HomeMy WebLinkAbout2010/09/14 Item 5
CITY COUNCIL
AGENDA STATEMENT
:Sw~ CITYOF
~CHULA VISTA
SEPTEMBER 14, 2010, Item 5_
ITEM TITLE:
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ADOPTING A CfTY COUNCIL POLICY ON
TRAVEL AND CONFERENCES/TRAINING
SUBMITTED BY:
REVIEWED BY:
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA AMENDING CITY COUNCIL POLICY 120-
01 USE OF CITY VEHICLES AND MILEAGE
REIMBURSEMENT FOR USE OF PRIV ATE VEHICLES.
DIRECTOR OF FIN~/TREASURERLj7l~
CITY MANAGER
ASSISTANT CITY ANAGER ~
4/5THS VOTE: YES D NO I X I
SUMMARY
As part of the City's Fiscal Health Plan, the Finance Department will complete a review of all tiscal
policies and identifY areas in the City's internal controls that could be further strengthened with
written policies. As a result of this review, we are bringing forward for your consideration the
attached policies.
Staff will continue to review City policies to ensure continued relevance and to identifY any
shortfalls in fiscal accountability that should be addressed 'With new policies. As the review
progresses, we will periodically bring forward for your consideration new policies, and if need be,
amendments to existing policies as necessary.
ENVIRONMENT AL REVIEW
Not applicable.
RECOMMENDATION
That Council adopts the resolutions.
BOARDS/COMMISSION RECOMMENDATION
Not applicable.
5-1
JUNE 10, 200X, Item ~
Page 2 of 2
DISCUSSION
Occasionally, it is necessary for City personnel to attend meetings, travel outside the City to conduct
City business and attend conferences, seminars and training sessions. Various modes of
transportation are available and other associated costs can vary considerably. A policy is necessary
to provide a consistent means of requesting, authorizing and reimbursing necessary travel expenses
for all employees.
The City does not have a Council Policy regarding employee travel and attendance at conferences
and meetings. The proposed policy establishes guidelines for authorization and reimbursement of
expenses incurred for travel while conducting official City business.
The Govenunent Finance Officers Association (GFOA) best practices recommend that accounting
policies and procedures be promulgated by an appropriate level of management to emphasize their
importance and authority. It is very important that travel is properly authorized, expenditures be
properly accounted for and that all reimbursement requests be consistently applied for all City
employees regardless of status in the organization. Therefore, the Finance Department is
reconuuending that the attached Travel Policy be adopted as a City Council Policy.
Amemling Council Policv 120-01
Related to the travel policy is the issue of mileage reimbursement for employees who drive their
own vehicles while conducting 0 fticial City business. The appropriate document to address this
issue is Council Policy 120-0 I, which already discusses the use of City Vehicles and Auto
Allowances. Addressing mileage reimbursement in this policy further clarities how City employees
that conduct City business using their personal vehicles will be compensated. The amended policy
removes language regarding auto allowances and provides instructions to the employee for the
claiming of mileage and assistance in deternlining mileage that is eligible for reimbursement.
DECISION MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site
specific and consequently the 500 foot rule found in California Code of Regulations section
] 8704.2(a)(1) is not applicable to this decision.
CURRENT YEAR FISCAL IMPACT
There is no direct fiscal impact by this action.
ONGOING FISCAL YEAR IMPACT
There is no ongoing tiscal impact by this action.
A TT ACHMENTS:
1. Policies Governing Travel and Conferences/Training
2. Amended Council Policy 120-01 "Use of City Vehicles and Mileage Reimbursement for Use of
Private Vehicles
5-2
~-
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: POLICIES GOVERNING TRAVEL AND
CONFERENCES/TRAINING
POLlCY
NUMBER
EFFECTIVE
DATE
PAGE
0911412010
1 of 5
ADOPTED BY: (Resolution No.)
I DATED: 09/14/2010
AMENDED BY: Resolution No. (date of resolution)
I. PfJRPOSF: The purpose of this policy is to establish policies with regard to
attendance at conferences/training and procedures regulating travel and prior approval
of attendance and reimbursable expenditures.
n. POUCY
A. BACKGROUND: Allowing City staff to attend conferencesltraining promotes
the exchange of ideas, assists statT in keeping up-to-date with new laws and
practices in their field, and enhances their abilities to improve services to the
community. Attendance at conferences/training, as well as other events, may
require local or non-local travel. It is, therefore, necessary that the City establish
policies with regard to attendance at conferences/training, and procedures
regulating travel and prior approval of attendance and reimbursable expenditures.
B. DEFINITIONS
.
Official Travel is defined as travel while conducting official City business.
Local Travel is defined as official travel within San Diego County.
Non-Local Travel is defined as official travel outside of San Diego County.
ConferencelTraining IS defined as meetings, semmars, workshops, and
training programs where the employee is away from work.
Mileage is defined as the reimbursable expense incurred through the use of a
private vehicle on official City business. Employees recelvmg mileage
reimbursement are subject to the restrictions of City Council Policy 120-0 I
Use o( City Vehicles and Auto Allmvances. The rate for calculating the
mileage reimbursement will he based on the eurrent I.R.S business
mileage rate.
.
.
.
.
C. PROCEDURES
1. Prior approval of the Department Head or designee shall be obtained for all
local or non-local travel. The City Manager or designee shall approve
Department Beau travel.
2. Prior approval of the City Manager shall be obtaineu for all travel requests
that are out-of state.
5-3
SUBJECT: POLICIES GOVERNING TRAVEL AND
CONFERENCES/TRAINING
COUNCIL POLICY
CITY OF CHULA VISTA
POLICY
NUMBER
EFFECTIVE
DATE
09/14/20 I 0
PAGE
20f5
ADOPTED BY: (Resolution No.)
I DATED: 09/14/2010
AMENDED BY: Resolution No. (date of resolution)
3. Training/conferences must directly benefit the City by enhancing employee
job skills, knowledge of current applicable induslry practices, applicable rules,
laws and regulations related to the employees current job duties or preparing
the employee for promotional opportunities in the City.
4. Requests for travel (local and non-local) shall be made on the City's Travel
Request fonn (see attachment) if an expenditure is to be incurred.
5. Reimbursement for local travel with a total cost of $100 or less may be paid
from petty cash with proper authorization. Petty cash reimbursements must
follow the Administrative Petty Cash Policy.
6. Travel Expense and Reimbursement Report requires Department Head or
designee approval and should be submitted after attending the
conference/training and within 30 days after completion of travel. The City
Manager or designee shall approve Department Head travel expense reports.
7. When possible, payments will be paid directly by the City to the travel agency,
airline, hotel or conference. These payments can be processed through Direct
Payment Request or City-issued credit card. An employee has the option to
pay for all costs with their personal credit card and seek reimbursement
through the Travel Expense and Reimhursement Report.
8. An approved Travel Request should accompany all payment documents as
evidence that approval was obtained prior to payments being made and the
commencement of travel.
9. If requested, per diem meal allowances may he advanced if Non-Local travel
exceeds 3 days. The amount of the advance will not exceed the per diem rate
for each day of travel (i.e. 3 days travel times $49 per diem rate). All advance
checks will not be released to the employee any earlier than 5 days prior to
scheduled travel.
Requests for an advance will not be available for City credit card holders.
Requests should be submitted in advance to ensure the cheek will be processed
through the norrnal accounts payable cycle and to ensure there is sufficient time
to provide the check to the employee that is traveling. Requests for advances
requiring special handling because the request was not received in time for a
check to be issued during the regular accounts payable cycle will be denied.
0....
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: POLICIES GOVERNING TRAVEL Ai'l'D
CONFERENCES/TRAINING
POLICY
NUMBER
EFFECTIVE
DATE
09/14/2010
PAGE
30f5
ADOPTED BY: (Resolution No.)
AMENDED BY: Resolution No. (date ofresolution)
I DATED: 09/14/2010
D. TRANSPORTATION
1. LOCAL: The normal mode of transportation for local travel will be by
automobile, either City-owned or private (see City Council Policy 120-01 Use
oreity Vchicles and Auto Allowances and Jl1ileage Reimbursementfor Use of
Private Vehicles regarding use of City-owned vehicles). Employees are
encouraged to carpool whenever feasible to reduce pollution and to eliminate
duplication of mileage reimbursements when applicable.
2. NON-LOCAL: All non-local travel on City business will be via the most
economical and time-efficient mode.
Allowance for air travel will be round trip coach fare to the City specified.
Travelers are encouraged to book their air reservations at least 30 days in
advance of the night whenever possible to obtain any special reduced night
fares. Each department will alTange ticketing for all air travel. It is the
responsibility of the department head or designee to review air travel expenses
for appropriateness. The employee IS responsible and accountable for
obtaining the lowest reasonable airfare.
Reasonable ground transpotiation charges (t<Lxi or bus) between the airport
and, the business meeting site shall be allowed, as will any reasonable
transportation costs between the traveler's home and airport.
E. LODGING: Lodging IS allowed only for non-local travel. Travelers are
expected to select a hotel that is specified by the conference or seminar they are
attending with corresponding reduced rates or govermnent rates if the conference
hotels are full. Employee requested room upgrades would be at the employee's
expense.
F. MEALS: Meal allowance per diems when on travel status (i.e., non-local travel)
is $49 per day. Travelers shall receive a reduced per diem if one or more meals
are included in the conference cost or are otherwise covered. Allowances are as
follows:
. Breakfast:
$10.00
$14.00
$25.00
. Lunch:
. Dinner:
u u
SUBJECT: POLICIES GOVERNING TRAVEL AND
CONFERENCESrrRAINING
COUNCIL POLICY
CITY OF CHULA VISTA
POLlCY
NUMBER
EFFECTIVE
DATE
09/14/2010
PAGE
401'5
ADOPTED BY: (Resolution No.)
AMENDED BY: Resolution No. (date ofresolution)
I DATED: 09/14/2010
Receipts for per diem meals are not required unless a City issued credit card is
used. 11' the traveler spends an amount in excess of the per diem h'Tanted, that
expense is not reimbursable unless accompanied by an itemized receipt (not a
credit card receipt) and approved by the Department Head, City Manager or
their designee. An itemized receipt will list the details of the meals and items
paid for.
Fx~~ptioll to per r1iem retes statf'n anOVf'. If non-local travel is required and
reimbursed from a grant or other Agency, then the per diem rates authorized by
the grant or other Agency will be permitted for the amount authorized. The
traveler must be in compliancc with the grant provisions or other Agency
policies regarding travel. In no case will a traveler be able to collect a per diem
trom both the City, and the grant or other Agency, reimbursing the non-local
travel.
G. lNCJl)ENT ALS: The City will reimburse reasonable (as determined by the
Finance Department) incidental business expenses associated with travel such as:
airport shuttle; airport parking; tips; business telephone calls, etc. .when
acmmpanien hy r~~~ipts. The City will not reimburse the traveler for items that
are personal in naturc, such as dry cleaning, theater tickets, 'alcoholic beverages,
personal care items, in-room movies, etc.
H. PERSONAL TRAVEL: Personal travel (i.e., vacations, extended weekends,
travel with spouse, family, or companion etc.) combined with business travel is
permitted. Any costs associated with the personal portion of travel are not
reimbursable and should not be charged to a City credit card. If the personal
travel results in a higher airfare or additional expense to the City for the business
related travel. the traveler will reimburse the City for the actual additional costs.
Under no circumstances will the City reimburse an employee traveler for
additional expenses incurred as the result of the simultaneous travel of a spouse
or other companion.
5 D
COUNCIL POLlCY
CITY OF CHULA VISTA
SUBJECT: I'OLlCIES GOVERl~[NG TRAVEL AND POLICY EFFECTIVE
CONFERENCESffRAINING NUMBER DATE PAGE
09/14/20 I 0 50f5
ADOPTED BY: (Resolution No.) I DATED: 09/14/2010
AMENDED BY: Resolution No. (date of resolution)
I. MEETINGS (LOCAL TRAVEL): Attendance at meetings (one day or less
away Crom work - Local Travel) may he requested in advance on the Travel
Request fom1 (or a Direct Payment form if in accordance with "Procedures"
section number 2 above) if an expenditure will be incurred. The individual may
pay the expense out-ot:pocket with the City reimbursing the individual through a
Travel Expense and Reimbursement Report along with supporting docwnentation
that has been completed and signed by the Department Head, City Manager or
designee. Whenever possible, the City shall directly prepay any meeting
registration fees.
III. srOPF.: This policy govems all employee travel and attendance at conferences and
meetings that require an expenditure.
TV. RFSPONSIRI F PARTY: Department Heads are accountable for all
tra velltraining/ conference expenses for his/her department. Authorization for
tra velltraining/ con ference expenditures shall take into account the training and
professional needs of the City, department and individual. Department Heads have
the authority to use their discretion but are responsible for all expenditures and
budgetary controls.
V. RFT.A TF!) POI.((,lFS:
City Council Policy 120-01 Use of City Vehicles and Auto Allowances
City Council Policy 120-03 regarding Reimbursement of Legislative Body Members
VI. FORMS
. Travel Request Form
. Request for Meal Allowance Advance
. Travel Expense and Reimbursement Report
5-7
City of Chula Vista
Travel Request Form
Traveler's Name:
Date of Request: I Empluyee Number:
Destination: (Out of State travel requires City Manager appruval)
Purpose:
Date and Time of Departure I Date and Time of Return
I hereby request authorization to travel at the City's expense for the purpose and destination
indicated above.
Mode of Transportation:
DCity Vehicle
DPrivate Vehicle
DAir
DOther (Specify)
Estimated Amount
Transportation $
Accommodations $
Registration Fee $
Sh u ttle/Taxi/Pa rkin!! $
Meals (Days x $49)= $
Tips $
Total $
Charge to Account (List Organizational Key and Account):
Employee Signature:
This request is:
DAPPROVED
DDISAPPROVED
Department Head Signature:
Date:
In approving this Travel Request you are attesting that you have sufficient funds in your Services and
Supplies budget category for this request.
5-8
City of Chula Vista
Request for Meal Allowance Advance
Travel requests for meal advances will be limited to $49.00 per day with adjustments made for any
conference meals that are included.
Please answer the following questions to determine if you may receive a meal allowance advance.
Do you have a City issued Credit Card? DYes D No (If Yes, an advance will NOT he issued.)
Meal advances will be issued for a minimum of 3 days travel.
Are you traveling for 3 days or more?
DYes D No (If No, an advance will NOT be issued.)
Check the box for each meal you are requesting an advance. Do not request an advance for meals
provided through the conference or training. Total amounts as indicated in the table below.
Sun Mon Tues Wed Thurs Fri Sat Total
Date:
Breakfast ($10)
Lunch ($14)
Dinner ($25)
Daily Total (549)
Employee Signature:
This request is:
DAPPROVED
DDISAPPROVED
Department Head Signature:
Date:
5-9
CITY OF CHULA VISTA
TRAVEL EXPENSE AND REIMBURSEMENT REPORT
TYPE OR PRINT CLEARLY
o ORIGlr~AL REOUEST
o ADDITIONAL REQUEST
ISSUE CHECK TO (IF OTHER THAN TR/WELER)
PURPOSE OF TRIP
TRAVELER'S NAME (LAST, FIRST, MIDDLE INITIAl)
DEPARTMENT ACTIVITl'
PERIOD COVERED
TO
EXPENDITURES
RETURN THIS FORM WITHIN 30 DAYS AFTER COMPLETION OF TRAVEL
ATTACH ALL RECEIPTS TO THIS FORM FOR EXPENDITURES REPOR-TED
1. DATE 2. DATE 3. DATE 4, DATE 5. DATE 6. DATE
7 DATE
8 DATE
9 DATE
ITEM
/ /
/ /
/ /
/ /
/ /
/ /
/ /
/ /
I I
TOTALS
1 MEALS
2. LODGING
3. FARE (AIR-RAIL-ETC)
4.TAXI, SHUTTLE, BUS
5. TELEPHONE
6. AUTO RENTAL
7. OTHER
8.
9.
10
11
12.
ITEM TOTALS BY DATE
ITEMS #6 THROUGH #12 REOUIRE EXPLANATION BELOW
TOTAL APPROVED EXPENSES A
ITEM & eaL #
EXPLANATION
.TRAVELER'S RECONCILIATION
CASH ADVANCED
LESS APPROVED EXPENSES
BALANCE DUE TO CITY/EMPLOYEE
1~,,*,,-cjtlM''';;'il'';1~~1tUF.ORiF.IN~NCE,DERTt.I'JSE'.ONli'Y,~~i\\1;-;~
t.\C_C_0_I'JNT~NI'JMBER';jiA~ J"HECK~N01'f~ MIS_C'lRECEIRiT:Sl.' M0_I'JN"~
~~"--ID - l1li_
' '!:Jii~ I i!"'~! L<~ ~ . ",
'. ~".~ ~' , .' _. ~ . ..;' 1/1)
~~l'><~ -~- , " _. ="'_:r~""
;:;~~l:'\..'~~ ~ A "'a.~ ~!f. .
,~;~~' ,:~ ,;:,~ g~~ ~ - ~~j:" ~~ :w
'" ---
I CERTIFY THAT THESE WERE
AUTHORIZED CITY TRAVEL EXPENSES
AND WERE ACTUALLY INCURRED BY ME
EMPLOYEE SIGNATUR.E
APPROVED BY
5-10
COUNCIL POLICY I
CITY OF CHULA VISTA
SUBJECT: USE OF CITY VElllCLES AND AUTO POLICY EFFECTIVE
ALLOWANCES ANn MTI ,F,AGF NUMBER DATE PAGE
REIMHllRSFMFNT FOR lTSE OF 120-01 ~Q20
PRIVATF VFHICCES 1 of 5
14-7010
ADOPTED BY: Minute Action I DATED: 12/08/1992
AMENDED BY: Resolution No, July ')~A"t,,,11S"rt"111h,,r 14,20106 II
BACKGROUND AND PURPOSE [I
Memberg of the City Council and the public ha'v'ing expregged concern aOOtit
per:wnal uge of City' vehicle:>, tl1e--Ihe purpose of this policy is to provide formal
guidelines regarding: ft+-personal use of City vehicles, and ~
altewaftees f:3-:t mileage reimblJrsement for IJSe of private vehides, The policies
regarding these twoJ:lJ:fee issues are addressed separately below,
I. POLICY REGARDING PERSONAL USE OF CITY VEHICLES
The use of any City-owned vehicle for any employee's personal use or private
business (instead of for the City's official business) is prohibited, unless such use is
explicitly authorized as provided below,
A In special circumstances, the City Council may determine it is in the City's best
interest to authorize an employee to use a City vehicle for the employee's
unrestricted personal use as well as City business, Any such agreements
allowing an employee's unrestricted personal use of a City vehicle must be
authorized by the City Council.
B, The City Manager may, upon the recommendation of the appropriate department
head, authorize the following types of personal use of City vehicles:
,
1, Commuting Only: Executive Managers, employees designated by their
department head as "on call," and Police Officers who are assigned Police
motorcycles or K-9 vehicles may be authorized to use a City vehicle for travel !
between their home and work and "de minimis" personal use1 in route or
during the workday,
2, Public Safety On Call Service: Police and Fire employees who are designated
by the Police Chief or Fire Chief as "on call" may be authorized to use a City
vehicle for limited personal use while they are on call but such use shall be
limited to San Diego County or a portion thereof.
J De minimis personal use means a minimum amount of use that is clearly secondary to the use for which the vehicle is
primarily used. Example: A short stop for a persorsLe:v::rd on the way between work and the employee's home.
SUBJECT:
USE OF CITY VEHICLES A,~D AUTO
ALLO'NANCES AN!) Mil F AGF
RFrMRITI~Sl?MFNT FOR lTSF OF
PIHV A TF VFHICLF,S
COUNCIL POLICY
CITY OF CHULA VISTA
POLICY
NUMBER
EFFECTJVE
DATE
PAGE
120-01
]; -08-1992ffio
14-7010
I DATED: 12/08/1992
20f5
ADOPTED BY: Minute Action
AMENDED BY: Resolution No.
JeLly 2';';'"::;",, ]S~rtemhpr ]4, 70106
In considering whether or under what conditions to authorize one of the above types
of uses of City vehicles, the department head and the City Manager shall take the
following into account:
. The relative cost to the City of the proposed use of a City vehicle and of other
alternatives.
. The importance of the employee being able to respond quickly to emergency
or near emergency situations after the employee's normal work schedule.
. The importance of the employee having access to special equipment installed
in a City vehicle when the employee responds to situations after the
employee's normal work schedule.
. The frequency of such call back situations.
. The geographic distance and response time from an employee's residence to
work site(s).
. The importance of the employee's driving a City vehicle for special reasons
such as enabling easier access at emergency scenes or other restricted
access areas or for giving tours to visiting dignitaries.
. Other relevant considerations such as potential effects on the employee's
productivity or on the City image portrayed to the public.
C. City vehicles should generally be used in a manner that will minimize the number
of miies traveled and the travel time involved. It therefore may be appropriate,
subject to the approval of the employee's supervisor or department head, for an
employee to stop for lunch or other authorized breaks while away from his or her
normal work station, rather than returning to the work station first, if this action
would appreciably reduce mileage and time use.
D. The Finance Director will take prudent steps to ie.nsure the City complies with
relevant IRS reporting regulations.
". I L
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: USE OF CITY VEHICLES AND AUTO POLICY EFFECTIVE
ALLO',vANCES ANn Mil ,F'AC.F NUMBER DATE PAGE
RF'IMRITRSFMFNT FOR TTSF OF 120-01 1'7 -US-l 992Q<l, 3of5
PHTV A TF VFHWI F'S
14-?010
ADOPTED BY: Minute Action I DATED: 12/08/1992
AMENDED BY: Resolution No. July .2 ~ ~ "tu..,j 1 Spplpmnpr 14, 20106 ,I
I
F lJp.partmp.nt heads arp. rp.sponsiblp. for p.nslJrlng that employp.p.s that iJ~R takp.-
home vehidp.s keep a rp.eord of personal miles drivp.n for IRS reporting purpOSp.s
This information mllst be sllbmitted to thp. Finanep. Department annually to mep.t
IRS reporting reqllirements A Finanep. lJp.partment mp.mo will be sp.nt Ollt In
November p.aeh year requp.sting the number of personal miles driven for take-
homp. vehidp.s
F-F City vehicles shall be purchased In accordance with normal purchasing
procedures as provided in the Municipal Code.
II. AUTOMOOILC ALLO.....ANCC POLICY
The City will compensate '"ith a monthly auto allovilame certain emplOyees who may
be requircd to frequently use, or regularly have available:, a personal "Iehicle for City
business. Thc follmliil ,g pro'Jisions shall apply:
A [xecutiJe Rate: The City Manager is authorized to prOvide, at the Manager's
discretion, an auto allowance for executive Managers who are not eligible for the
Seftielf-Exeeuti ,e rate and "ho do not I ",I've an assigned City 'Jchicle. The City
Council "ill periodically determine thc I, ,aximum I, ,onthly amount of the [xecuti'ile
auto allo',~ance and any positions outside the executive Managemcnt group that-are
at:tthorized to rcceive the [xecutivc auto allo'"ance. Initiall'y, the maximul ,1 monthly
rate for the [xecuti,e auto allowance '"ill be $285 pcr month. ,
&.-fhe auto allowance amount, if an'y, for eligible positions that do not report to the
City Manager will be determined by the appropriate appoil ,ting authority (City Council,
f-or CitY' Manage;, City' Altorney, and City Clerk; City Attorney for Assistant--€ffy
Attorney) up to the maximum amoUl ,ts indicated above, or as those rates may
subsequcntly be adjusted by the City Council.
C An employee rcceiving a montl,ly auto allo,,rance 'v'lill not be entitled to ha,e an
assigncd City ',ehicle, to use a pool car, or to recel'vc gas, mileage, or n ,aintenance
serilice or reimbursement for their personal ,ehicle.
The only potential exccption would inJol've: business trips outside Sal, Diego County.
Subject to the authorization of the City Marager or his/her designee, an employee
recei,ing a 11 ,onthly auto allo"ance who needs to dr.i,e beyond San Diego County onl
City bUSiness may be allo,ied to use a City pool car If one IS a,allable or to receive,
I
I
.,- Iv I
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: USE OF CITY VEHICLES 1"~~D AUTO POLICY EFFECTIVE
ALLO\VANCES AND MIl FA(~F NUMB~=R DATE PAGE
RFIMmmSFMFNT FOR ITSF OF 120-01 12-08-19Y2D!b 40f5
PRIVATF VFHlC'T,FS
14-?010
ADOPTED BY: Minute Action I DATED: 12/08/1992
AMENDED BY: Resolution No. :hd) 2_~ A "t",t+SFptemner 14,20106
--mileage reimbursement, but any such mileage reimburgement woold be onl"f for the
mileage outside San Diego County and v,'ould be calculated at half the non ,~at
reimbur~ec
&.--\:ipon the recommendation of the appropriate: departn ,ent head and the apprO\ial
of the Cit"f Manager or the Manager's designee, the ileet Manager may in 3taIt
appropriate City equipmel,t (such ag a tVv'O-'VV8y radio) 01, the persol,al 1ehicle of an
en,ployee receiving a monthly auto allov,ance. Such City equipmel,t ,~ill be
fftaintaincd by the City and will be returned to the City '"henever the City' deems its
return to be appropriate.
i.Cmployees recci"v"ing a I nonthly auto allowance may be required to sho" ploof of
insurance to the City annually and f1isk Manager may determine mil,imum
insurance coverage subject to the approval of the Citf Martager:
i. The iinal,ce Director will take prudent steps to ensure the City complies vvith
televant IRS reporting regulatiof1S":
II Mil FAGF REIMRlJRSEMFNT FOR lJSF OF PRIVATF \/FHICI E
A. The ,-ity will reimhllrse employees for IJSP- of their privClte vehicle when
ner:essary to r:ondllr:t Offir:iClI City business or other City Clr:tivities that have
heen Clpproved hy the department head or their designee
B. The reimbllrsement rate will he set at the r:urrent IRS mileClge rate
C. Mileage will NOT he allowed for normal trips hetween home and headqllarters
However if Cln employee IS r:Cllled har:k to his/her headqllClrters Clfter having
gone home for the day or mllst travel to and from heCldqllarters on a dClY
he/she IS not normally scheduled to work (i e a weekend day for most
employees) the mileage for the direct trips hetween heCldquarters Clnd home
may he claimed
D. Mileage may Cllso he allowed for trips from home to first point of contClr:t not
to exr:eed In Clny case the distanr:e from heCldquClrters to sllch first roint of
contar:t Similarly mileage may be allowed from IClst point of r:ontact to home
not to exceed th", distance from the last point of r:ontact to heCldquarters
" ,..
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: USE OF CITY VEHICLES At"{D AUTO POLICY EFFECTIVE
I
ALLOWANCES AND MTLF AI. F NUMBER DATE PAGE
REIMBlTRSFMFNT FOR IlSF OF 120-01 ] ') -Og- J 992ll'b
PRIVATF VFHTCT.F,S 501'5
14-')()10
ADOPTED BY: Minute Action I DATED: 12/08/1992
AMENDED BY: Resl)\ution No. .Illl)' ;::;All::::".....1 1 Sf'ptf'mhf'r 14, 20106
E. Claims for milAagA inr;llrrAd olltsidA regular working hOIJrs must be
ar;r;ompanied by an Axrlanation showing nAr;Assity for trir
F. WhenAvAr the r;ontinuity of your travAI on City dllty IS brokAn by a personal
trip indicate such fad dAarly Show thA last destination and thA nAW starting
point and timA togethAr with adllal odomAtAr readings at sllr;h two points
G. AttAr daim IS r;omplAted it must be r;ArtifiAd by thA daimant and sllbmitted to
an arrroving authority dAsignatAd by thA dApartment hAad
III. SCOPF
This rolir;y govArns thA use of City vehiclAs and milAagA rAimbllrsAmAnt for
USA of private vAhides
IV. RFIATFIl POI ICIFS
Council Policy GovArning TravAI and ConfArAnr;Asrfraining I
V FORMS
MilAagA Report for ReimbllrsAmAnt for lJSA of PrivatA ConvAyanr;A
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5-15
CITY OF CHULA VISTA
INSTRUCTIONS; Typ~ or MILEAGE REPORT FOR REIMBURSEMENT FOR USE OF
pflntplainly.
Complele all columns and black spaces 'eo PRIVATE CONVEYANCE
reverse side lor detailed mSlructlons Sheet 1 of
Name Employee Number Dept.
employed As (Title) Hu Located At Home Address
Time Odometer - Total Miles
DATE De~ STARTING POINT DESTINATION Purpose of Trip Remarks
Beain___ Eod For Trip
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It more an one sneet IS used, detacn on neavy line, except last s eet.
Total Miles Reported Reportmg Period
THE UNDERSIGNED STATES. Thai the above report and the ilems as therein
set out are true and correct: that no part thereof has bean her'O'tofore paid, that Charge To: Organizational Key and Object Number
me amounl therein is justly due, and that the same presented withIn one year
after the last ilem theraof has accrued, I h<lve a current CA Driver's License.
ACTION OF APPROVING AUTHORITY
I have in force current minimum insurance for liability and property damage as D REPORT D REPORT D REPORT
specified by the Slate of California APPROVED APPROVED WITH DISALLOWED
I declare under penaltv ofperiurv that the foreqoinq is true and correct. IN FULL EXCEPTIONS NOTED
DATED
APPROVED BY:
SIGNATURE
SIGNATURE OF CLAIMANT TITLE
5-16
RULES AND INSTRUCTIONS
I. Fill in the heading completely on the first sheet of each claim. Show name and Employee 10 Number only in
headings of additional sheets of the same claim. A separate claim must be filed for each calendar month. .
a. Headquarters is the home base duty station assigned to you by your department head.
b. Home Address should include street and number and town.
2. Use a separate line for each trip or segment thereof which is followed by a temporary cessation of travel.
Entries should meet the following requirements:
a. Date. Calendar number of day in month to which claim pertains.
b. Time and Odometer. Readings just prior to departure from starting point should be entered above
the diagonal line in the proper block; readings on arrival at destination should be entered below he
diagonal line. Odometer readings should be actual readings to the nearest whole number; however,
the last 3digits (excluding tenths of a mile) will be sufficient, except that the full reading (less tenths)
should be used for the first "begin:' reading for each car used for reimbursable travel on each page.
Do not use "constructed" readings based on mileage data obtained from other sources.
c. Starting Point and Destination. Addresses should include house or building number, name of
street and name of town. For rural locations include sufficient information to permit map location of
the starting point of destination. The notation "home" or "HQ" should be included when a starting
point or destination is either your home or headquarters. Recognized abbreviations may be used for
cities and localities. Except for the initial trip or trip segment each day, no entry need be made in the
"Starting Point" column if the starting point for a trip or trip segment is the same as the "destination"
for the immediately preceding trip or trip segment.
d. Total Miles. Fill in the total miles claimed for the trip.
e. Purpose of Trip - Remarks. State briefly the purpose of each trip and enter any other relevant
remarks.
f. '~In-Arca" Miles. Where the nature of a trip segment requires numerous stops at locations within the
same area, report it as follows:
g. 'Starting point Same as. destination of preceding trip segment.
h. Destination - Location of last stop in trip segment.
1. Time and Odometer - Time and mileage on departure from starting point and on departure from
last stop.
J. Remarks - "In Area." Note: Claims for significant" "In-Area" mileage should be carefully
scrutinized by the approving authority.
3. Mileage will NOT be allowed for normal trips between home and headquarters. However, if an employee is
called back to his headquarters after having gone home tor the day, or must travel to and from headquarters
on a day he is not nunnally scheduled to work (i.e., a weekend day for most employees), the mileage for the
direct trips between headquarters and home may be claimed. See No.4 fur additional instructions. Mileage
may also be allowed for trips from home to first point of contact, not to exceed, in any case, the distance
from headquarters to such tirst point of contact. Similarly, mileage may be allowed from last point of contact
to home, not to exceed the distance from the last point of contact to headquarters. In such case, claim only
the number of miles to which you would be entitled under this rule. (This will be less than shown by
odometer in those instances where headquarters is closer to point of contact than home is to such point.)
Show actual odometer readings in all cases.
4. Claims for mileage incurred outside regular working hours must be accompanied by an explanation showing
necessity for trip. Make such explanation on the claim immediately following entry of the trip. In case of
employees other than department heads, the statement "perfonning specific duties outside of working hours
on orders of department head" must follow the explanation.
5. Whenever the continuity of your travel on City duty is broken by a personal trip, indicate sllch fact clearly.
Show the last destination and the new starting point and time, together with actual odometer readings at such
two points.
6. The authorized rates for computing reimbursement will be the current I.R.S Business mileage rate..
7. After claim is cumpleted, it must be certified by the claimant and submitted to an approving authority
designated by the department head.
8. After required approvals are obtained, total miles will be entered into the time collection system under
procedures established by your department. Keep the Claim Form on file in the department as part of your
Records for Audit.
5-17
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ADOPTING A CITY COUNCIL POLICY ON
TRA VEL AND CONFERENCES/TRAINING
WHEREAS, occasionally, it is necessary for City personnel to attend meetings, travel
outside the City to conduct City business, attend conferences, seminars and training sessions; and
WHEREAS, various modes of transportation are available and other associated costs can
vary considerably; and
WHEREAS, a policy is necessary to provide a consistent means of requesting, authorizing
and reimbursing necessary travel expenses for all employees; and
WHEREAS, the City does not have a Council Policy regarding employee travel and
attendance at conferences and meetings; and
WHEREAS, the proposed policy establishes guidelines for authorization and reimbursement
for all employees; and
WHEREAS, the Government Finance Officers Association (GFOA) best practices
recommend that accounting policies and procedures be promulgated by an appropriate level of
management to emphasize their importance and authority; and
WHEREAS, it is very important that travel is properly authorized, expenditures be properly
accounted for and that all reimbursement requests be consistently applied for all City employees
regardless of status in the organization; and
WHEREAS, therefore, the Finance Department is recommending that a Travel Policy be
adopted as a City Council Policy.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista
that it hereby adopts the City Council Policy on Travel and Conferences/Training, a copy of which
is on file in the Oftice of the City Clerk.
5-18
Resolution No.
Page 2
Presented by
Cheryl Cox
Mayor
Approved as to form by
(-'\/~~utill
@ltVq'C Mksfeld
-\GIT5i Attorney
5-19
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA AMENDING CITY COUNCIL POLICYI20-01
USE OF CITY VEHICLES AND MILEAGE REIMBURSEMENT
FOR USE OF PRIVATE VEHICLES
WHEREAS, City Council Policy 120-01, addresses the use of City vehicles and Auto
Allowances; and
WHEREAS, City staffrecommcnds that City Council Policy 120-01 be amended to further
clarify how City employees that conduct City business using their personal vehicles will be
reimbursed for mileage incurred with such use; and
WHEREAS, consistent with recent Council action, City staff also recommends that the
Policy be amended to remove language regarding auto allowances and to provide instructions to
employees for claiming mileage and assistance in determining mileage that is eligible for
reimbursement.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista
that it hereby amend City Council Policy No. 120-01 on use of City Vehicles and Auto Allowances,
a copy of the amended Policy is on file in the Office of the City Clerk.
Presented by
Approved as to form by
-- /~
)
'M
c i
Bart . Miesfel
City Attorney
Cheryl Cox
Mayor
5-20
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