§ 2-2. Travel expenses.
(a)
Definitions.
(1)
Category 1 travelers: City commissioners, city manager, city attorney, city clerk, police chief and internal auditor.
(2)
Category 2 travelers: Other executive management employees. (See Ordinance 715-X-I(1991), as amended from time to time.
(3)
Category 3 travelers: All other employees, board members or authorized individuals traveling on behalf of the city.
(4)
Local travel: Travel that is within Dade, Broward and Palm Beach counties and does not require an overnight stay. The city will not pay for overnight stays for Category 1 travelers for single day events within sixty (60) miles of the home of the Category 1 traveler. The city manager may approve overnight stays for multi-day events less than sixty (60) miles from the home of the Category 1 traveler.
(5)
Remote travel: Travel which is outside Dade, Broward and Palm Beach counties.
(6)
Emergency travel: Travel which results from an emergency declared by the city manager or city commission.
(7)
Travel status: The status of one who is attending a meeting, conference, seminar, convention or conducting business for the benefit of the city and at the city's expense. Departure and arrival can be from or to whatever location is convenient to the city as long as the location does not present an unfair burden to the employee.
a.
Airline travel status begins two (2) hours before an airline's departure to one (1) hour after an airline's return arrival at a local airport.
b.
Automotive. Travel status begins two (2) hours before an employee departs for the destination and ends one (1) hour after an employee's return from that location.
c.
Travel status begins on the first day of the meeting, conference, seminar, convention or approved business for the benefit of the city and at the city's expense and ends on the last day of the meeting, conference, seminar, convention or approved business for the benefit of the city and at the city's expense. Except for Category 1 travelers, if the employee cannot reasonably travel on the first day or the last day due to start time or end time of the meeting, conference, seminar, convention or approved business for the benefit of the city, the department director and city manager may authorize travel status to begin one (1) day early, end one (1) day late or both. Events that start before 9:00 a.m. or end after 7:00 p.m. shall be eligible for an exception. Extended travel may be authorized under subsection (j) below. For Category 1 travelers, every reasonable effort shall be made to travel on the first day or the last day of the meeting, conference, seminar, convention or approved business for the benefit of the city; in the event that reasonable travel arrangements are not available for the first day or last day, a memorandum justifying the travel status other than on the first day or end day shall be delivered to the city manager for approval in advance of the travel and a copy of the city manager's memorandum of approval shall be delivered to the commissioners and mayor in advance of the meeting, conference, seminar, convention or approved business for the benefit of the city. In justifying the cost, consideration must be given to the cost of travel, per diem, lodging and reasonableness of departure or arrival time.
(b)
Limitations and restrictions. Payments made under this policy are subject to the following:
(1)
Airfare. Excludes the cost of first-class airfare. Reservations are to be made as far in advance as possible to allow for the lowest possible fare. Quotes for fares must be made from at least two (2) different airlines if service is available.
a.
Use of lowest airfares even when there are cancellation penalties is recommended when the traveler is reasonably sure of being able to make the trip and scheduling allows such a reservation.
b.
If a reservation is made which has a cancellation penalty and the traveler cannot make the trip due to serious personal or work related problems, the traveler must document these problems in writing. Under these circumstances, the city will be responsible for any penalty.
c.
The traveler cannot choose a more expensive flight in order to accumulate frequent flyer credits.
d.
Reasonable travel agency fees, as approved by the central services department, are reimbursable expenses.
e.
Travel insurance in connection with air travel is a reimbursable expense not to exceed thirty dollars ($30.00) per trip.
(2)
Rental cars. Automobiles may be rented for remote or emergency travel subject to the following:
a.
The location of the meeting, seminar conference, or convention is different than that of the lodging accommodations, or the rental of the automobile is less expensive than other forms of transportation to or from the lodging or meeting, or
b.
The expense is incurred on the behalf of a Category 1 or Category 2 traveler.
c.
Reimbursement for car rental will only be granted for the rental of automobiles at the intermediate level or below unless five (5) or more travelers of any category will be using the rental vehicles at one (1) time.
d.
Both bodily injury and property damage liability, including waiver of physical damage coverage, must be purchased when available from the rental car agency, and are considered reimbursable expenses.
(3)
Reimbursement for use of personal vehicle. Payments to employees who use their personal vehicle for local travel will be made at the rate currently allowed by the Internal Revenue Service and will be subject further to the insurance requirements of paragraph (q) of this section.
a.
No more than one (1) payment per private vehicle is authorized, regardless of the number of passengers.
b.
Reimbursement may not exceed the normal round trip airfare to the destination.
c.
Additional reimbursement for expenditures other than tolls and parking, related to the operation, maintenance and ownership of a vehicle shall not be allowed when privately owned vehicles are used on public business.
d.
Direct mileage from the city to and from the destination will be the mileage as shown on the official Florida road map. Reasonable local mileage will be allowed for the use of personal vehicles.
e.
Employees who are paid an automobile allowance will not be allowed reimbursement for mileage under this policy, except when the destination is outside the counties of Dade, Broward, and Palm Beach, or unless authorized by the city manager.
(4)
Use of city vehicles.
a.
With proper receipts, a reimbursement for gasoline will be made for use of city vehicles. Employees who are provided an automobile allowance may not use a city vehicle for travel purposes except in an emergency.
b.
City owned vehicles shall not be used for trips out of state unless prior approval is granted from the city manager, or his designee, for such use.
c.
If a city vehicle is used, the car or truck number must be shown on the expense report.
(5)
Taxi fares, parking fees and tolls. Payments will be allowed for taxi fares, parking fees and tolls provided that the costs are documented and reasonable.
(6)
Conference and seminar registration fees. Payments shall be made directly to the Vendor. Employees are encouraged to take advantage of the lower advance registration fees whenever possible.
(c)
[ Lodging ]. Lodging shall be regulated pursuant to § 112.061, Florida Statutes, provided however, the city shall not pay for overnight accommodations in Dade, Broward, or Palm Beach counties unless prior written approval is given by the city manager or his designee.
(d)
Meals reimbursed.
(1)
Reserved.
(2)
Reserved.
(3)
Category 1, 2 and 3 travelers will be granted a meal allowance based upon the following amounts while in "travel status" on remote travel:
Amount
a.
Full day (three (3) meals ..... 66.00
b.
Partial day or less than three (3) meals, based on a combination of the following amounts (see paragraph (4) to this subsection below):
1.
Breakfast ..... 11.00
2.
Lunch ..... 19.00
3.
Dinner ..... 36.00
(4)
This reimbursement will be reduced proportionately for partial days as indicated above in paragraphs (1), (2) and (3) or for meals provided through registration, unless the traveler provides a written certification containing a satisfactory explanation acceptable to the central services department for being unable to use the meal provided. The per diem is as compensation for all meals, beverages (excluding alcoholic beverages), local taxes and tips. Meals offered at additional cost as part of a seminar or conference to all attendees at seminars and conferences, particularly when a speaker or program business is presented, are fully reimbursable for Category 1, Category 2 and Category 3 travelers. Food served on an airline is not considered a meal for purposes of reduction of per diem meal allowance referenced in this subsection. On each October 1st, the meal reimbursement rates shall be adjusted to reflect the cost of doing business, measured by fluctuation in the Consumer Price Index (CPI) (All Urban Consumers, Miami-Fort Lauderdale, Florida) as published by the U.S. Department of Labor, Bureau of Labor Statistics or its successor agency based on the percentage change in the CPI from the previous June to June of the year in which the adjustment is effected.
a.
In order to claim breakfast, travel must begin before 8:00 a.m., or extend beyond 9:00 a.m.
b.
In order to claim lunch, travel must begin before 12:00 noon or extend beyond 1:00 p.m.
c.
In order to claim dinner, travel must begin before 6:00 p.m., or extend beyond 7:00 p.m.
(5)
Receipts will not be required for meals.
(6)
For monthly Gold Coast League of Cities and Broward County League of Cities meetings deemed to be in the performance of the duties of city commissioners, reimbursement for that specific meeting may be made up to the amount of the meal for the commissioner and guest. Other Category 1 or Category 2 travelers may be reimbursed for such dinner meetings if authorized in advance by the city manager.
(e)
Miscellaneous expenses. For Category 1, 2 and 3 travelers while in "travel status" on remote travel, the city will pay a daily allowance equaling up to ten dollars ($10.00) per day, for the total days or partial days spent in travel status. This standard daily allowance will cover non-meal tips, personal phone calls and all other incidental expenses. Receipts are not required.
(f)
Telephone calls.
(1)
Business telephone and FAX charges will be reimbursed with receipts and proper documentation, including person called and purpose of the communication. Such documentation must be submitted with the expense report within the time limits specified. If the hotel adds a service charge for each telephone call, even when those calls are made on a credit card or an "800" number, the city will reimburse the traveler for the service charge(s) related to business calls only.
(g)
Grants. When travel expenses are incurred which are eligible for reimbursement under federal and state grant agreements, these regulations will apply except when federal and state grant guidelines are more restrictive. If a city officer or employee anticipates travel expenses in excess of what can be reimbursed to the city by a federal or state agency, the director of central services shall be notified prior to the trip if additional reimbursement will be requested.
(h)
Advancements. Costs of lodging, registration, and airfare should be prepaid directly by the city whenever possible. Travelers should provide a copy of the city's tax exempt certificate when lodging costs within the State of Florida are prepaid. A check may be made payable to Category 1, Category 2 and Category 3 travelers for seventy-five (75) percent of the estimated meal allowance. Advancements for other expenses may be made with the approval of the city manager or his designee. After a trip, any amount due to the city or the traveler which is equal to or less than two dollars ($2.00) will not be processed.
(i)
Other. Prior authorization of expenses does not entitle an employee to spend up to the authorized amount. Such authorization only identifies the limitation should such expense be necessary. No traveler shall be allowed either mileage or transportation expense when he/she is gratuitously transported by another person, or when he/she is transported by another traveler who is reimbursed for mileage or transportation expenses.
(j)
Approval of "request for travel" form. The traveler should submit the "request for travel" form in the established format at a minimum of three (3) weeks prior to the departure date, absent exigent circumstances. Only one (1) traveler's name can appear on a "request for travel" form even if more than one (1) person is attending the same function. Each individual must submit his/her own "request for travel" form. All travel and transportation costs of attending meetings, seminars, conferences, and conventions, as well as the costs of registration, must be documented on the "request for travel" form. A copy of available brochures and literature showing lodging and registration rates must be attached to the "request for travel" form along with two (2) quotes for airfare.
(1)
Time limitation. Extended travel may be dictated by significantly lower air fares. A traveler will be in "travel status" when on approved extended travel.
(2)
The city may require a traveler to travel on weekends to reach a lower net cost of travel. The city does encourage travelers to travel on weekends when it will result in a significantly lower net cost of travel.
(3)
If requested by the traveler, extended travel may be allowed at the beginning or the end of the trip if the total net cost of the extended travel results in documented savings to the city.
(k)
Fiscal year overlap. Travel which occurs in the next fiscal year will be approved out of the current fiscal year funds only if the travel occurs within the first thirty (30) days of the next fiscal year and the required prior payment is processed in September of the current fiscal year in accordance with the fiscal year end closing procedures.
(l)
Reporting and documentation.
(1)
Reporting. Following the trip, the "travel expense report" form must be submitted for approval to the department director within five (5) working days after the employee returns to work. The central services department must receive the "travel expense report" within ten (10) working days after the employee returns to work.
(2)
Documentation. Original receipts for the hotel bill, car rental, and the used airline ticket stub must accompany the "travel expense report" form submitted to the central services department. Receipts will not be required for meals. Gratuities are included in the meal allowance.
Receipts should be submitted in a neat and orderly fashion in order to facilitate the audit process.
(m)
Implementation. The city manager is authorized to implement procedural regulations for business travel covered in this section.
(n)
Exceptions. If warranted by unusual circumstances or conditions, exceptions to the foregoing standards and rules may be allowed only upon the approval of the city manager.
(o)
Family. No reimbursement for expenses of spouses, children or others is permitted unless specifically provided for elsewhere in this policy.
(p)
Conduct of travelers. The conduct of city officers and employees attending conferences, training programs, or conducting official business, is a reflection of the standard of city government in Sunrise. The fact that the city is bearing a major portion of the expense is in recognition of the principle that the benefits accrue to the city as well as the individual. Travelers will therefore obtain a maximum amount of beneficial training and information of value for the purpose of improving local administration and services.
(q)
Authorization to use private vehicles for travel. Travel requests utilizing privately owned vehicles on city business will not be authorized unless the driver has a valid driver's license and if the vehicle used in this section is insured to comply and satisfy the post-accident obligations under the Florida Financial Responsibility Law's limits of liability and set forth below, or as may be amended from time to time by the State of Florida, Bureau of Financial Responsibility:
(1)
At least split-limits of liability of not less than ten thousand dollars ($10,000.00) bodily injury per person, twenty thousand dollars ($20,000.00) bodily injury per accident and ten thousand dollars ($10,000.00) property damage per accident; or alternatively, a combined single limit of not less than thirty thousand dollars ($30,000.00) per accident for bodily injury and property damage; and
(2)
Personal injury protection (PIP) at a limit of not less than ten thousand dollars ($10,000.00).
Employees submitting a travel request shall provide the city with a copy of the vehicle's current insurance declaration page evidencing coverage during the entire travel period as required by this section.
(r)
Use of personal credit cards. Employees are permitted to use personal credit cards for travel expenses. However, no reimbursement for charges will be made until the trip is finalized. The city will not reimburse the employee for annual credit card fees or interest incurred.
(s)
Local seminars.
(1)
For the purpose of this subsection, local seminars shall include local travel to a training session, continuing education seminar, meetings of a professional association, or other meetings, which either assists an employee in meeting job or professional certification requirements, or is related to an employee's job and is intended to enhance an employee's job knowledge or professional development.
(2)
If a meal is provided as a part of the local seminar's registration fee, and there is no option to participate in the local seminar without paying the registration fee in full, the entire registration fee is reimbursable by the city.
(3)
Local travel for local seminars which does not require an overnight stay, shall be exempt from the "request for travel" form process and can be authorized by the traveling employee's department director or designee only if departmental funds are available.
(4)
Employees are not eligible for reimbursement for local seminars if the purpose of the seminar is for certification and the employee has met or exceeded the certification requirements for the current time period.
(Ord. No. 410, § 1, 7-9-91; Ord. No. 410-A, § 1, 12-10-91; Ord. No. 410-B, § 1, 5-10-94; Ord. No. 410-95-A, § 1, 5-23-95; Ord. No. 410-98-A, § 1, 4-28-98; Ord. No. 410-01-A, § 1, 11-13-01; Ord. No. 410-04-A, § 1, 7-27-04; Ord. No. 410-07-A, § 1, 5-22-07; Ord. No. 410-09-A, § 2, 10-27-09; Ord. No. 410-12-A, § 2, 5-22-12; Ord. No. 410-15-A, § 2, 7-14-15)