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TRAVEL ADMINISTRATIVE PROCEDURES
To ensure reimbursement for official travel, an approved travel authorization form is required. Lack of pre-approval doesn’t prohibit reimbursement, but it does assure reimbursement within the limits of the City of Etowah/Etowah Utility Board travel policy. All costs associated with the travel should be reasonably estimated and shown on the travel authorization form before travel advances are authorized are authorized by supervisor or director.
(1994 Code, § 4-401) (Res. 591, passed - -; Ord. 676, passed 8-27-2007; Ord. 777, passed 6-22-2015)
It is the responsibility of the authorized traveler to:
(A) Prepare the travel request and accurately describe the travel;
(B) Attach documentation such as meeting or conference agenda, brochure, itinerary and the like;
(C) Certify the accuracy of the reimbursement request;
(D) Note on the reimbursement form all direct payments and travel advances made by the City of Etowah/Etowah Utility Board; and
(E) File the reimbursement form with the necessary supporting documents and original receipts. The reimbursement form should be filed with the Finance Department within five days of return.
(1994 Code, § 4-402) (Ord. 777, passed 6-12-2015)
(A) Generally. All potential costs should be considered when selecting the modes of transportation. For example, airline travel may be cheaper than automobile when time away from work and increased meal and lodging costs is considered. When time is important, or when the trip is so long that other modes of transportation are not cost-beneficial, air travel is encouraged. If the traveler goes outside the state by means other than air, the reimbursement will be at federal mileage rates for personal vehicle, ordinary expenses during the meeting dates and one day’s meal and motel before or after the meeting. The traveler will be required to take annual leave for any additional time taken beyond the day before or the day after the meeting dates.
(B) Exceptions. When the traveler extends the trip with personal time to take advantage of discount fares, the reimbursement will be limited to the lesser of the actual expenses incurred or the amount that would have been incurred for the business portion only. The calculations for the business portion of the trip must be made using the government rates. All expenses and savings associated with extending the trip must be submitted with the expense reimbursement form.
(1) Air travel. When possible, the traveler should make full use of discounts for advance airline reservations and advance registration. The traveler should request conference, or government rates, when making lodging or rental car reservations. The City of Etowah/Etowah Utility Board will pay for tourist or economy class air travel. All reservations for airline flights will be made by the Finance Department.
Mileage credits for frequent flyer programs accrued to the individual traveler. However, the City of Etowah/Etowah Utility Board will not reimburse for additional expenses such as circuitous routing, extended stays, layovers to schedule a particular carrier, upgrading from economy to first class - for travelers to accumulate additional mileage or for other personal reasons. The COE/Etowah Utility Board will not reimburse travel by private aircraft unless authorized in advance by the City Manager/General Manager.
(2) Rail or bus. The City of Etowah/Etowah Utility Board will pay for actual cost of ticket.
(3) Vehicles. Automobile transportation may be used when a common carrier can’t be scheduled, when it’s more economical, when a common carrier isn’t practical, or when two or more City of Etowah/Etowah Utility Board employees traveling together can reduce expenses. Fines for traffic or parking violations will not be reimbursed by the COE/Etowah Utility Board. Reasonable tolls will be allowed when the most direct travel route requires them.
(a) Personal vehicles.
1. Employees should use City of Etowah/Etowah Utility Board vehicles when possible. Use of a private vehicle must be approved in advance by the City Manager/General Manager. The City of Etowah/Etowah Utility Board will pay a mileage rate not to exceed the rate allowed by the federal schedule. The miles for reimbursement shall be paid from origin to destination and back. Necessary vicinity travel related to official City of Etowah/Etowah Utility Board business will be reimbursed. If an indirect route is taken, the Google Maps mileage calculation will be used to determine the mileage to be reimbursed.
2. If two or more travelers on the same trip use a privately owned automobile, only the traveler who owns or has custody of the automobile will be reimbursed for mileage. It’s the responsibility of the traveler to provide adequate insurance to hold harmless the City of Etowah/Utility Board for any liability from the use of the private vehicle.
3. Travelers will not be reimbursed for automobile repair or breakdowns when using their personal vehicle.
(b) City of Etowah/Etowah Utility Board Vehicle. The City of Etowah/Etowah Utility Board may require the employee to drive a City of Etowah/Etowah Utility Board vehicle. If a City of Etowah/Etowah Utility Board vehicle is provided, the traveler is responsible for seeing that the vehicle is used properly. The employee will be reimbursed for expenses directly related to the actual and normal use of the utility vehicle when proper documentation is provided.
(c) Rental cars. Use of a rental car is permitted when it is less expensive or otherwise more practical than public transportation. A government rate must be requested. Anyone who uses a rental car for out-of-state travel must obtain liability coverage from the vendor.
(d) Taxi and other transportation fares. When an individual travels by common carrier, reasonable fares will be allowed for necessary ground transportation. Bus to and from airports should be used when available and practical. The City of Etowah/Etowah Utility Board will reimburse mileage for travel to and from the local airport and parking fees. Receipts are required. For travel between lodging quarters and meetings, conferences or meals, reasonable taxi fares will be allowed. Original receipts are required for claims of $5 or more. Reimbursement claims for taxis or other ground transportation must be listed separately on the expense reimbursement form.
(1994 Code, § 4-403) (Res. 591, passed - -; Ord. 629, passed 7-28-2003; Ord. 676, passed 8-27-2007; Ord. 777, passed 6-22-2015)
The amount allocated for lodging shall not ordinarily exceed the rate of the officially designated hotel of the meeting. Exceptions must be approved by the City Manager/General Manager. Original lodging receipts must be submitted with the reimbursement form. If two or more City of Etowah/Etowah Utility Board employees travel together and share a room, the lodging reimbursement rate will be the rate of a double at the officially designated hotel of the meeting. It will be the traveler’s responsibility to provide documentation of the “officially designated meeting site” room rates. If an employee shares a room, with a non-employee, the actual cost will be allowed up to the rate for a room at the officially designated hotel of the meeting. The receipt for the entire amount must be submitted with the expense form.
(1994 Code, § 4-404) (Res. 591, passed - -; Ord. 676, passed 8-27-2007; Ord. 777, passed 6-22-2015)
Per diem rates for meals and incidentals:
(A) The maximum per diem rates include a fixed allowance for meals and incidental expenses (M & I). The M & I rate, or fraction thereof, is payable to the traveler without itemization of expenses or receipts. Incidentals are intended to include miscellaneous costs associated with travel such as tips for baggage handling, phone calls to home and the like. Reimbursement is made only when overnight travel is required. Generally, the applicable maximum per diem rate for each calendar day of travel shall be determined by the location of lodging for the traveler.
(B) The per diem rates for meals and incidentals are established on the Reimbursement Rate Schedule. As with lodging, there is a standard rate for the continental United States (gsa.gov), and a list of exceptions. Please note that these rates may change effective October 1 of each year.
(C) Reimbursement for meals and incidentals for the day of departure shall be three- fourths of the appropriate M & I rate (gsa.gov rate for out-of- state travel) at the rate prescribed for the lodging location.
(D) Employees who receive maintenance in the form of meals provided by their employing agency at their official work station shall be eligible for reimbursement if they are away from their official work station on City of Etowah/Etowah Utility Board business and do not receive the maintenance meal.
(E) Reimbursement for a single meal (or meals) for employees on one-day travel status with no overnight stay is not permitted. While on travel status if more than a single full meal is provided as part of a training session or conference, the employee should deduct the cost of those meals from the per diem for that day, using the schedule provided below. This also applies to the day of departure and the day of return. In those instances where all meals are provided, only the incidental rate should be claimed.
(F) Meals of a non-employee unless associated with business of the City of Etowah/Etowah Utility Board are non-reimbursable. No meals for a spouse, children, friends or relatives of employee are eligible for reimbursement unless directly related to business of the City of Etowah/Etowah Utility Board.
(G) The hour and date of departure and return must be shown on the expense reimbursement form.
(H) The excess cost of an official banquet may be allowed, provided proper documentation or explanation is submitted with the expense reimbursement form. If a meal is included as part of a conference or seminar registration, then the allowance for that meal should be subtracted from the total allowance for the day. For example, if a dinner is included as part of the conference fee, the maximum meal allowance for the day should be reduced by the allowed dinner amount.
(I) The City of Etowah/Etowah Utility Board reimburse mileage and meals at the federal travel regulation rates. These rates will automatically change when the selected agency rates are adjusted.
(1994 Code, § 4-405) (Res. 591, passed - -; Ord. 676, passed 8-27-2007; Ord. 777, passed 6-22-2015)
(A) Registration fees for approved conferences, conventions, seminars, meetings and other educational programs will be allowed and will generally include the cost of official banquets, meals, lodging and registration fees. Registration fees should be specified on the original travel authorization form and can include a request for pre-registration fee payment.
(B) A $10 allowance will be reimbursable for hotel/motel check-in and baggage handling expense.
(1994 Code, § 4-406) (Res. 591, passed - -; Ord. 676, passed 8-27-2007; Ord. 777, passed 6-22-2015)
(A) The City of Etowah/Etowah Utility Board may pay for certain entertainment expenses provided that:
(1) The entertainment is appropriate in the conduct of City of Etowah/Etowah Utility Board business; the entertainment is approved by the City Manager/General Manager; the group of individuals involved are identified; and
(2) Detailed documentation is attached to the expense form to support the entertainment expense claims.
(B) To request reimbursement for authorized entertainment expenses, the following must be included with the expense reimbursement form:
(1) Required receipts. All receipts must be supported by original receipts from the vendor (restaurant, caterer, ticket office and the like). Reasonable tips and gratuities included on the receipt by the vendor are reimbursable; and
(2) A disclosure and explanation statement, explaining the purpose of the entertainment and identifying the group and the number of people entertained and the individual names.
(1994 Code, § 4-407) (Res. 591, passed - -; Ord. 676, passed 8-27-2007; Ord. 777, passed 6-22-2015)
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