HomeMy WebLinkAbout2002-092-10/01/2002-ADOPTING A TRAVEL, CONFERENCE, AND TRAINING POLICY FOR CITY COUNCIL RESOLUTION 2002-092
OF THE COUNCIL OF THE CITY OF FORT COLLINS
ADOPTING A TRAVEL, CONFERENCE, AND
TRAINING POLICY FOR CITY COUNCIL
WHEREAS, the Mayor and Council of the City of Fort Collins participate in several
organizations that provide educational seminars and conferences about the efficient operation of
municipal corporations; and
WHEREAS,the Mayor and Council may need to travel to various locations in able to attend
meetings of such organizations; and
WHEREAS, during the course of travel, the Mayor and Council incur expenses, including
but not limited to lodging, transportation, meals, and educational materials; and
WHEREAS, the City of Fort Collins has recently adopted travel, conference, and training
expenses policies("Travel Policies")for City employees which are attached hereto and incorporated
by this reference; and
WHEREAS,the Council wishes to adopt the same travel,conference, and training expense
policies to guide its own expenditures on such items.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT
COLLINS that the Council hereby adopts the Travel Policies contained in Exhibit "A," attached
hereto, for application to the travel expenses of the Mayor and Council.
Passed and adopted at a regular meeting of the City Council held..this 1 st day of October,
A.D. 2002. `
74/ ,
Mayor
ATTEST:
City Clerk
EXHIBIT "A"
TRAVEL, CONFERENCE,AND TRAINING POLICY
FOR
CITY COUNCIL
OVERVIEW
City Council members (this includes the Mayor, Mayor Pro Tem and City Council
members) travel both within and outside of the State of Colorado for the purpose of
representing the City at meetings and professional associations, as well as for training to
enhance their knowledge and skills related to their position in city government.
The citizens of Fort Collins receive both tangible and intangible benefits having
representatives not only at formal meetings but also by providing the opportunity for
those in municipal service to participate in forums through which informal networking
and information exchanges may occur. The quality of life for the citizens is improved
through an informed and educated elected body and the expense of such training,
including the associated travel, is an appropriate expense for the City to bear.
Each year,members of City Council identify the conferences and training events they
plan on attending. Generally, each City Council member attends two or three major
conferences (such as the Colorado Municipal League,National League of Cities, U.S.
Conference of Mayors) and one or two other conference or training events in any one
year. Travel to and attendance at conferences is based on the availability of budgeted
funds.
City Council members often have a variety of reasons for why they must travel or attend
an event. A good benchmark about the appropriateness of traveling to an event at the
expense of the city is whether attendance will benefit the city, is congruent with the
responsibilities of being a City Council member; and is apolitical. For most occasions,
City Council members travel for the following reasons:
• To obtain or comply with federal or state grant programs or contracts.
• To review projects and programs in other cities.
• To attend meetings as an officer of a regional, state, or national
professional organization.
• To present papers on activities in Fort Collins to other organizations.
• To participate in training and educational programs related to municipal
policies and operations.
• To provide information to and discuss pending policy issues with State
and Federal Officials.
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GENERAL STANDARDS
The basic standard that should always prevail is to exercise good judgment in the use and
stewardship of the City's resources. City Council members are responsible for exercising
good judgment in requesting, arranging and making a trip. Personal business should not
be mixed with City business if it will be a monetary cost to the City or if it harms the
City's interest in any way. The City expects to reimburse City Council members for all
reasonable costs they might incur on behalf of the City.
Consistent record keeping also demonstrates accountability to the taxpayers and public.
The City has a responsibility to accurately account for and report travel, conference and
training expenses. Inaccurate travel reporting and reimbursement can also lead to tax
liability situations and fines from the Internal Revenue Service.
Determination of the tax status of advance and reimbursement payments and subsequent
tax reporting are the responsibility of the Finance Department payroll function. Records
are sent to the IRS on both a quarterly and annual basis. If travel advances and
reimbursements are not adequately documented,the official's W2 statement may contain
a figure of taxable income that increases the tax liability for the officials.
The policies and guidelines for City Council are generally the same as those applicable to
City employees.
Definition of Travel
For the purposes of this policy, the word"travel"is used to denote activities of City
Council members in connection with attendance at conferences, meetings, seminars, and
training related to City business including necessary transportation to and from the
activity locations.
Travel Guidelines: Contact the City Manager's Office for Travel Arrangements
Prior notification of out-of-town travel shall be given to the contact person in the City
Manager's Office whenever possible. A Travel Request Form should be filled well in
advance of the trip. Furthermore, all registration and travel arrangements should be made
well in advance so that the City can take advantage of reduced fares and early registration
fees. Staff shall assist City Council members in making transportation and lodging
arrangements and arrange to have expenses billed directly to the City; contractors shall be
chosen by staff, and not by City Council members.
LOCAL EXPENSES
What are local expenses:
Local expenses include those incurred while representing the City Council on a
committee, attending meetings, attending local seminars or conferences, attending local
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special events, or meeting with groups or individuals to discuss City matters. Expenses
that are paid by the City include meals, conference registration, transportation and
necessary incidental expenses.
Receipts
If receipts are not available, a written description of expenses signed by the City Council
member must be submitted along with the Travel Request Form. Forms shall be available
from the City Manager's Office.
Petty Cash
Expenses under$50 can be reimbursed out of the petty cash fund in the City Manager's
Office.
Receipts request
The City Manager's office coordinates the details, including forms and documents, for
preparing and completing City Council members' travel, conference and training
activities. It is the responsibility of the traveler to collect and turn in all necessary
receipts and documents of travel and conference related expenses.
Out of Town Expenses
Out-of-town expenses include those incurred while attending City-related conventions,
conferences,training seminars, or meetings. Expenses that are paid by the City include
fees for seminars or conferences; transportation to, from, and at the destination; and
lodging,meals, and incidental expenses that are necessary to conduct City business.
Overseas Travel
If any member of City Council wishes to attend a conference or make a City Council
business-related trip to a destination oversees, this request shall be made in writing well
in advance and shall be placed on the consent calendar for approval by the City Council.
TRAVEL REQUIREMENTS AND GUIDELINES
For each trip, the City Council members must abide by specific city requirements and
guidelines. These policies are in place to provide staff with greater flexibility and notice
to best prepare the details of the trip, and ensure proper reporting and accounting of City
funds.
The Requirements and Guidelines can be broken down into 8 separate topics:
1. Planning
2. Advances
3. Use of City-Designated Travel Providers
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4. Airline Reservation and Travel
5. Lodging
6. Vehicle Rentals
7. Meal Reimbursements for Out-of-Town Traveled
8. Prohibited Travel Expenses
9. Reporting Expenses
1. Planning
Effective planning by the City Council member provides a key benefit to both the
Council members and the city. The key to effective planning is to have as much
information as possible regarding anticipated travel expense needs (number of days,
meals, registration fees). The further in advance travel is planned, the more likely staff
can take advantage of reduced registration and travel costs.
At the initial stage of trip planning, the City Council member must submit a Travel
Request Form. The Travel Request Form is intended to be the form of documentation for
all travel and is available from the City Manager's Office.
2. Advances
A City Council member may request for a cash advance for travel purposes. It is
recommended that a request for a cash advance be made prior to the date of departure.
The Travel Request Form must be used to request the cash advance. The City provides
the advance the week before the travel is to occur.
3. Use of City-Designated Travel Providers
The City has selected certain travel agencies to assist the City in making travel plans.
City Council members must use these designated travel agencies, unless reduced travel
fares or lodging rates can be identified through other means. The City is trying to
achieve a trip that is as inexpensive as possible, yet does not compromise the ability of
the City Council member to obtain the full benefit of attending the event.
4. Airline Reservation and Travel
For any travel by plane, City Council members are encouraged to pursue all travel
measures that might reduce costs. These measures include:
a) Booking tickets 21-30 days in advance or earlier if possible to take
advantage of lower pricing options.
b) The airline fare should be coach, leisure, discount,promotional or other
low cost airfare unless the City Council members reimburse the City for
the difference between the lower fare and the more expensive fare. The
City will not reimburse first-class travel.
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c) The City Council member should consider adjusting travel dates and times
in order to take the flight with the lowest cost airfare. For example, staying
over a Saturday evening often saves a substantial portion of the airfare,
even when additional lodging and per-diem is incurred.
d) All airline travel must require ticketing documentation, either a hard copy
ticket stub or written confirmation of an electronic ticket.
e) The City recommends the use of airport shuttle services as the most cost-
effective mode of travel to Denver International Airport (DIA). Though
not the preferred mode,private vehicle travel to and from DIA may be
reimbursed at the IRS mileage rate. The maximum daily reimbursement
for parking at Denver International Airport is established by the Finance
Department.
5. Lodging Standards
City Council members must use low or moderate cost lodging for the area to which they
are traveling unless they reimburse the City for the difference between the lower rates
and the more expensive rates. If a conference or event-provides multiple lodging choices,
the City Council Member must select low to moderate cost choices whenever possible
unless they reimburse the City for the difference between the lower rates and the more
expensive rates. If government rates are available and provide-a savings, they must be
used.
6. Vehicle Rentals
Usually, car rentals are considered a luxury. To use a rental vehicle,the City Council
member must demonstrate why other low-to-moderate cost methods of transportation
(shuttle, taxi,bus, subway) are not feasible or cost effective. All costs related to rental
vehicles (gas,parking, and repair)must be documented if they are to be reimbursed. The
standard for vehicle size is lower to mid-size. Any additional insurance coverage on
rental cars will be the expense of the City Council member.
Standard Vehicle Guidelines would be:
a. Premium rentals or limousine service are not appropriate except when
several City Council members are traveling in a group. In this case, a
limousine or large vehicle may be most cost efficient.
b. City Council members may use department or Fleet Services vehicle when
available.
C. If a City Council member's private vehicle is used, mileage will be
reimbursed using the mileage rate set by the IRS. The most direct route
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will determine the total mileage. The maximum amount that will be
reimbursed is equal to the cost of the lowest airfare available 21 days prior
to travel.
7. Meal Reimbursement for Out-of-Town Travel
When Council members travel out-of-town, their meal expenses will be typically
reimbursed.
8. Travel Expenses Not Allowed
In addition to the items listed under Sections 4 and 6 of this policy(airline reservations
and travel and vehicle rentals), there are expenses that the city will not reimburse. These
expenses are:
a. Meals or other expenses for sales people, spouses, family members or
other persons not affiliated with the City.
b. Liquor,movies, or entertainment (including in-room movies).
C. Concerts, theater, sporting events and similar activities;
d. Laundry, dry-cleaning or shoe repair;
e. Personal phone calls, including connection and long distance fees;
f. Computer connections (unless required for City business); or
g. Other personal expenses not directly related to City business.
9. Reporting Expenses
Absent extenuating circumstances outside of the individual's control, the City Council
member must complete and submit the Travel Request Form to the City Manager's
Office within 10 working days of his or her return. The form must include all expenses,
including all credit card changes made.
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