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Home My WebLink About21-24 Adoption of Travel Policy 02-10-2021RESOLUTION NO. 21-24 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 A 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, COL ORADO: 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 All prior Travel Policies or amendments thereof adopted by the Town are repealed in their entirety. PASSED AND ADOPTED this 1 Oth day of February 2021. ATTEST: 1 TOWN OF FIRESTONE, COLORADO APPROVED AS TO FORM: 2 TOWN OF FIRESTONE TRAVEL POLICY 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 ensiue 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 maybe 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 ttavel under the circumstances. When the Town employee is accompanied by anon -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. If 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 tax-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. 0 o Parking — In all cases, but within reason, costs for parking should be kept to a minimum. Parting costs with receipt shall be reimbursed. ■ Hotel Parkin: 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 Parting: 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. o 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 maybe 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. o Lodging shall be purchased using Town issued credit card or Town check prior to travel or, if the Town employee used their personal funds, the Employee may receive reimbursement for lodging. • MEALS AND INCIDENTAL EXPENSES WHILE ON TRAVEL (OVERNIGHT STAYS) - The Town shall provide the Employee reimbursement for meal and incidental expenses. Prior to travel, Employee must elect a meal reimbursement option listed below. The options available for meal reimbursements are: 1. ACTUAL COSTS: Actual expense reimbursement or use of Town credit card for meals, tips and snacks. If the actual costs reimbursement or Town credit 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 Foam. The Per Diem Allowance rate includes breakfast, lunch, dinner and incidental expenses. Funds can be also be requested in advance of 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. 3 • If a travel advance at the per diem rate was provided to employee, Town issued credit card should not be used for meal expenses. • If actual costs are more than the per diem amount, the employee is responsible for the additional amount. If actual costs are less than the per diem amount, the employee may keep the balance. • 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 Loolc-Up: https://www.gsa. aov/travel/plan-book/per-diem-rates/per-diem-rates- loOkup • Meals and Incidental Expense (M&IE) Breakdown: http://www. sg_a.gov/portal/content/101518 • 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 fiamework 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. .� � p m°, �� i � � �. :°�O b cGUh1TY , GQv Attest Mayor