in November or
December prior to the expiration of a Trustee's term.
C. Fifth Trustee. The fifth Trustee of the Board shall be chosen for a two year term
every other year at the first meeting in January following the selection of the other Trustees. The
fifth Trustee may or may not be a legal resident of Port Orange and may or may not be an employee
of the City. The name of the person selected by a majority of the other Trustees shall be certified
to the City Council which shall, in accordance with state law, ratify the appointment of that person
as a ministerial act.
1.8 SUCCESSION OF PERSONS TO VACANT POSITIONS
Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. Vacancies among the resident Trustees
shall be filled by the City Council. The person selected to fill a vacancy shall fulfill only the remain-
ing term of the vacant office. In the event of a vacancy in the fifth Trustee of the Board, the Board
shall appoint a successor in the same manner as the initial selection.
1.9 EDUCATION REQUIREMENTS
Each Trustee is required to attend a seminar or conference regarding Trustee duties and
responsibilities and matters relating to the investment program of the Plan at least once each term.
Trustees are encouraged to attend seminars or conferences more frequently in order to remain
informed regarding pension issues. New Trustees are encouraged to attend within the first six
months of their term.
1.10 DISCLOSURE OF FINANCIAL INTERESTS
Trustees must file a statement of financial interests (Form 1) with the supervisor of elections
of the county in which they permanently reside within 30 days from the date of appointment and no
later than July 1 of each year thereafter.
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receives a majority vote, a run -off election between the two top vote recipients shall be held at the
earliest practical date. Elections shall be every year, with one seat elected in alternating years in the
September preceding the expiration of the second year of the term. Trustees shall take office
October 1st. Employees shall be permitted to nominate themselves for office and elections may be
conducted by mail -in ballot. The election shall be conducted by placement of a ballot box in the Fire
Department Headquarters for a period of 72 hours beginning on a date to be selected by the Board.
Ballots shall be counted by the Board and the winners certified by the Board.
B. Resident Trustees. The two resident Trustees shall be legal residents of the City and
shall be appointed for two year terms in alternating years by the City Council in August or
September. Resident Trustees shall take office on October 1st.
C. Fifth Trustee. The fifth Trustee of the Board shall be chosen for a two year term
every other year at the first meeting following the selection of the other Trustees. The fifth Trustee
may or may not be a legal resident of Oviedo and may or may not be an employee of the City. The
name of the person selected by a majority of the other Trustees shall be certified to the City Council
which shall, in accordance with state law, ratify the appointment of that person as a ministerial act.
1.8 SUCCESSION OF PERSONS TO VACANT POSITIONS
Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. Vacancies among the resident Trustees
shall be filled by the City Council. The person selected to fill a vacancy shall fulfill only the remain-
ing term of the vacant office. In the event of a vacancy in the fifth Trustee of the Board, the Board
shall appoint a successor in the same manner as the initial selection.
1.9 EDUCATION REQUIREMENTS
Each Trustee is required to attend a seminar or conference regarding Trustee duties and
responsibilities and matters relating to the investment program of the Plan at least once each term.
Trustees are encouraged to attend seminars or conferences more frequently in order to remain
informed regarding pension issues. New Trustees are encouraged to attend within the first six
months of their term.
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elected General Employee Trustee shall serve as a Trustee for a period of three (3) years. Employees
shall be permitted to nominate themselves for office. The election shall be conducted by placement
of a ballot box in City Hall or other appropriate building for a period of five (5) days beginning on
a date to be selected by the Board. The Board may provide for absentee ballots. Ballots shall be
counted by the Board and the winners certified by the Board.
B. Appointed Trustees. The two appointed Trustees shall both be appointed by the City
Council every three (3) years for a period of three years unless they sooner vacate the office.
Appointments shall be made in August or September prior to the expiration of the term on
September 15.
1.8 SUCCESSION OF PERSONS TO VACANT POSITIONS
Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. Vacancies among the appointed Trustees
shall be filled by the City Council. The person selected to fill a vacancy shall fulfill only the remain-
ing term of the vacant office.
1.9 EDUCATION REQUIREMENTS
Each Trustee is required to attend a seminar or conference regarding Trustee duties and
responsibilities and matters relating to the investment program of the Plan within the first year of his
first term of office and at least once every year thereafter. New Trustees are encouraged to attend
within the first six months of their term. All Board members are authorized to attend all FPPTA
schools and conferences. Trustees are encouraged to become certified Trustees.
1.10 DISCLOSURE OF FINANCIAL INTERESTS
Trustees must file a statement of financial interests (Form 1) with the supervisor of elections
of the county in which they permanently reside within 30 days from the date of appointment and no
later than July 1 of each year thereafter.
Trustees must file a final statement (Form 1 F) within 60 days after leaving their office as
Trustee. The final statement shall cover the period between January 1 of the year in which the
Trustee leaves office and the last day of office.
If a Trustee has not filed by July 1, the supervisor of elections is required to notify such
Trustee of a grace period to file by September 1. If a statement is not filed by September 1, a fine
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receives a majority vote, a run -off election between the two top vote recipients shall be held at the
earliest practical date. Elections shall be every year, with one seat elected in alternating years in the
September preceding the expiration of the second year of the term. Trustees shall take office
October 1st. Employees shall be permitted to nominate themselves for office and elections may be
conducted by mail -in ballot. The election shall be conducted by placement of a ballot box in the Fire
Department Headquarters for a period of 72 hours beginning on a date to be selected by the Board.
Ballots shall be counted by the Board and the winners certified by the Board.
B. Resident Trustees. The two resident Trustees shall be legal residents of the City and
shall be appointed for two year terms in alternating years by the City Council in August or
September. Resident Trustees shall take office on October 1st.
C. Fifth Trustee. The fifth Trustee of the Board shall be chosen for a two year term
every other year at the first meeting following the selection of the other Trustees. The fifth Trustee
may or may not be a legal resident of Oviedo and may or may not be an employee of the City. The
name of the person selected by a majority of the other Trustees shall be certified to the City Council
which shall, in accordance with state law, ratify the appointment of that person as a ministerial act.
1.8 SUCCESSION OF PERSONS TO VACANT POSITIONS
Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. Vacancies among the resident Trustees
shall be filled by the City Council. The person selected to fill a vacancy shall fulfill only the remain-
ing term of the vacant office. In the event of a vacancy in the fifth Trustee of the Board, the Board
shall appoint a successor in the same manner as the initial selection.
1.9 EDUCATION REQUIREMENTS
Each Trustee is required to attend a seminar or conference regarding Trustee duties and
responsibilities and matters relating to the investment program of the Plan at least once each term.
Trustees are encouraged to attend seminars or conferences more frequently in order to remain
informed regarding pension issues. New Trustees are encouraged to attend within the first six
months of their term.
3
a ballot box in the Fire Department Headquarters for a period of 72 hours beginning on a date to be
selected by the Board. Ballots shall be counted by the Board and the winners certified by the Board.
B. Resident Trustees. The two resident Trustees shall be legal residents of the City and
shall be appointed for two year terms in alternating years by the City Council in November or
December prior to the expiration of a Trustee's term.
C. Fifth Trustee. The fifth Trustee of the Board shall be chosen for a two year term
every other year at the first meeting in January following the selection of the other Trustees. The
fifth Trustee may or may not be a legal resident of Port Orange and may or may not be an employee
of the City. The name of the person selected by a majority of the other Trustees shall be certified
to the City Council which shall, in accordance with state law, ratify the appointment of that person
as a ministerial act.
1.8 SUCCESSION OF PERSONS TO VACANT POSITIONS
Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. Vacancies among the resident Trustees
shall be filled by the City Council. The person selected to fill a vacancy shall fulfill only the remain-
ing term of the vacant office. In the event of a vacancy in the fifth Trustee of the Board, the Board
shall appoint a successor in the same manner as the initial selection.
1.9 EDUCATION REQUIREMENTS
Each Trustee is required to attend a seminar or conference regarding Trustee duties and
responsibilities and matters relating to the investment program of the Plan at least once each term.
Trustees are encouraged to attend seminars or conferences more frequently in order to remain
informed regarding pension issues. New Trustees are encouraged to attend within the first six
months of their term.
1.10 DISCLOSURE OF FINANCIAL INTERESTS
Trustees must file a statement of financial interests (Form 1) with the supervisor of elections
of the county in which they permanently reside within 30 days from the date of appointment and no
later than July 1 of each year thereafter.
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years in the November preceding the expiration of the fifth year of each Trustees' term. No election
shall be held every fifth year. Trustees shall take office December 1st. Employees shall be permitted
to nominate themselves for office and elections may be conducted by mail -in ballot. The election
shall be conducted by placement of a ballot box in City Hall or other locations selected by the Board
on a date to be selected by the Board. Ballots shall be counted by the Board and the winners certified
by the Board.
B. Resident Trustees. The three resident Trustees shall be legal residents of the City and
shall be appointed for five year terms in staggered years by the City Council in October or November
prior to the expiration of a Trustee's term. Terms shall begin December 1st.
1.8 SUCCESSION OF PERSONS TO VACANT POSITIONS
Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. Vacancies among the resident Trustees
shall be filled by the City Council. The person selected to fill a vacancy shall fulfill only the remain-
ing term of the vacant office.
1.9 EDUCATION REQUIREMENTS
Each Trustee is required to attend a seminar or conference regarding Trustee duties and
responsibilities and matters relating to the investment program of the Plan at least once every two
years. Trustees are encouraged to attend seminars or conferences more frequently in order to remain
informed regarding pension issues. New Trustees are encouraged to attend within the first six
months of their term. Attendance at conferences or seminars within the State of Florida to meet the
minimum requirements set forth above shall be authorized without prior approval of the Board.
1.10 DISCLOSURE OF FINANCIAL INTERESTS
Trustees must file a statement of financial interests (Form 1) with the supervisor of elections
of the county in which they permanently reside within 30 days from the date of appointment and no
later than July 1 of each year thereafter.
Trustees must file a fmal statement (Form 1 F) within 60 days after leaving their office as
Trustee. The final statement shall cover the period between January 1 of the year in which the
Trustee leaves office and the last day of office.
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off election between the two top vote recipients shall be held at the earliest practical date. Elections
shall be every year, with one seat elected in alternating years in the April preceding the expiration
of the second year of the term. Trustees shall take office on June 1. Employees shall be permitted
to nominate themselves for office and elections may be conducted by mail -in ballot. The election
shall be conducted by placement of a ballot box in the Police or Fire Department Headquarters
and/or other locations designated by the Board for a period of 72 hours beginning on a date to be
selected by the Board. Ballots shall be counted by the Board and the winners certified by the Board.
B. Resident Trustees. The two resident Trustees shall be legal residents of the
municipality and shall be appointed for two year terms in alternating years by the City Council in
April or May prior to the expiration of a Trustee's term on June 1.
C. Fifth Trustee. The fifth Trustee of the Board shall be chosen for a two year term
every other year at the first meeting in June following the selection of the other Trustees. The fifth
Trustee may or may not be a legal resident of St. Cloud and may or may not be an employee of the
City. The name of the person selected by a majority of the other Trustees shall be certified to the
City Council which shall, in accordance with state law, ratify the appointment of that person as a
ministerial act.
1.8 SUCCESSION OF PERSONS TO VACANT POSITIONS
Vacancies on the Board of Trustees of employee members shall be filled by special election
to be conducted in the same manner as any other election. Vacancies among the resident Trustees
shall be filled by the City Council. The person selected to fill a vacancy shall fulfill only the remain-
ing term of the vacant office. In the event of a vacancy in the fifth Trustee of the Board, the Board
shall appoint a successor in the same manner as the initial selection.
1.9 EDUCATION REQUIREMENTS
Each Trustee is required to attend a seminar or conference regarding Trustee duties and
responsibilities and matters relating to the investment program of the Plan at least once each term.
Trustees are encouraged to attend seminars or conferences more frequently in order to remain
informed regarding pension issues. New Trustees are encouraged to attend within the first six
months of their term. Trustees shall be permitted to attend conferences or schools within the State
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of Florida to satisfy the above minimum requirements without prior Board approval. The Board
secretary will maintain a current record of all Trustee training.
1.10 DISCLOSURE OF FINANCIAL INTERESTS
Trustees must file a statement of financial interests (Form 1) with the supervisor of elections
of the county in which they permanently reside within 30 days from the date of appointment and no
later than July 1 of each year thereafter.
Trustees must file a final statement (Form 1 F) within 60 days after leaving their office as
Trustee. The final statement shall cover the period between January 1 of the year in which the
Trustee leaves office and the last day of office.
If a Trustee has not filed by July 1, the supervisor of elections is required to notify such
Trustee of a grace period to file by September 1. If a statement is not filed by September 1, a fine
of $25.00 per day will be imposed up to a maximum of $1500.00. Fines cannot be paid from the
pension plan. The Trustee may also be subject to additional penalties provided for in §112.317,
Florida Statutes.
RULE 2
MEETINGS
2.1 ATTENDANCE AT BOARD MEETINGS
The Board shall set its own schedule of meetings. Special meetings may be called by the
Chairman or by a majority of Trustees. The Board shall meet at least once each quarter.
In recognition of the importance of the work of the Board, regular attendance at Board
meetings is expected of all Trustees. Physical attendance of a quorum is required at meetings in
order for the Board to conduct business. Once the physical presence of a quorum is established,
Trustees not physically present may participate telephonically if so noted on the meeting agenda.
Any Trustee who fails to attend two consecutive meetings of the Board without an excuse acceptable
to the other Trustees shall be deemed to have resigned from the Board. Employee Members of the
Fund who are called into the active service of the City at the time of a Board meeting shall
automatically be deemed excused.
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11111
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, FLORIDA
111111111111111, ,..1
Administrative Polley 3,1 Page: Li ' !Supersedes:
1 of 3 i :New
Travel Expense Reimbursement Date: ::1 Approved:
01.30.2006i'
"City Manager
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1. PuRpost Am) geOrE
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The purpose of this policy is to establish guidelines to oayitteot nnd rehribursement of
expenses relating to approved travel for conferences andiMeeting.
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2. APPLICAOLLITY
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All employees and officials are stilVect to the provision0 :4fthis p0
3, PcnicY ; 1
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It is the policy of the City to reimburse employees ft/ 'tf.--: - il'it 1:e expenses which they
incur as a result of attending conferences or meetings en ?behalf Othe City. Employees
will be reimbursed for reasonable expenses after 4tibrnission of the appropriate
documentation. ti i
4. PROCEDURES
4,1 Travel i 1
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Employees will be reimbursed for travel only when travei *a s been approved in
advance by the appointment authority/designee. (i 1
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4.1 .1 Purchasing Cards - Whenever possible, iiithicipalntrchasing cards should I
be used rather than reimbursement to insitrithat the ' most accurate records
are provided to the City. If a municipal :etedit can) ii used, receipts should
be returned to the City with the iraivel import lw the time frame
allowed,
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4.1.2 Travel Advances - Generally, travel advances will not be issued.
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4.1.3 Meals for Required Attendance - Ertiployees and officials may be
reimbursed for meals, including hiliCIM.* when * Person's job requires
attendance at the meeting of a boont conitni Ssion, Cilmm, ittee or council in
his/her official capacity and the meal is *planned i s part of the meeting
for the entire board, *commission, committee or conOcil. Persons will not
be reimbursed for meals which occur at el'asses, seminars or conferences
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. , where the meal is not a part of the registiagon : the event occurs within
the four-county Orlando metropolitan er , 1 ea
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4.14 Subsistence Rates in Florida — Reinthrsement for meals (sometimes
called "per diem" expenses) will be i.allowed as established in. the
following schedule:
Breakfast $ 800 : -
Ltmeh:
Dinner: $
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An Offieial and employee may receive allet;vances) meals for partial day
travel wording to *e following schedule! Timelof departure and arrival
must be listed on the reimbursement rerge4.t.
13realdast: DePart Pricti to 7 AM : .. oft4 daily subsistence rate
Lunch; ' Departprior to 11 AM ! 30% ofi dally subsistence rate
and return after 8 PM i I ' :
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Dinner Retum after I Ps. _.. of th e. daily subSistencetate
Receipts are not required to claim resnabInsement for Meals when the •
subsistence allowance method is used.
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Meals served to individuals attending a ftinetiOn asf a part of the program
presented at the conference will be paidlat actual !cost. Documentation
substantiating the. - cost must be provided!: ii,i
Federal Guidelines — When traveling 011tif state, the federal guidelines for
per diem rates in the 4 - , 41 ; ion regietti it:lay be *led at the established
1
criteria for reimbursement for meals, ji:. 1
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Alcoholic Beverages — No alcoholic ' . - : May be included in the
request for reimbursement or charged told* City' S account.
4.1.5 Automobile Travel —
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A. Whenever possible, City vehicles shoul4 e use4 lbr local traveL Local
travel forpirposes of this paragraph is ciOned aaltravel within 75 Miles of
the City individuals receiving a car allowance shall use their
personal ye tc et and will not be rei*butsed for mileage or travel
expenses (other than subsistence) that falls in the If regory of local travel
as defined hin
ere. a City vehicle is Itirtavailab to an individual not
receiving a travel allowance, the personta irivatelvehicie may be used and
mileage will be reimbursed at the curterkfederal allOwable rate.
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Administralive Policy 3.1Trravel Expense Reim bursemeat
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B. Reasonable parking fees, tolls, taxi chargek car rentala and expenses of a
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similar nature, when appropriate to the Witel, - arereimbursable to the City
official upon submission of appropriate cleC of the same.
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4.1.6 Transportation by Common. Carrier — Reiinhursent4nt for air, rail or bus
fare is limited to business or coach fare, Snlf.stantiated by a receipt,
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A. Super Saver Rates — When traveling by CemmOn 0:artier to conduct official
business, City officials traveling to their 4estinatiCatiearlier than necessary
and/or delaying their return to avail th4 ' of, *Wed transportation
rty
rates may be reimbursed subsistence 10. additiOnal navel days if the
amount saved due to the. early arid/or de ayed travel is greater than the
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amount expended in additional subsistence!
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4.2. Lodging
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The City will reimburse employees for single occupancylaccoruntoda tions,
_ 4.3 Miscellaneous Expenses
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The City will reimburse employees for reasonable in 4
isee neonS zoenses such as travel
to and from airports, parking and travel within the ed Ottge deStination such as taxi
cabs, shuttles or buses) with receipts. The per diem 4.te for rttealS irieludes personal
gratuities, tips for baggage handft cab drivers and Mated setiriCes may be (*dined as
"other expentes". Reimbursement for one personal tete iail per day will also be
provided.
4,4 Other Circumstances
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This policy is meant to cover the most cofnmOn types k exile related to employee
travel, The City Manager or designee may approve 040 mini§ - ' Omen% not explicitly
covered by this policy if it is m the best 'interest of the nity to 401 sb and if reimbursement
for such expenses is not expressly profited by local orate 10. 1
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Administrative Policy 3.1/Travel Expense ReimbUrtment : Page 3 of 3
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_ _ _ _ _._ �.. ...... v. s V..... A..�.P.. VV., .4s,
{ 9 6 13
OVERVIILW OF NAVEL POLICY AxD_RU�EP3O$Fa`'
This document is designed to give you brief and general instructions for travel procedures and
completing forms., CompleteJr v l policy guidglines are ppbifshedg_nd aaitable in ail
❑ •r • ffi f
• ' • : # ' D . :cu � � : er r !.t � • �' • - in _.< c' _ .��"i! • � � o
w l fn these aoilciesi
STEP 1
Prior to travel, all employees must complete the Travel Advancel Authorization Form. The form
should be completed by the traveler, signed by the department head or designee and forwarded
to Finance. (Note: authorization for travel by the department head only is now allowed; the
City manager's authorization is only required for department heads, city manager direct staff,
travel exceeding budgeted amounts, unbudgeted travel, expenses over per diem amounts, or
. other unusual circumstances). This form must be completed in advance of all travel; if sheds
or cash advances need to be issued, normal processing time as required by the Finance
Department should be followed. This form serves the following purposes: provides travel
authorization, provides requests for checks to vendors when accompanied by a purchase order,
serves as a request for a travel advance, and serves as a worksheet for planning travel and costs.
Completing the form; Fill in identifying information (e.g., name, destination, etc.). For each
travel expense, list who payment will be made to (i.e., vendor or traveler) and place a cheek in
the appropriate column under *Payment Method If you are requesting a check, note the date
the check is needed by to meet deadline requirements. The form lists the current mileage and
per diem rates. This form will be updated annually on October 1st to reflect updated rates from
the IRS (see City Code of Ordinances Chapter 2 Administration Section 2 -33 and 2 -34 for
specific references). A list of `Designated High Cost Areas" is attached and will also be
updated annually with the new forms. Next, sign the form and have department head review
and sign. Forward the form to Finance with any other necessety documents (e.g., purchase
orders, registradon forms).
STEP 2
During your travel, you must keep receipts for the following: registration, lodging,
transportation (if claiming mileage - track mileage for official business), meals above the per
diem amount, and miscellaneous expenses.
Upon completion of travel, fill out the Travel Expense Form within 15 days of returning. This
form should be a complete listing of all expenses incurred for business ess purposes. After
completing identifying information (e.g., name, destination, etc.), itemize all expenses and attach
receipts as required. In the next section, list totals of all purchase order payments. city credit
Rev;Ned: 10/1/43
V.. a e +Ire VG• J.1 1 a a l \VI 1 JI rC 1 — L.1f_f'14..i i 1 11 \L LW i i V ♦Via.' —�Jr: .'VaJ "J.,
•
card payments and travel advances; subtract these from the total expenses to determine balance
due to either the traveler or city, If a city credit card is used, be sure to attach copies of
receipts only. The original receipts must accompany the voucher. Sign the fonn, get
department head approval (and City manager's if necessary) and forward to Finance with
necessary documents (e.g., receipts). File a copy of this form along with your Travel
Advance/Authorization Form.
Reimbursable Emenses
Meals/Per Diem - Breakfast, lunch and dinner at the per diem amounts are reimbursable without
receipts. IRS standards are used to determine per diem amounts. Reimbursement for meals
above per diem amounts must be authorized by the City Manager and receipts must be provided.
Per diem is not reimbursable for meals included in registration fees. Per diem includes
tips/gratuities. Per diem meals are reimbursable under the following time frames:
Breakfast - When travel begins before 6 am and extends beyond 8 am.
Lunch - When travel begins before noon and extends beyond 2 pm.
Dinner - When travel begins before 6 pm and extends beyond 8 pm.
Lodging - Reimbursable with receipt at single room rate.
Registration - Reimbursable with receipt.
'Transportation - Mileage is reimbursable at current IRS standards (for fiscal year 1993/94 the
rate is 28 cents a mile). Airfare, taxi, and rental car expenses are reimbursable with receipt.
Miscellaneous - Receipts are required for tolls, parking and business phone calls. Customary
tips (e.g., porter) are reimbursable without receipt. If on an overnight trip, a personal phone
call home is reimbursable as follows: One $3,00 reimbursement per each 2 days out of town.
Revised: 1011/93
TRAVEL ADVANCE/AUTHORIZATION FORM •
This form is to be used for planning and approval of aft travel. Submit this fears alOng with purchase orders for
Checks to vendors and travel advances. A petty cash slip may be used for advances If under $50. After
!receiving department head approval, forward to Finance. _
Travererltitle: Department:
Destination: _ _ Departure date:
Purpo of trip' Return date: ,
Pa ant method
I Need
Purchase City :•• • Advance i check
item Pay to: Amount Order card R = • nested Other i .:••
ill
Re istration _ g
Lodging INN=
Transportation _ �� �
Airfare
City vehicle IS ) Not •ppao
Rental car
M9[e (.213/mile) ' 11111111111111111111111
Meals per diem)* i
Misr. expenses: (specify) d � i
1
''' MOM 11.111111111111.11111 t
}TOTAL.
TOTAL ADVANCE REQUESTED: $
r
Traveler Signature Date •
Approved by • Department Head Signature • • Date
'FY94 Per Diem Allowances
Designated
High Cost •
Meal _ Normal Areas
Breakfast $ 5 $7
Lund $8 _ $B 410
Dinner 813 417
TOTAL a2 834 „
°Reminder: To receive checks on 1st of the month, PO must be in Rnance by 15th of previous month;
For checks needed on 15th, PO's must be in by 30th of previous month
fR..i.od rws/sae
TrtTIN R a7
TRAVEL EfZiWNSE FORM
[Com plete
coptete this form after the conclusi of travel fisting all business - related ex; es. Submit to Frnance within 15
days after comaletton of travel. Any reimbursement due will be made through payroll or petty- cash if IBM than $50
1 der/ride: Deaartment:
Destination: Departure date: .
Purpose of trip: Return date:
..r
.it° 'Zs- Z S2Ti7TA �.'�A7MlOUN`G' { C
Meats:
.. Breakfast x " $ -
(Obl *7 for high cost areas) # days Per diem amount
L unch _ x = $ .......
($8/ $10 for high cost BMW 1 days Per diem amount $
Dinner x - -
(13/ 817 for high cost areas) # days Per diem amount
Meals above per diem amount " $
(Attach receipts and get City manager approval)
Lodging (attach receipt, x ^ = $
s days Rate
Registration $
starts ton:
Alders $ °
Taxi $
3ental car $
Mileage x 0.28 = $
# miles
Miaaettanaous (az, toffs, apt, Para)", 001101: Specrc below r. #
S
TOTAL EXPENSES: $
TOTAL EXPENSES a ,..
Purchase order payments Minus ( -) — , •
City credit card payments' Minus (-) _ 'Attach copy of fooeipt,; send original, with v®uoh,r
Travel advances . Minus ( -)
BALANCE
If negative, refund due to city
if positive, reimbursement due to traveler
Aromeemseeessollsismilmomme
I certify that the above is a true and accurate statement of my expenses Incurred for business purposes.•
Traveler Signature Date
Approved by - Department Head /City Manager Signature Date
lArt4,d 10/11431
AD N1STE A= F q REGU1 T1ON- x!
Travel Expenses Effective Date: 2/20102 A. R. Number 8
Applies To: All Employees Supersedes: A. R. #8 Page 1 of 6
Issued 11/22/99
PURPOSE: The purpose of this Administrative Regulation is to establish a uniform
procedure for authorizing and reimbursing travel expenses. These
procedures are established to enhance topics covered by Chapter 2,
Article IV, of tht Code of Ordinances; and to be used in
conjuction therewi
BACKGROUND: From time to time City employees must travel to conduct the City's
business or for training, conferences, etc. In order to establish
clear, uniform guidelines for requesting travel approval,
reimbursement of travel expenses, and the timely submission of
travel claims, the following procedures are provided. These
procedures apply to all full -time, part-time, seasonal, temporary, or
contract employees. In accordance with this policy it is the
TRAVELER'S responsibility to follow all procedures to receive
reimbursement for travel and future travel privileges.
0 A. TRAVEL REQUEST
1. All travel requests for in -state travel must be in writing addressed to and
approved by the Department Director. The request must provide: the
purpose for the trip, the number of employees (hereafter referred to as
TRAVELER[S]) attending the destination, and an estimated itemization of
expenses (Le. seminar/conference fee, transportation, lodging, and
meals), and the fund account/project number to be used with verification
that sufficient funds are available.
2. All out -of -state travel requests must be approved in writing by the City
Manager or his designee. When a Department Director decides that an
out-of -state trip is essential for City business, the Department Director
shall submit a request in writing to the City Manager for approval. The
request must provide: the purpose for the trip, the number of
TRAVELER(S), the destination, and estimated expenses, itemized by:
seminar /conference fee, transportation, lodging, meals, and fund
account/project number with verification that sufficient funds are available.
3. A Department Director may approve up to six (6) TRAVELER(S) to any
single day, in-state travel request. Any travel out -of -state shall be Iwnited
to no more than two (2) TRAVELERS from the same Department, unless
the City Manager specifically authorizes more than two (2) TRAVELERS.
) ADMINISTRATIWOG 3N. _ _ _ �
Subject: Travel Expenses Effective Date: 2/20/02 A. R. Number 8
Applies To: All Employees Supersedes: A. R. #8 Page 6 of 6
Issued 11/22/99
2. Departmental Processing of TRAVELER'S Travel Expense Report:
The Department Director shall review TRAVELER'S Travel Expense
Report for proper accounting and documentation before signing the Travel
Expense Report. Documentation must be submitted to the Financial
Services Department within 14 days after completion of authorized travel
for approval.
3. Financial Services Department Audit and Payment:
Upon receipt of the Travel Expense Report, the Financial Services
Department shall perform an audit to ensure compliance with this
Administrative Regulation and Chapter 2, Article IV, of the Cape Coral
Code of Ordinances. The Financial Services Director is authorized to
} request additional information for all expenses, prior to any
reimbursement (or approval).
E. DISALLOWMENT OF EXPENSES
1. TRAVELERS not following the procedures set forth in this Administrative
Regulation may forfeit his or her right to reimbursement at the discretion of the
Financial Services Director.
2. Non - reimbursable Expenses: Reimbursement will not be made for personal
items, alcoholic beverages, entertainment fees, or expenses incurred by guests
or family members accompanying the employee.
Exhibit A - Request for Travel Advance Form
Exhibit B - Travel Expense Report Form
(Forme available from the Financial Services Department, or theTransfer File in the computer system.)
}
Approved:
Date
° (EXHIBIT B)
REQ R NCE
DATE OF REQUEST
NAME OF OFFICIAL OR EMPLOYEE
DEPARTMENT__._ DIVISION
ACCOUNT PROJECT
AMOUNT OF ADVANCE $ TRAVEL DATES
From To
DESTINATION
PURPOSE OF TRIP
APPROVALS;
)TRAVELERS SIGNATURE (DATE)
DIVISION MANAGER (DATE)
DEPARTMENT HEAD (DATE)
Note to Traveler Acknowledge receipt of this Travel Advance on the bottom half of the Travel Expense
Report.
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EXHIBIT A
TRAVEL EX SE REPORT
DATE OF REPORT.
`UAME OF TRAVELER DEPARTMENT
DIVISION ACCOUNT PROJECT i►
PURPOSE OF TRAVEL
DESTINATION: CITY STATE LEAVE RETURN
Day of the week SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY TOTAL
REGISTRATION
HOTEL
BREAKFAST
LUNCH
DINNER
MEAL TIP (Cash only)
OVER ALLOWANCE • ( ) ( ) ( ) ( ) ( ) ( ) ( ) ( )
GASOUNE
MISC: TOLLS
PARKING/TIPS
r--
TAXI/TIPS
L.
OTHER
TELEPHONE (Hone)
TELEPHONE (Business)
NON- BUSINESS EXP. • ( ) ( ) ( ) ( ) ( ) ( ) ( ) ( )
TOTAL
TRANSPORTATION
Airline: Car Rental: $
Personal Vehicle: J Round trip mileage Odometer out: Odometer In: j Rate (1)
i I X. Q
TOTAL
TRAVELING EXPENSES WERE UM!'"
PUBLIC PURPOSE AUTHORIZED r
PRESCRIBED BY CHAPTER 2, P"
(t) Reimbursement shell be'
WW1 by Our State or !)
Ili
J
TTRAVEL AUTP• 5
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Travel Regulations
€1
SECTION 1 - GENERAL POLICIES
1.1 Scope 1
12 Responsibility 1
1.3 Authorization 1
1.4 Purpose of Travel 1
SECTION 2 - OUT -OF -CITY TRAVEL
2.1 Transportation 2
2.2 Computation of Travel Time for Reimbursement 4
2.3 Reimbursement for Meals, Lodging, and Miscellaneous Expenses 5
2.4 Discounts on Hotel, Airline, and Rental Car Rates 7
2.5 Foreign Travel _.8
SECTION 3 - INTRA -CITY TRAVEL
3.1. General Policy 8
32 Transportation 9
3.3 Meals 9
SECTION 4 - TRAVEL EXPENSE REIMBURSEMENT PROCEDURES
4.1 General Policies 9
4.2 Fraudulent Claims 9
4.3 Travel Prepayments 10
4.4 Travel Expense Request Form 10
4.5 Lost or Stolen Receipts 12
4.6 Altered Receipts 12
4.7 Comparable Travel 12
4.8 Local Mileage Reimbursement Request 13
4.9 Official Headquarters 14
ATTACHMENTS
Travel Expense Request Form
Local Mileage Reimbursement Form
Comparable Travel Worksheet
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Travel Regulations
PURPOSE STATEMENT
The purpose of this regulation is to establish policies and procedures for the a went and/or
reimbursement of expenses incurred by individuals while traveling on official
business. The policies set forth in this regulation are intended to effectively minimize the City's
travel costs without unfairly burdening the individual traveler.
SECTION 1 - GENERAL POLICIES
1.1 Scope
These regulations shall apply to all elected officials, employees, and members of
advisory boards, volunteers, and all others w o are authorized to travel on Official City business.
1.2. Responsibility
All persons traveling on official City business are expected to exercise the same care in incurring
expenses that a prudent person would exercise if traveling on personal business. All Department
Heads are responsible for ensuring that their employees follow these regulations.
1.3 Authorization
All travel must be pre- approved by the applicable authority. Department Heads will approve
travel for all employees within their departments. Department Heads' travel must be authorized
by the City Manager. All out -of -state travel must be authorized by the City Manager.
For out -of -city travel, which includes expenses in addition to mileage, the traveler shall prepare
an estimate of the travel expenses. The estimate must be documented on the Travel Expense
Request form and pre - approved by the applicable authority, as noted above.
1.4 Purpose of Travel
A full explanation of the purpose of travel must be given on the Travel Expense Request form. If
travel includes several days or locations, explain the functions or attach a copy of the itinerary
provided on the Seminar or Conference brochure.
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SECTION 2 - OUT -OF -CITY TRAVEL
2.1 Transportation
Transportation must be planned in advance so that the most efficient and economical method is
used and the traveler is reimbursed for all costs allowed. The traveler must compare costs and
calculate the most efficient and economical method of travel.
NOTE — Joint utilization of a city vehicle is recommended for travelers with common
itineraries.
A. Routing of Travel
All travel must be by the most direct route. If a person travels by an indirect route for their own
convenience, any extra costs shall be borne by the traveler [Section 4.7 - Comparable Travel].
Reimbursement for expenses shall be based only on such charges that would have been incurred
by a usually traveled route. If travel by the most direct route is not possible because of
construction, detour, or other legitimate reasons, the claim for the additional mileage must be
separately stated and explained on the Travel Expense Request form.
B. Mode of Transportation
The traveler must use the most efficient and economical mode of travel available (e.g., city
vehicle, aircraft, personal vehicle, shuttle, taxi, rental vehicle). This is determined by the
following conditions:
• The nature of the business;
• The most efficient and economical means of travel, considering the time of the traveler
(e.g., salary costs, other scheduling conflicts), cost of transportation, and per -diem
required; and
• The number of persons making the trip and the amount of equipment or material to be
transported.
If the most economical method of transportation is not the method planned for, a full explanation -
must be given and attached to the Travel Expense Request form. In addition, if your travel plans
in any way are different from what might be considered a standard trip, explain the difference. If
the method of travel actually saves the city money, explain this also.
1. Air Travel
a. Commercial air travel is permitted when it is advantageous to the City. All travelers
should purchase the least expensive ticket for the flight. Discounted fares may often
require the traveler to depart earlier or arrive later than would have been required if
normal fares were purchased. Early departures and late arrivals are allowable if approved
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by the travelers Department/Division Head, and if the traveler provides written
justification that the extra costs incurred (i.e., meals and lodging) do not exceed the
savings realized by purchasing the discount fare. Travelers departing earlier or arriving
later than what would otherwise be required for the stated purpose of the trip will only be
eligible for the meal allowance, lodging expenses, and transportation expenses to and
from the airport during those days in which official City business is conducted. Written
justification must be provided by submitting a Comparable Travel Worksheet [Section
4.7] with the Travel Expense Request form.
b. The traveler should always consider making airline reservations as far in advance as
possible. Special conference fares should be obtained whenever they provide the lowest
fare.
c. First class fares will be paid by the City only when the designated travel agent verifies
that less expensive accommodations were not available, and the individual authorizing
the travel certifies that the traveler must travel at that particular time. Individuals
choosing to use first class air transportation when coach class is available will be
reimbursed only for the coach class fare. The traveler shall pay the additional cost for
first class fare.
2. Transportation by Privately -Owned Vehicles
The use of privately owned vehicles for official travel must be authorized [as established in
Section 1.3].
a. Mileage Rate. The traveler shall be entitled to a mileage allowance equal to the standard
mileage rate established annually by the Internal Revenue Service for business travel.
b. Exceptions. Employees receiving monthly automobile allowances are not eligible for
additional mileage reimbursements, unless the required travel is outside of a 40 -mile
radius of the point of origin. In such case, the balance mileage shall be reimbursable.
c. Computation of Mileage. Mileage should be shown from point -of- origin to point -of-
destination. Point -of -origin is the official headquarters as defined by Florida Statute
112.061. If the employees' travel starts and/or terminates at their home, the mileage
shall be computed from the home to the point -of- destination and return. In no case shall
such mileage charge exceed the mileage that would have been claimed if the travel
started and terminated at the official headquarters. An official highway mileage chart
obtained from the Florida Department of Transportation (D.O.T.) will be used in the
calculation of mileage within the state of Florida. Mileage claimed is acceptable if
within 15 miles of the D.O.T. official mileage.
d. Vicinity Mileage. Once the traveler has reached their destination, vicinity mileage
necessary to conduct official business is allowable and should be shown as a separate
item on the travel Expense Request form. Travelers with vicinity mileage in excess of
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50 miles should attach a statement to the Travel Expense Request form
substantiating the mileage claim.
e. Parking_ Parking charges will be reimbursed. Receipts for all parking charges must be
attached to the Travel Expense Request form. Parking meter charges will be paid
without receipts if reasonable and if approved by the Department/Division Head.
Metered parking should be identified on the Travel Expense Request form.
£ Bridge, Road and Tunnel Tolls. Reimbursements for bridge, road and tunnel tolls are
permitted. Receipts for these charges must be attached to the Travel Expense Request
form.
g. Gasoline and Similar Charges. Charges for gasoline, lubricants, repairs, towing, etc.,
will not be reimbursed when privately owned vehicles are used.
h. Parking and Moving Vehicle Citations. Parking and moving vehicle citations are the
responsibility of the traveler, and will not be reimbursed.
3. Transportation by City -owned Vehicles
The use of City -owned vehicles must be authorized by the Department/Division Head.
When City vehicles are used for out -of -City travel, charges for gasoline, lubricants, repairs,
towing, etc., will be reimbursed if supported by receipts. Other expenses incurred for parking,
bridge, road and tunnel tolls will be reimbursed in the same manner as for privately -owned
vehicles [Section 2.1 (B)(2)1.
C. Insurance
Additional accident or life insurance for persons traveling by common carrier will not be
reimbursed.
D. Gratuitous Transportation
No traveler will be allowed either mileage or transportation expense reimbursement when they
are gratuitously transported by another person or when transported by another traveler who is
entitled to reimbursement.
2.2 Computation of Travel Time for Reimbursement
Travel time begins /ends when the traveler leaves /returns from/to their home or official
headquarters. A reasonable check-in time at the airport, up to two hours prior to flight departure,
will be allowed. Any excess time for personal reasons should be - excluded. In addition, no
overtime will be paid when an employee attends a conference.
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2.3 Reimbursement for Meals, Lodging, and Miscellaneous Expenses
A. General
Each person traveling to attend a convention, conference, or meeting or to conduct official City
business will be reimbursed for meals, lodging, or other necessary expenses.
B. Meals
1. Meals Allowance Rates
Travelers will receive a meals allowance. This allowance will be used in lieu of reimbursement
of actual expenses substantiated by receipts. No meal allowance Will be made when travel is
confined to the city or town of official headquarters, residence or immediate vicinity, which is
defined as 30 map miles of your official headquarters.
The standard meals allowance is $30.00 per day. The individual authorizing the travel will be
responsible for determining whether the traveler is eligible for breakfast, lunch and/or dinner
meal reimbursement *. The meals allowance will be prorated as follows:
(1) Breakfast $ 5.00 standard
(2) Lunch $10.00 standard
(3) Dinner $15.00 standard
*Rates amended by City Commission action on November 2, 1998.
a. Convention/Conference Meals. Travelers shall not be reimbursed for meals included in a
convention or conference registration fee paid by the City. If the traveler elects to eat
elsewhere, the meal will be at his or her own expense. Exceptions may be made for
those employees with special dietary needs that prevent them from eating a prepaid meal;
however, such cases must be substantiated and approved. If approved, the traveler will
be .reimbursed in the same manner as all other meals. Banquets not included in the
registration fee will be ,paid at the stated rate provided the meal is an integral part of the
convention/conference.
b. Airline Meals. Meals or snacks served on airlines will not affect the daily meals
allowance.
C. Lodging
1. General
To ensure the lowest possible rates, travelers should consult with the City's designated travel
agent before making lodging arrangements. Actual expenses for lodging, substantiated by
receipts, will be reimbursed at the single occupancy rate. A single room with private bath in a
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Travel Regulations
business class hotel/motel is the City standard. Additional cost for suite or luxury
accommodations will not be reimbursed except in those situations where the lodging is occupied .
by more than one city traveler, resulting in a lower overall expense to the City
2. Convention/Conference
Travelers will not be reimbursed for any lodging included in a convention or conference
registration fee paid by the City.
3. Gratuitous Lodging
Travelers will not be reimbursed for lodging paid for by another person or organization.
4. Lodging Charges for Multiple Occupancy
If a hotel or other lodging is shared with an individual who is not on official City business, the
traveler will be reimbursed at the single room rate: The single room rate must be recorded on the
lodging receipts by the hotel or motel. If two or more employees traveling on official City
business choose to share a room, the lodging costs will be prorated. A clear explanation should
be written on the receipt.
D. Miscellaneous Expenses Allowable for Reimbursement
1. Miscellaneous Expenses - General
Miscellaneous expenses should be held to the minimum amount required for essential and
efficient conduct of City business. By his or her certification, the. Department/Division Head
approving the travel reimbursement will be held responsible for all miscellaneous items of
expense as being necessary and correct.
2. Local Transportation
Limousine, taxi, and mass transit fares necessary for conducting official City business will be
reimbursed if receipts accompany the Travel Expense Request form. The destination and
purpose of the trip must be noted on the receipt.
3. Telephone
Telephone charges are permitted when necessary for official City business. A note indicating the
date, place, purpose and person called should be attached to the Travel Expense Request form.
4. Rental Car
The use of vehicles obtained from commercial vehicle rental firms should be limited to those
instances where City, privately owned vehicles or reasonable public transportation is unavailable.
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Travel Regulations
The cost of vehicle rental versus public transportation should always be considered. Maximum
reimbursement for rental cars will be limited to the mid -size sedan rate. Rental car usage must
be for conducting official City business.
5. Sales and Resort Taxes
a In -State Travel. The 11.1111111111is exempt from the Florida Sales Tax and Local
Resort Tax. Travelers should request their Travel VISA credit card before leaving for a
Conference- or Convention and present this to the hotel at the time of check -in. The
traveler should also request a copy of the city's tax exempt certificate to give to the hotel
to ensure exemption from such taxes. Every effort should be made by the traveler to
obtain an exemption from these taxes; however, if unable to do so, a written explanation
of that fact must be included with the Travel Expense Request form.
b. Out -of -State TraveL Out -of- State taxes will be reimbursed to the traveler.
6. Transportation between Home and Airport
Transportation to and from the traveler's home and the airport is an eligible expense.
Reimbursement may be based on two round trips if the traveler prefers not to leave their vehicle
at the airport, but this amount may not exceed the cost of one round trip to the airport and
associated parking fees.
7. Miscellaneous Tips
Travelers will be reimbursed for reasonable tip expenses related to service employees; i.e.,
baggage handlers, hotel bellhops, etc.
2.4 Discounts on Hotel, Airline, and Rental Car Rates
A. General
The City may benefit from the contracts entered into by the State of Florida. The State of Florida
contracts with hotel/motel chains, airline, and rental care agencies to provide transportation and
lodging at discounted rate.
B. Use of Contract Rates
All employees should use the discounted fares/rates whenever possible. A list of these
hotel/motel, airline, and rental car rates will be kept by the City's designated travel agent. The
City's travel agent will be instructed to use contracted rates whenever possible if they result in
cost savings.
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2.5 Foreign Travel
A. Exchange Rates
All cash expenditures should be made in the currency of the foreign country. All cash expenses
should be converted to U.S. dollars prior to completing the actual expense section of the Travel
Expense Request folin. A detailed conversion should be documented using the exchange rates in
effect at the time of travel and submitted with the Travel Expense Request form.
B. Travel Expenses
Foreign travel reimbursements will be made in the same manner as U.S. travel. Meal expenses
will be reimbursed at the applicable federal meals and incidentals rate for each foreign city.
SECTION 3 - INTRA -CITY TRAVEL
3.1 General Policy
Persons traveling within the boundaries of thellion official City business will be
reimbursed for qualified expenses as established in this section.
3.2 Transportation
A. Routing of Travel
All travel must be by the most direct route. If a person travels by an indirect route for their own
convenience, any extra costs shall be the responsibility of the traveler.
B. Mode of Transportation
The most economical and efficient mode of transportation should be used, taking into
consideration both travel costs and time. When feasible, City vehicles should be used.
1. Transportation by Privately -Owned Vehicles
The use of privately owned vehicles for infra -city travel must be approved by the
Department/Division Head.
a. Mileage Rate. The traveler will be entitled to a mileage allowance equal to the standard
mileage rate established annually by the Internal Revenue Service for business travel.
b. Computation of mileage. On the Local Mileage Reimbursement form, mileage should be
shown from point -of -origin to point -of- destination. Point -of- origin is the official
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headquarters as defined by Florida Statute 112.061, except in those cases when the
employee's travel starts and/or terminates at their home. In such cases, the mileage will
be computed from the traveler's home to the point of destination and return. In no case
should such mileage claim exceed the mileage that would have been claimed if the
traveler started and terminated at the official headquarters.
c. Gasoline and Similar Charges. Charges for gasoline, lubricants, repairs, towing, etc.,
will not be reimbursed when privately owned vehicles are used.
d. Parking and Moving Vehicle Citations. Parking and moving vehicle citations are the
responsibility of the traveler, and will not be reimbursed.
2. Transportation by City -owned Vehicles
When City vehicles are used for travel within the City, charges for gasoline, lubricants, repairs,
towing, etc., will be reimbursed if supported by receipts.
3. Gratuitous Transportation
No traveler will be allowed a mileage allowance when another person gratuitously transports him
or her or when transported by another traveler who is entitled tolthe mileage allowance.
3.3 Meals
Reimbursement for meals will be provided only when the meal is an integral part of an official
City business meeting and is not simply a meal break. A meal allowance will not be provided for
routine meetings. The meeting must have a direct relationship to the traveler's job, and the
traveler must be required to attend to represent the City (e.g. professional association meeting).
The reimbursed amount will be equal to the allowance rate as established in Section 2.3.
SECTION 4 - 'TRAVEL EXPENSE REIMBURSEMENT PROCEDURES
4.1 General Policies
All claims for advances and reimbursements must be submitted on the designated forms as
provided by the City's Finance Depai tment.
4.2 Fraudulent Claims
Florida Statutes, Chapter 112.061, states "Any person who willfully makes and subscribes any
claim which he or she does not believe to be true and correct as to every material matter, or who
willfully aids or assists in, or procures, counsels, or advises the preparation or presentation of a
claim which is fraudulent or is false to any material matter, whether or not such falsity or fraud is
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with the knowledge or consent of the person authorized or required to present such claim, shall
be guilty of a misdemeanor of the second degree and upon conviction thereof shall be punished
accordingly. Whoever shall receive an allowance or reimbursement by means of a false claim
shall be civilly liable in the amount of the overpayment for the reimbursement of the public fund
from which the claim was paid."
4.3 Travel Prepayments
Registration fees for conferences, conventions, or seminars may be paid in advance. Prepaid
Registration fees must, however, be paid directly to the organization or their agent, and shall not
be paid to the traveler.
The originating depaitment should be responsible for requesting a refund (full or partial) of
registration fees paid in advance by the City when the traveler does not attend the function. The
traveler shall be personally responsible for reimbursement of any registration fees paid by the
City when the traveler does not attend the function due to their own negligence.
4.4 Travel Expense Request Form
A. General
The Travel Expense Request form (Attachment .1) serves several purposes. It is used to authorize
the traveler, to request a travel advance and/or prepayment, and to report actual travel expenses.
This form should be used for all individuals traveling out of the City. Intra -City travelers are to
use this form only when reimbursable expenses other than mileage (e.g., registration or meals)
are incurred. This form is meant to be the documentation for all payments related to the travel
(e.g. payments to hotel, registration, etc.).
B. Instructions to Complete Travel Expense Request Form
1. General Information
Complete the General Information section of the form with:
a. Traveler's name.
b. Department/Division to which the traveler is assigned.
c. Traveler's point of destination.
d. Travel method used (e.g., airline, private vehicle, and City vehicle).
e. Purpose/benefit of trip.
2. Estimate of Allowable Travel Expenses
Complete the Estimate of Allowable Travel Expenses section of the form and obtain pre -
approval by the applicable authority prior to the travel.
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3. Prepayments
Complete the Prepayments and Advances section whenever a prepayment is requested.
a. In the spaces provided, indicate the amount to be prepaid for registration, lodging, or
other expenses.
b. If the travel is to a convention, seminar, etc., the announcement showing the dates and
times, fees, meals provided, lodging, and other pertinent information must accompany the
request for prepayments.
c. When the Prepayments and Advances section is complete and appropriate approvals have
been obtained, the completed form with supporting documentation attached should be
forwarded to the Finance Department.
4. Allowable Travel Expense Section
a. Dates and Times of Departure and Return. Travel time begins/ends when the traveler
leaves/returns from/to their home or official headquarters. Any excess time for personal
reasons should be excluded.
b. Meal Allowance. Indicate the number of meals in each category and multiply by the
allowable rate as established in Section 2.3(13).
c. Lodging. Enter the lodging expenses in the appropriate space. Receipts supporting these
expenses must be attached.
d. Telephone. Enter the telephone charges in the appropriate space. A note or copy of the
telephone bill indicating the date, place, person called, and purpose of call must be
attached.
e. Transportation. Enter the actual costs of transportation in the spaces provided.
Transportation expenses should include the following:
1) Airline transportation
2) Private vehicles @ the applicable mileage rate
3) City -owned vehicle expenses
4) Parking fees /tolls
5) Taxi/public transpositions
6) Vehicle rental
Receipts for all transportation expenses except parking meter charges should be included.
f. Registration Fee. Enter the registration fee in the space provided and attach the receipt.
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g. Total all Expenses. Total all expense items, and enter in the space provided.
h_ Prepayments, Advances and Visa Payments. Enter in the spaces provided the amounts of
prepayments, advances and visa receipts.
i. Amount Due Requestor /City. Calculate the amount due to the requester or to the City by
subtracting the amount of the prepayments, advances, and travel agent billings
(deductible items) from the total of the expense items. If the total travel expenses exceed
the total of the deductible items, a reimbursement is due to the requester. If the
deductible items exceed the actual travel expenses, reimbursement is due to the City and
the traveler should remit the amount due with the Travel Expense Request form.
j. Certification and Authorization. Both the traveler and the individual authorizing the
travel [as established in Section 1.3] are required to sign the form to certify the accuracy
and appropriateness of the travel expenses.
k. Forwarding Forms to Finance. Upon completing the Certification and Authorization
section, a copy is kept by the Department/Division and the original should be submitted
to the Finance Department.
43 Lost/Stolen Receipts
If travel expense receipts are lost or stolen, a statement of the facts explaining the incident must
accompany the completed Travel Expense Request form.
4.6 Altered Receipts
When the completed Travel Expense Request form is supported by receipts which show signs of
erasures or alterations, the form will be returned to the Department/Division Head for an
explanation of the alternations.
4.7 Comparable Travel
A. General
If a traveler elects to travel by an indirect route, to use other than the most economical and
efficient method of travel, or to extend their trip for personal reasons, a comparison must be
made between the actual expenses and the expenses that would have been incurred under normal
circumstances. The City will reimburse the traveler for the lesser of the two totals.
B. Guidelines to Complete Worksheet
The following guidelines should be considered when preparing a Comparable Travel Worksheet
(Attachment 3):
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1. If another person covered by these travel regulations is making the same trip using the direct
route and the most economical and efficient travel method, their expenses can be used in the
comparison. Otherwise, the traveler must research airfares, flight times, distances, etc., to
use in the comparison.
2. For comparison purposes, the cost shown for the actual trip should be limited to the part most
similar to the direct route. Side trips, extra days, etc., should be omitted.
3. A single room rate should be used when showing actual costs and the comparison costs.
4. In determining what the airfare could have been, the traveler should use the lowest fares
available at the time the trip was planned. If discount fares were available to the traveler, the
discounted amount should be used for comparison.
5. The comparison of cost should be shown on a worksheet comparable to the one shown in
Attachment 4. A narrative explaining the actual trip and the basis for the computation of the
cost of the comparable trip should be provided. The worksheet should be attached to the
Travel Expense Request form when the travel request is submitted.
6. Any additional travel time taken for personal reasons while traveling on official City business
should be charged to annual leave.
4.8 Local Mileage Reimbursement Request
The Local Mileage Reimbursement Request Form (Attachment 2) is to be submitted when an
employee uses their privately owned vehicle to conduct City business. This form should be
utilized for both intra -City travel and out -of -City travel when mileage is the only travel expense
to be claimed. When expenses other than mileage are incurred, the traveler should submit the
Travel Expense Request form, described in Section 4.4.
A. Travel at the Beginning or End of a Workday
Employees will be paid for mileage when using a privately owned vehicle on official City
business, but will not be paid mileage between their residences and their official headquarters as
defined by Florida Statutes. Accordingly, when the workday begins or ends at a location other
than the employee's usual work site, the employee will be paid only for mileage incurred in
excess of their usual commuting mileage.
B. Submission of Forms to the Finance Department
Completed Local Mileage Reimbursement Request forms should be submitted to the Finance
Department. The forms must be submitted no later than 30 days from the last day of the month
in which travel took place.
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Travel Regulations
4.9 Official Headquarters
The official headquarters of an officer or employee assigned to an office shall be the city or town
in which the office is located; except that:
a. The official headquarters of a person located in the field shall be the city or town nearest to
the area where the majority of their work is performed, or such other city, town, or area as
may be designated by the Department/Division Director; provided that in all cases such
destination must be in the best interest of the department/division and not for the convenience
of the person.
b. When an employee is stationed in any city or town for .a period of over 30 continuous work
days, such city or town shall be deemed their official headquarters, and they shall not be
allowed travel expenses, after the said period of 30 continuous days has elapsed, unless this
period of time is extended by the express approval of the Department/Division [see Chapter
112, Florida Statutes].
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