Background
The City strives to provide a workplace that fosters efficiency, creativity, and productivity without unnecessary rules and regulations. In formulating this policy, it is recognized that the citizens of the City of New Carlisle receive both tangible and intangible benefits through having individuals working for the City who enjoy their working environment. Nevertheless, as custodian of public money and trust, policies must be established concerning certain spending practices.
The City recognizes that employees travel both within and sometimes outside the State of Ohio for the purpose of representing the City at meetings and professional associations, as well as for training to enhance their skills regarding the performance of their various positions within City Government. The City benefits from 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 and administrative body, and the expense of training, including the associated travel, is often an appropriate expense for the City to bear.
It is inherently understood in this policy that an individual conducting official City business is expected to exercise the same care in incurring expenses that a prudent person would exercise if he or she were expending personal funds. At all times, the official or employee should keep in mind the best economic interests of the City. Excessive costs, indirect routes, delays, or luxury accommodations and services unnecessary, unjustified, or solely for the convenience or personal preference of the employee in the performance of official City business are not acceptable. Under this standard, employees may be held responsible for unauthorized costs and additional expenses incurred.
SCOPE OF POLICY
This policy shall apply to management, employees, members of the New Carlisle City Council, and any other person traveling on approved city business and personal use of government equipment.
TRAVEL EXPENSES
I. Written Pre-Approval of Travel
A. Pre-approval of employee travel is required in the following circumstances:
1. Any travel which includes an overnight stay,
2. Any travel which involves air transportation. Travel not meeting these criteria must be approved by the appropriate supervisor.
B. Travel satisfying any of the above two criteria must be requested by an employee, approved by the applicable Department or Division Head, and the City Manager. Management must have prior approval from the City Manager. City Manager and Council Members must receive approval by a consensus of Council. Pre-approval of travel meeting the above requirements is required of all city management, employees, Council Members, and any other person traveling on approved City business.
II. Reimbursement Procedures
A. When traveling, municipal credit cards should be used rather than reimbursement to insure that the most accurate records are provided to the City. If a municipal credit card is used, an expense report should be submitted to the City Finance Director through normal City channels within 5 working days of returning from the trip. The municipal credit card should only be used for city expenses. Personal expenditures are not permitted.
B. Request for reimbursement
1. In order to be reimbursed for expenses incurred during official city business, supporting documentation must be provided to the City Finance Director through applicable management channels to substantiate reimbursement. Acceptable supporting documentation consists of: itemized receipts, paid invoices, hotel bills, etc.
2. In the case of meals, documentation should include a list of who attended the meeting, the topic of discussion, and what was purchased.
3. The City will reimburse the employee within 10 business days after receiving the expense report.
C. Non-approved expenses shall be paid by the "traveler" to the City within 10 business days.
III. Costs Eligible for Reimbursement
A. Tips and Gratuities
1. Tips and gratuities will be reimbursed in an amount not to exceed amounts established from time to time by management.
B. Taxi and Ground Transportation
1. Normal use of public conveyances will be reimbursed for local connections or travel when such is necessary. Unless prior approval is obtained from the City Manager, car rental expenses will be permitted only under unusual or emergency conditions. Such use will be explained, and receipts will be presented before reimbursement will be allowed.
C. Parking.
1. Reimbursement of parking fees shall only be made upon presentation of receipts except for small amounts for parking meters when travel is by City car or by private car. If airfare has been approved as the mode of transportation, long-term parking at the airport will be reimbursed if it is more cost effective than the fare for taxi service to and from the airport and receipts are presented.
D. Registration Fees, Books, Etc.
1. Fees charged for registration at any convention or meetings are allowed for reimbursement. A receipt of the fee should be included with the expense report. Employees attending conventions are required to file a copy of the convention program or some other evidence showing the name, dates, and places of the meeting. Books or pamphlets offered for sale that are not required conference materials and purchased at conventions or conferences will not be reimbursed in excess of an amount established by management. If such books or pamphlets are desired, they may be purchased upon return to the City if approved by the Department or Division Head or the City Manager.
E. Meals
1. Reimbursement for meals shall be limited to the maximum regional rates established by the United States General Services Administration (USGSA) (refer to web site www.gsa.gov).
i. If the costs of meals exceed the allowance and the traveler requests reimbursement for the amount beyond that authorized in this policy, a written request must be made explaining why the additional expense was necessary and must be submitted with the return travel report along with supporting documentation.
2. An employee on a one-day business trip away from his/her workstation is eligible for one meal if the work schedule is for the convenience of the City and extends beyond ten hours.
F. Mileage
1. Personal car mileage shall be reimbursed at a rate to be established by the City, not to exceed rates established by the Internal Revenue Service. Reimbursement for car expenses will be made only to the approved driver. When using a personal automobile for a day trip which originates from home, the mileage reported for reimbursement should be from home or from the government center, whichever is less.
G. Hotel Expenses
1. Fifty-Mile Rule
a) To be eligible for lodging reimbursement, your travel destination must be at least 50 miles from both the employee's residence and the government center, using the most direct route.
2. Exceptions to the Fifty-Mile Rule
a) The health and safety of the traveler will be compromised.
b) It is more economical to the City.
3. Hotel rates should not exceed the regional lodging rates as established by the USGSA. If the cost of lodging exceeds the USGA rates and the traveler requests reimbursement for the amount beyond that authorized in this policy, a written request must be made explaining why the additional expense was necessary and must be submitted with the return travel report along with supporting documentation.
4. Charges billed to the traveler's hotel/motel room that have no bearing to the business nature of the travel, are the responsibility of the traveler and will not be reimbursed by the City.
H. Telephone Expenses (while traveling)
1. Employees are not permitted to charge long distance telephone calls to the City for calls made of a personal nature, except as stated below. All long distance calls that are to be paid by the City are those made while the employee is conducting official City business. An employee traveling to a location outside the local calling area is allowed one (1) "safe arrival" call upon arriving at the destination. An employee who is in travel status for two (2) or more consecutive days in a week is allowed one (1) personal long distance telephone call for each day of travel. Additionally, employees may properly be reimbursed for emergency calls approved by the City Manager. An example of such is a call made when an employee calls home to inform someone that the travel period has been extended beyond original plans due to unforeseen reasons.
I. Air Travel Expenses
1. Air travel may be required to satisfy some of the business needs of the City. Air travel will be used whenever it is most economical to the city and will be paid at coach/economy class. Flight arrangements should be made as far in advance as possible to take advantage of reduced airfare rates.
2. Use of a private car for the convenience of the employee will be reimbursed in an amount not to exceed the "coach" airfare rate and hotel transportation cost. When airfare reimbursement is claimed, no allowance will be paid for road or bridge toll charges or other car expenses. If the destination is not served by air, fare to the nearest terminal will be allowed and mileage will be allowed for a round trip from the air terminal to the destination and back to the terminal. Cost of lodging, meals, and other expenses en route that would have not been incurred if public transportation had been used will not be reimbursed.
3. When more than one City Official, employee or other representative travel in one private vehicle, and all have allowable expenses, only the driver of the vehicle will be reimbursed at the "coach" air fare rate or the allowable mileage charge, whichever is the lesser. Other employees or officials will be reimbursed for actual allowable expenses to and from the authorized meeting.
4. Unused portions of airplane, railroad, and bus tickets are subject to refund, and the traveler shall take all steps necessary to secure such refunds.
J. Combined Business and Personal Travel
Employees wishing to combine business and personal travel should first seek permission from their supervisors. Personal travel should generally be defined as planned or unplanned trips that are unrelated to City business. If an employee combines business and personal travel, expenses should be paid directly by the employee, not charged to the City, for all those expenses or portion of expenses that are personal. The city will only reimburse that portion of a trip and those expenses that are directly related to City business. In those cases where an employee is approved to have a family member accompany him or her on a business trip, the employee must pay all additional expenses (e.g. incremental hotel charges, meals, travel, etc.). No adjustments are permitted to cover the expenses of accompanying family members.
a) If using a rental car, a separate contract must be obtained for the personal part of the trip.
b) If using a personal vehicle, only the mileage related directly to City business shall be reimbursed.
c) This policy is not meant to cover incidental personal travel (e.g. meals, entertainment during an extended stay, emergency stops, etc.).
K. Non-Reimbursable Expenses
1. Personal (non-job related) phone calls, except as provided in this policy
2. Personal expenses and personal trip insurance
3. Personal legal charges and traffic violations
4. Personal property loss, theft, or damage
5. Alcoholic beverages
6. Personal side trips or entertainment
7. Loss or theft of cash, travel tickets, or credit cards
L. Right of Appeal
1. If the City Finance Director's denial of reimbursement and the decision is upheld by the City Manager for a particular expenditure is upheld by the City Manager, all employees not covered by union contract may appeal to the Civil Service Commission. Union employees will follow the established union grievance process.
IV. The City Finance Director shall submit a monthly record of all meal expenditures under this section to the City Council.
BUSINESS MEALS
I. Business Meals
A. A business meal should be defined as: a meal between at least one City employee and another person not employed by the City, during which legitimate city business is discussed.
B. Business meals solely between City employees are generally prohibited. Any exceptions will be handled on a case by case basis.
C. The City shall appropriate funds each year for business meals. All business meals shall be paid or reimbursed from this fund.
1. Adequate supporting documentation should be given to the City Finance Director through normal City channels within seven days of the incurred expense.
a) The supporting documentation should detail the amount of the charge, why a meal meeting was necessary, the nature of the meeting, and who was in attendance.
ACCEPTABLE USE OF GOVERNMENT EQUIPMENT
OFFICE EQUIPMENT
No personal use of City office equipment will be permitted, except as approved with a schedule of reimbursable rates. Refer to the current City Fee Schedule for copier and FAX usage rates.
TELECOMMUNICATIONS
I. Acceptable Uses of Communication Equipment
A. Communication devices provided by the City for the purpose of conducting official City business. Communication devices may not be used for personal reasons, except as is provided in this policy.
B. Personal phone calls to schedule appointments, breaks, and lunches; to contact home service/repair companies, to verify the safety of dependents when normal care arrangements cannot be made, for example, are a reasonable use of the City's communication equipment, as long as such communications are moderate in number and length, and do not unnecessarily interfere with an employee's work.
C. Employee will pay for any overage of wireless telecommunication plan.
TOOLS
I. Acceptable Uses of City Owned Tools
A. The City provides tools and equipment for the performance of jobs. The removal of the City’s tools and equipment from City property or job sites for personal use us prohibited.
B. At management's discretion, employees may use City equipment and property, including vehicles, furniture, video equipment, tools, etc., to participate in parades, festivals, or other civic functions. Appropriate reasons for official participation in a parade, festival, or civic function include, but may not be limited to, promotion of City goals, demonstration of support for the community or support for official City goals.
PERSONAL USE OF CITY OWNED VEHICLES
A. Any City employee using a City-owned vehicle for personal use shall document and report the personal mileage to the City Finance Director monthly by filing a report with the Finance Director by the 10th of the month for the preceding calendar month.
B. Personal use of City-owned vehicles shall be treated as taxable income to the employee. The City Finance Director shall calculate the amount of income by multiplying the approved mileage reimbursement amount by the total amount of personal miles.
C. This section shall conform to all appropriate federal laws and the City and the employee shall meet any reporting requirements.
(Ord. 07-17. Passed 5-21-07.)