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HomeMy WebLinkAboutAGENDA REPORT 1991 0515 CC REG ITEM 08DITEM �• P 0 MO.ORPARK K - -� ;L � 799 Moo-park Avenue M�: pt,rl,. C'al'itornia 93021 M E M O R A 2 D rl M (805) 529 -6864 City Council Meeflng of _ �S 199[ ACTION: G� TO: Honorable City Council FROM: Richard Hare, Dep t_y City Mana 4e DATE: May 9, 1991 SUBJECT: Revisions to MOp Travel Policy BACKGROUND The City Council originally authorization and expense reimb 1984. This policy was revised .J time the policy has operated accounting division has recommenc the policy making the insti encouraging the timely submitt<r recognizing the restrictions cur Council agenda preparation and to of important meetings which may City representatives. _iopted (A formal travel ,rsement policy in April ly 15, 1985. Since that 3equatcyly, however, the d certain adjustments to .ction:, more explicit, of expense reports and ently in place for City limited notice received ._squire the attendance of The Budget and Financ_;e Commit -ec ha:3 also considered the reimbursement of expenses incurs, ! by council members and commissioners. Thei r recommen( iti ins ire included in Section D c- .rhict has been add,_, t ) 'h, original travel policy. DISCUSSION Section A2: Change the notif icatic,n from 7 r; 11 S to 24 hours. Sometimes meeting notices are n received in a timely manner and it i'; i r. the inter. e <: (d the City to send a representative to the meeting. r7,l.c cL.irrerLt time restriction makes attendance at -portant 'Te, ngs difficult. PAUL W LAWRASON JR RERNARDC M PE=E 7 SCOTT M( NT N ���r' E TALLE'_Y JP JOHN E WOZNIAK Mayor Mayor ( o Ter ounc r)..,, oumdrnember Councilmember Section B1: This section has been amended tc approve travel requiring lodging previously approved the travel by for it. Related references in ctf revises. tc }, r: > sfQnt thr.ou -;h Section B2: Change filing of rough draft of to one week before the City Counc ': h-2 City Manager to City Council has he appropriation of funds r s.ec-t ^_ons have lso been hens( - la im from 72 hours L meeting. The time limit of 72 hours not.i� • did not allow adequate time to place an item on the I t °z Council Agenda. In practice, City Council agenda it.o S ire submitted one week prior to the meeting. Section B4 (1): Add "if possible ", qualifying they 7-E'C -tic)n to staff to make advance arrangements. At times, there is not.. adequate oi;,ortun!ty, nor the means, to make advance arrangements to pci regi s ration and lodging fees. Section B4 (2): Change advance payment from 80o tc IOC'-,; of estimated cost as approved by the City Manager or h s desi(lnee. It is in the City's interest to send an individual to a meeting, seminar, or training ses:i.on otherwise, the travel would not be approved. This secti n has imposed a burden on the individual to pay twenty per ent of the expenses and then to receive reimbursement t a3 later date. The amendment of this section would re ievE:. tre traveler of this burden. The City Manager can li_m.i_ the amount of advance by approving a conservative estima ::i expenses, thereby protecting the City from unreason) i y icfh advances. Section B5 (1): Specifies a requirement for re!E'-,. -ts to document expenses and a time limit for submission o± ec ipt.s and expenses ten (10) working days after returnin,.[ rcri t'ie trip. The current expense reimbursement ia- m form indicates that receipts are required. This - :ot spf-cified in MOP I. Inclusion of thi �-, requirement wc�u ! E ] i minate the ambiguity for the traveler. I` this 1,trlrl juc is not adopted the expense reimbursement forri traveler's certification of long as expenses asser_tea appropriate for tre acti.vi`:•, - anxAger . Section B5 (2) Lhi.s parac)ra ail 1 ]__n_Lts the trips as documented by receipt_- _itemized. Further, the amo_i,nt specified (breakfast $25.00). The specification of define reasonable Expenses. 14 Section B6: This section adds a $34 pEr Internal. Revenue Service (IRS cities, as a daily meal and tii, traveler. This removes the receipts for meals and associ expense reimbursement form whet incurred by the traveler. It such as parking and transport, would have to itemize the addi.t reimbursement request fora: reimbursement of the add.itio'rl,l In the event, the ti aveler has per diem allowance the traveler provide all receipts to rec(r i. expenses up to the maximum .)f section B5. Only one methoii for meals and tips shall be shall be at the discretion of Regardless of method select.e purchase of alcohclic bevera-)E: Section c: Allows mileage reimbursement f:;, the six county area for thos(� r The car a llowonces currently E. City Manager, some department. supervisor who routinely use tht_ business. For trips which are ( daily business activity in ti,( reimbursement would apply. f would be the df�ter;n ning fact Ii L 1 _;e amended and the )ense:s will be accepted, as ,re a =,ual, customary and a let ermined ) y the Cit--; to b(, paid for meals plus '.c a maximum of $50.00 when a L Lowztble for each meal is lunl-h $15.00, dinner - allowable amounts helps to ] tr,a�, be combined. Teri, which is the current allowance for California !l l owance for the overnight eq.iirement for collecting ted t.ps or turning in an me al> were the only expense ther expenses are incurred .L(: :)n expenses, the traveler ar ]'. e } :penses on an expense rica ut_nn:it the form for C;.. En; e h snse:. which exceed the $34 ay it.c.ni ze all expenses and air +pct reimbursement of 5:) Eaer day as outlined in <11CL, Lat.ing reimbursement 'Ih.0 selection of method expenses related to the V I r )t. be reimbursed. cvernight trips outside of -'F'- v i_r 'f <i car allowance. o-) i ded are limited to the heads and the recreation pers,_na1 vehicles on City t of tale ordinary scope of r, ix: ( _)unty area, mileage 3e: -t nation of the trip The mileage allowance for use f & personal vehicle is set at the current IRS rate for a mile <�ge. Previously, the rate was $.25 per mile for t� first 150 miles and $.20 thereafter. This amendment rec frA zes the increased cost of v(,hi_cle operat i.on and simp' it t +ZL r-iAmbursomc nt rate. �Che cuzrent Section D; Section D est -abl isiles the Buffo the reviewing authority reimbursement claim if the tr;a Council or the Planning Commis Commission. In the event, a me . an expense r(_-imbursement c'_a approved by the t %,jo senior members of th- committee. RECOMMENDATION +t and Finance Committee as )r A travelers expense a member of the City icr )r Parks and Recreation be of the Committee submits i- shall be reviewed and �1 W i members who are not Approve the proposed rev s:i �iE )r Moorpark Operating Procedure I. MOOR PARX OPERATING �'ROCEDURES ;LF.7ECT: MEETIL: B. CONFERENCES /TRAINING SESSI1X11 Fc!qu ring lodging) 1. The cost of registra- ar, i -oclg. meals, parking and mileatle are all-owable tl r_�x1)enses. Attendance at City pe e s-uk j rc. t e advance aPProval of the ' 1 1 � rb h ivc_ been appropriated t 7Yty .ai} rl, 1 . Other t z;hril E_ require approval_ and cl -1 ���� � -. �: C ' u,lcil I ': e _ rmd iv ideal attend i ° . l :c : 1 f i le < -..a rough -draft copy of t for '�,eimbur, Ent ot. Travel. Expenses with the City an,_ige r, at leas, City Council r hc,u= s [ one week] prior to the Meet Lr, J rc�c�.:lin9 the date of the Confer ence /Training SI i -); -, 3. The C i ty .Ma r1ager sha 1 1 appropriated and r_ expenditure and shah travel ] or [ refer t u attendance /non- attenda funds proposed cont,_ ,r-I in thc, same general Lite" dur i n_1 the bud:_I< �_ t_( rmi:le whether funds have been %'ai1,1ble for said proposed [" Lther approve /disapprove the is City Council and] recommend 'e has' ,d on the availability of f =he netting and other meetings 1 , : 1 - 1 which slay be scheduled 4. After approval by t11(_ i an<ager staff Hai i 1 [ if poss i :riake advar Pay regi_ ;tration and 1 1, r ( fees and payment in the amount > t D exc =eed ba lance ) [ -lie est.im : ,.: 5. Upon return to the City complete th(� Claim fc.r in fin,il form [with si l_�, and submit it [within City Winager for reimon, i [Total receipts for n honoree up to $50.0'1 Limit, oL `,10.00 fo fc;r dinner. r1,_, or; City Council, ice arrangements to to make an advance 8f}''r [ 100 %] of the ': -lie i idi.vidual attending shall ,imbur_ement of Travel Expenses, C, -rI(j receipts or cash tickets), dEays of their return] to the eai��nt, or refund of any overage. is _inc ,associated tips will be �i jay based on the following $15.00 for lunch and i' i ,c combined. ] 6. [The traveler may rece. 1 Pei diem allowance for meals plus tips. The per d i 1 1 c w�,nce shall conform to the currently allowed MI, Revenue Service (IRS) allo, ,,rincc� for Califo _r c ; It shill be prorated W11-11 wen �luprc�priate. ] 7. G711011 t,Ie individual ac:,omp In i (ld by his o:- the al ', olv,labl e cost fc_c- would I ;e allowed if the The lodging and all trave 1 : ng companion a r r the, Cit,Y'I lc:in� <I ,n approved conference is ;pause or another companion, aging shall be only that which !Id v .d °ial were traveling alone. e c- F,,xl senses of the spouse or ";one 'L and not reimbursable by C. STAFF TRAVEL: - RE(;L'LAR /SPECI,v . tat f pe:h --Sof �r...1:- assi jned E.%r." ( -, special time during tf.�� ._e -lular cour >_ actual El re imburseci . r tact -ual mi ? eaca• 01 the six ' )Ilnt'y area �3erna(I i no, " �r��,i : -1e, and O� : the City as ;oint of depar4 1�1 Mileage expense for the use c e ©�3neetian h it E ateg4rie� �- a Id allowed by the Internal Revenue ,;c:,i total expense of yid travel sha round -trip air far tc) the destin�'i* expen: >e to and f :n the 'rirport J1 Attendance at a sped -al meeting f in Sacramento /Washington, D.C. o:- City of Moorpark i deemed urgcn• precludes advance appro✓al by th(� by the Mayor and (:)1her- memb,: t ratif ication of t:ie expense an 3 regular Counci 1 Mcet a nq. 1F, FT N S the Cite Manager to attend < :h:c;i are scheduled from tune tc shall. be reimbursed for exc�enses on an actual Cr t:. _ ips _,.n City business outside 3J_ar1, Ventura, Los Angeles, ,n 1 1•�ag:_ wi_11 be calculated iron thc Aestinat_.on. ] J�ers(.nal vehicle for travel -kn shal. be at the rate [currently c ! E' f, E> t: -- _ � �J -peiG }�} �e —few the nTSt ? provided, however, that the �t excu�ed the combined total of the �• , }- l L, ; the private vehicle mileage 7r _) r i ite part ing fees. 4.h i =_,h funds are not appropriated] , 1lE r i r y at which attendance by the r c;l J 1-(-h occurs at a time which u c i is a whole, may be authorized } qty Council, subject to the oil of of unds] at the next [D. COUNCIL AND COMMISSIONER EX -'t' , The travel and expense reimbur Planning Commission, and the be governed k,y the same ru _e fol lowing e�.(,ept ion . T1. commissioner_: ;hat L be apps Finance Committ, -,? f funds ir require the af�proval and a,. Counci l . The certified Clai rI be reviewed a;ld auk :j ect to t h, and Finance 'omm_ittee. I1 Committee r Claim f ;t : ubj (pct to the appr oval of t f1r Counci l who .r �ic, n;enrber: o- �une�rnebers- and- 3e;�R ber -s me "t o t members of the Council, the :-ks and Recreation Commission shall ��itai led in this policy with the of council members and G in advance by the Budget and ippror - fated. Otherwise, it shall c.Pr . �rt ion of funds by the City Reimbursement form shall cv<', L of the City Council Budget .D1' the Budget and Finance Reimbursement, it shall be s,en for members of the City �.. (jOt <inc Finance Committee. NOTE: All deleted language is str..., cver and new language is bracketed.