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HomeMy WebLinkAbout23-62 Adopting The Town of Firestone Travel Policy 05-24-2023RESOLUTION NO. 23-62 A RESOLUTION OF THE BOARD OF TRUSTEES OF THE TOWN OF FIRESTONE, COLORADO, ADOPTING THE TOWN OF FIRESTONE TRAVEL POLICY WHEREAS, the Town of Firestone previously adopted the Travel Policy ("Policy") for the Town; and WHEREAS, the Board of Trustees finds that such Policy should be updated with the goal of promoting and supporting the efficient, beneficial and effective use of the Town's resources; and WHEREAS, the Town Manager, Director of Finance and Consultants collaborated to develop an updated policy, which has been presented to the Board of Trustees; and WHEREAS, the Board of Trustees finds that the proposed policy meets the goals it established and also supports the Town's fiscal responsibilities. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FIRESTONE, COLORADO: Section 1. The Board of Trustees hereby approves and adopts the Town of Firestone Travel Policy in substantially the same form as the copy attached hereto and made a part of this resolution. Section 2. All prior Travel Policies or amendments thereof adopted by the Town are repealed in their entirety. INTRODUCED, READ, AND ADOPTED this 24th day of May, 2023. TOWN OF FIRESTONE, COLORADO r�T0 ��t< Wry � - at j, j p Drew Peterson, Mayor r.740OW" Kri ti K Bashor, CMC, Town Clerk APPROVED AS TO F M: 1. William P. Hayashi, Town Attorne} TOWN OF FIRESTONE TRAVEL POLICY ADOPTED MAY 2023 The Town recognizes the necessity for employees to travel for Town business and is committed to financial stewardship to protect Town taxpayer funds to preserve the confidence of the taxpayers. This policy provides uniform guidelines for all Town employees who travel and conduct business on behalf of the Town. The policy applies to all travel expenses for which Town funds are disbursed, including lodging, transportation, mileage, meals and other travel -related expenses. TRAVEL REQUIREMENTS AND RESTRICTIONS All travel must be approved by the Employee's direct supervisor or Department Director prior to booking transportation and lodging. Department Directors must inform their employees traveling for Official town Business of travel reimbursement policies and ensure that employees adhere to them. All travel for Department Directors must be approved by the Town Manager prior to booking transportation and lodging. In -state or out-of-state travel for Official Town Business may be eligible for reimbursement or payment for Travel Expenses; however, overnight stays are generally not permitted in the Denver Metro area (including Boulder and Ft. Collins) or for destinations within a 50-mile radius of Town Hall, Police Facility or Public Works unless the Department Director or Town Manager approves the overnight stay in advance under the circumstances (for example, conferences that have activities well into the evening). All travel is subject to audit either by external auditors and/or by the Finance Department. The Employee must always choose the most reasonable cost and means for the travel under the circumstances. When the Town employee is accompanied by a non -employee, the non -employee's travel expenses must be purchased using personal funds. Town funds will be extended to the Town employees on official Town Business only. Tf the scheduled trip is cancelled, the Employee shall, upon learning of the cancellation, immediately refund all travel advances to the Town that are refundable. The Employee must always request tax exempt status when making reservations or any travel related purchases. A copy of the Town's lax -exempt certificate is available on the Shared Drive (G:\Finance). For out-of-state travel, note that airlines, hotels, and other vendors may not honor the Town's tax exempt status. Authorization for travel is subject to available travel funds being appropriated in the annual budget. Gratuity for services should be reasonable based on the type of service rendered and not more than 20%. Housekeeping tips are not reimbursable. UNAUTHORIZED TRAVEL EXPENSES Without limitation, the following expenses are unauthorized, shall not constitute Travel Expenses under this Policy, and shall not be reimbursed or purchased with Town funds: • All expenses incurred by Town employee's family members or other persons not on Official Town Business • Alcoholic beverages • Personal clothing and accessories • Laundry or cleaning services • Sporting or entertainment activities such as golf, tours or other extracurricular activities • First Class or Business Class Airfare • Airline change fees, travel insurance, travel upgrades or excess baggage fees (unless approved, in advance, by Department Director or Town Manager • In -room movies, room services or other personal lodging services • Replacement value of any personal items lost, stolen or damaged while traveling on Official Town Business • All other personal expenses not for the benefit of the Town AUTHORIZED TRAVEL EXPENSES TRANSPORTATION (AIR, BUS, RAIL) - Travel may be accomplished by commercial airline, Town -owned vehicle, rail, personal vehicle, courtesy transportation, or local public transportation such as a bus, shuttle service, ride share platform or taxi. Low cost or free conference shuttles should be the primary option when provided and employees are encouraged to ride together (carpool) to obtain the lowest cost for the Town. o All travel fares (air, bus and rail) should be purchased at the lowest coach fare available, whenever possible to assure the timing of such travel meets the needs of the Employee to conduct Official Town Business. o Direct flights shall be considered the standard, even though flights with connections and/or layovers are often less expensive. o Baggage fees are allowed for one checked -in or carried -on piece of luggage. Situations requiring more than one checked bag (i.e. for presentation materials, etc.) require Department Director approval. o Early -check in and other reasonable fees are reimbursable. o Fares shall be purchased using Town issued purchasing card or Town check. The Town employee may receive reimbursement if detailed receipts and appropriate forms are provided to the Finance Department. o Use of Toll Roads/Express Lanes: In general, a reasonable alternative to using toll roads/express lanes should be utilized. In cases of emergencies, extenuating circumstances, or the location of the destination in relation to using a toll road versus a non -tolled route, employees should use appropriate judgment or obtain prior supervisor approval as the situation warrants. o Mileage for travel in a personal vehicle will be reimbursed at the IRS reimbursement rate after travel has been completed. Travel distances will be calculated from the employee's starting destination (primary work address or home address, whichever one is shorter) to the travel destination. o Rental Car - Town employees who are renting vehicles for Town business have coverage through CIRSA. There is no need to buy the rental companies coverage. Parking — In all cases, but within reason, costs for parking should be kept to a minimum. Parking costs with receipt shall be reimbursed. Hotel Parking: Self -parking shall be utilized, if available. Valet parking is allowed if it is the only option available. The employee shall pay the difference for additional costs of covered parking or valet service when other options are readily available. Airport Parkin: On -site airport parking shall be reimbursed, so long as it is for the most economical daily rate. Off -site airport parking can be utilized and shall be reimbursed, so long as the rate is equal to or less than the on -site economical daily rate. Employees may choose which airport lot they wish to utilize but must pay the difference of any parking that exceeds the most economical on -site per day rate. LODGING - The Town shall reimburse Employees for lodging expenses based on actual cost. o All lodging bookings should be purchased at the lowest or moderate price. c Lodging is allowed only for the number of nights necessary to attend to the Official Town Business. Extra nights shall be at the Employee's expense. o If approved by the Employee's direct supervisor or the Department Director in advance, (1) if the Official Town Business event ends at 5:00 pm or later, it may be permissible to stay that evening and fly home the next day, or (2) if the Official Town Business event begins at 9:00 am or earlier, it may be permissible to stay the evening before. o The nightly hotel rate will be limited to the GSA rate for the Destination Town. If the Employee wishes to stay at a hotel with a rate above this limit, an explanation must be shown on the Travel Request Form when submitted to the Employee's supervisor or the Department Director. Extra costs in lodging due to employee's guests must be at the employee's expense. These and other personal expenses (personal phone calls, room service, in -room movies, etc.) must be paid for separately using personal funds. • Lodging shall be purchased using Town issued purchasing card or Town check prior to travel or, if the Town employee used their personal funds, the Employee may receive reimbursement for lodging. This request must be no more than two weeks before scheduled travel MEALS AND INCIDENTAI. EXPENSES WHILE ON TRAVEL (OVERNIGHT STAYS) - The Town shall provide the Employee reimbursement for meal and incidental expenses. Employee must elect one meal reimbursement option listed below. The options available for meal reimbursements are: I. ACTUAL COSTS: Actual expense reimbursement or use of Town purchasing card for meals, tips and snacks. If the actual costs reimbursement or Town purchasing card option is chosen, an itemized receipt must be submitted for every expense. 2. PER DIEM: Per Diem per the GSA Per Diem method for meals and incidentals for the whole trip. • Meal Per Diem: The Town will reimburse based on the per diem allowance rate established through federal guidelines and GSA in the form of a Town check. If Employee opts for the per diem method, the `Meals & Incidental Breakdown' chart should be included with the approved Expense & Mileage Reimbursement Form. The Per Diem Allowance rate includes breakfast, lunch, dinner and incidental expenses. Funds can be requested in advance of travel. This request must be no more than two weeks before scheduled travel If a travel advance at the per diem rate is requested, it must be done through the normal accounts payable process and on a regularly scheduled check cycle. • If a travel advance at the per diem rate was provided to employee, Town issued purchasing card should not be used for meal expenses. • No receipts are required when using per diem. Incidental Per Diem: The GSA incidental per diem rate is allowed for travel requiring an overnight stay for tips and other miscellaneous incidentals. Per Diem Rates: Per Diem rates should be determined by going to the following links and entering in the appropriate information. See Instructions tab on Expense & Mileage Reimbursement form for instructions and example. • Per Diem Rates Look -Up: https://www.gsa.gov/travel/plan-hook/t)er-diem-rates/per diem rates lookup • Meals and Incidental Expense (M&IE) Breakdown: htti)://www.gsa.gov/portal/content/I 0 1518 • If travel days are less than a full day, the per diem for those days is pro- rated according to the GSA M&IE Breakdown chart. • The conference or travel -related event may provide some or all of the meals. When this occurs, the employee must not seek travel advance or reimbursement for this meal regardless of whether using the Per Diem or Actual costs method. The choice to eat on your own when a meal is provided by the conference or event is not an allowable expense. Dietary needs of the Employee may be considered as it relates to conference offered meals. POLICY REVIEW The Finance Department will review the travel expenditures periodically to ensure that the Town is adhering to the framework outlined in this policy. Furthermore, the Finance Committee and the Finance Director will be responsible for reviewing the Travel Policy every two years. Adoption and modifications to this policy will require the approval of a simple majority vote by the entire Town Board. Drew Peterson, Mayor Attest: Krt ti K Bashor, CMC, Town Clerk FIRESTONE MEMORANDIUM OF RECOMMENDATION TO: Board of Trustees FROM. Finance Committee CC: DATE: May 10, 2023 RE: Travel Policy The proposed Travel Policy has been reviewed by the Finance Committee at the April 26, 2023 meeting. With a vote of _4_ for and -Q against, the Finance Committee of the Town of Firestone recommends the approval of the Travel Policy. FINANCE COMMITTEE _ Fra c A. 1 menez, k ATT T: a na Gonzalez, Secretary