IV.5. Authorize Out-of-State Travel; Domeier
January 7, 2020 Council Report 2020-003
Authorize Out-of-State Travel
Proposed Action
Staff recommends approval of the following motion: Move that the Hopkins City Council
authorize attendance at the National League of Cities Conferences as required by the Travel
Reimbursement Policy.
Approval of this motion will authorize the expenditure of funds for City Council members to
attend the National League of Cities 2020 Congressional City Conference, 2020 NLC City
Summit and any other NLC Policy Committee meetings.
Overview
In 2005, the Minnesota Legislature adopted a law, M.S. 471.661, requiring local units of
government to adopt a policy that controls travel outside the state of Minnesota. The policy had
to specify:
(1) when travel outside the state is appropriate;
(2) applicable expense limits; and
(3) procedures for approval of the travel.
The City's Travel and Reimbursement Policy requires the City Council to approve, in advance,
travel outside the state of Minnesota for elected officials. Travel can be authorized for the
following reasons:
The elected official will be receiving training on issues relevant to the city or to his or her
role as the Mayor or as a council member;
The elected official will be meeting and networking with other elected officials from around
the country to exchange ideas on topics of relevance to the City or on the official roles of
local elected officials.
The National League of Cities Conference provides opportunities for the City Council to
accomplish both these objectives.
Supporting Documents
Travel Reimbursement Policy
Amy Domeier, City Clerk
POLICY 2 -H
TRAVEL REGULATIONS
REIMBURSEMENT POLICIES
1. PURPOSE
1.01 The purpose of this policy is to establish guidelines for the reimbursement of money spent on
official city business.
2. OUT -OF-STATE TRAVEL FOR ELECTED OFFICIALS
2.01 The event, workshop, conference or assignment must be approved in advance by the
City Council at an open meeting and must include an estimate of the cost of the travel.
In evaluating the out-of-state travel request, the Council will consider the following:
Whether the elected official will be receiving training on issues relevant to the city or to
his or her role as the Mayor or as a council member;
Whether the elected official will be meeting and networking with other elected officials
from around the country to exchange ideas on topics of relevance to the City or on the
official roles of local elected officials.
Whether the elected official will be viewing a city facility or functio n that is similar in
nature to one that is currently operating at, or under consideration by the City where the
purpose for the trip is to study the facility or function to bring back ideas for the
consideration of the full council.
Whether the elected official has been specifically assigned by the Council to visit another
city for the purpose of establishing a goodwill relationship such as a "sister -city"
relationship.
Whether the elected official has been specifically assigned by the Council to testify on
behalf of the city at the United States Congress or to otherwise meet with federal officials
on behalf of the city.
Whether the city has sufficient funding available in the budget to pay the cost of the trip.
2.02 No reimbursements will be made for attendance at events sponsored by or affiliated with
political parties.
2.03 The city may make payments in advance for airfare, lodging and registration if specifically
approved by the council. Otherwise all payments will be made as reimbursements to the el ected
official.
2.04 The City will reimburse for transportation, lodging, meals, registration, and incidental costs
using the same procedures, limitations and guidelines outlined in this policy for out -of-state
travel by city employees.
3. APPROVAL AND A DVANCES
3.01 Reimbursement for City business related travel, conference, seminar and meeting expenses are
intended to refund actual costs incurred by employees and elected officials of the City of
Hopkins.
3.02 Cash advances intended to defray costs incurred during authorized travel and prior to
submission of a TRAVEL EXPENSE REPORT AND REQUEST FOR
REIMBURSEMENT form may be obtained by submitting a REQUEST FOR TRAVEL
ADVANCE form to the Finance Department at least seven (7) calendar days prior to a
regular Council meeting at which the request for Advance will be considered.
4. ALLOWABLE EXPENSES -LODGING
4.01 Accommodations shall be selected at a reasonable cost consistent with the facilities available
and convenient to the location of the conference, seminar or meeting attended.
4.02 Only the costs of single occupancy will be reimbursed. If a double occupancy occurs (i.e. a
spouse/guest accompanies the employee) the employee is responsible for the additional cost of
double over single occupancy.
4.03 Lodging for the night before the commencement of a conference, seminar or meeting may be
claimed.
4.04 Reimbursement for meals and lodging shall be limited to the period of time required if
commercial air transportation were used. Generally this includes one travel day prior to the
conference and one travel day after the conference. If a conference does not start until the late
afternoon or evening, that day shall be considered the travel day.
4.05 Lodging within the metro area will not be reimbursed.
5. ALL OWABLE EXPENSES -TRANSPORTATION
5.01 Allowable transportation costs shall include reimbursement for mileage accumulated on a
personal vehicle at the standard IRS rate per mile or the actual round trip coach-class airfare
rate, whichever is less. When two or more employees are traveling in one automobile,
reimbursement shall be made to one employee.
5.02 Air transportation shall be coach-class unless such service is unavailable. Reservations are to
be made in advance at the earliest date to insure the lowes t possible fares. "Super Saver"-type
rates shall be used if available and appropriate for the particular situation. If the reservation is
not going to be used, it must be canceled immediately.
5.03 Airline travel credit. Whenever public funds are used to pay for airline travel by an elected
official or City employee, any credits or other benefits issued by any airline must accrue to
the benefit of the City. In the event the issuing airline will not honor a transfer or assignment
of any credit or benefit, t he individual passenger shall report receipt of the credit or benefit
to the City Council within 90 days of receipt.
5.04 Local transportation such as taxicab and bus fares to and from the place of lodging and
conference, seminar or meeting are reimbursable only if circumstances require such travel.
Costs for local transportation not pertaining directly to City business will not be reimbursed.
6. ALLOWABLE EXPENSES -MEALS
6.01 Reimbursement for meals while on authorized travel shall include only actual expenditures
including tax and tip with a maximum gratuity of 20% when applicable. Receipts for meals
must clearly indicate whether the requested reimbursement is for BREAKFAST, LUNCH, or
DINNER, and the date of the meal. Detailed meal receipts should be o btained indicating the
actual items purchased. Reimbursement will not be provided for any meals which are included
as part of registration, tuition or fees.
6.02 Due to the general difficulty in acquiring receipts for meals and incidentals, any official o r
employee may claim a per diem reimbursement for actual and necessary expenses.
The per diem for meals and miscellaneous subsistence expenses for employees who travel on
City business shall be $66.00.
6.03 The per diem allowance includes all charges for meals, all gratuities and taxes, all fees and
tips to bellhops and porters, any laundry and/or cleaning expenses and any other similar
expenses.
6.04 Reimbursement is not allowed for alcoholic beverages.
6.05 Reimbursement for actual meal costs that exceed the daily allowance will be made only when
documented by receipts.
6.06 If meals are included in tuition or registration fees and/or only a fraction of the day is authorized
for travel, the per diem or expense allowance will be reduced as follows, unless documented
otherwise:
Breakfast - $12.00
Lunch $18.00
Dinner $36.00
6.07 Breakfast allowance shall be authorized for metro-Minneapolis departures prior to 8:00am and
dinner allowance shall be authorized for metro-Minneapolis arrivals after 7:00pm.
7. ALLOWABLE EXPENSES — GENERALLY
7.01 Whenever possible, receipts must accompany claims for reimbursement. Each such receipt
shall clearly depict the type of expense incurred, the date of its incurrence, and the purpose of
the expense. When using a credit card write the purpose of the expense on the credit slip. If the
credit purchase is made over the phone, a record of the amount, purpose, and vendor must be
turned into the Finance department.
7.02 Miscellaneous expenses may be authorized, such as business related telephone and tips for
bellhops.
7.03 The City shall not pay for any expenses, the costs of which are included in registration for
conferences, seminars, or other purposes.
7.04 Spouse/Guest's conference registration or airline tickets may be advanced by the City but must
be reimbursed by the employee. The City shall pay no expenses for a spouse/guest who
accompanies the employee/city official to a conference/seminar/meeting including the
incremental lodging expenses of double over single occupancy rates.
7.05 The city will not reimburse for personal telephone calls, rental of luxury vehicles, or
recreational expenses such as golf or tennis.
8. EXPENSE REPORTS
8.01 A TRAVEL EXPENSE REPORT AND REQUEST FOR REIMBURSEMENT form shall be
submitted to the Finance Department within thirty (30) days of the date of the conclusion of
the conference, seminar, or other purpose for reimbursement by person claiming
reimbursement. Receipts for expense items, including meals, shall accompany each TRAVEL
EXPENSE REPORT AND REQUEST FOR REIMBURSEMENT form. If a
paid receipt for a particular item is unobtainable, the TRAVEL EXPENSE REPORT AND
REQUEST FOR REIMBURSEMENT form must contain a statement certifying that the
claim(s) for that particular item(s) is accurate.
8.02 Any unused portion of a travel advance must be promptly returned to the City. Attendees shall
be billed for nonreimbursable expenses paid by the City.
8.03 A copy of the conference registration/brochure shall be submitted with the expense
report.
Established 8/18/87
Revised 3/28/90
Revised Dec. 2005
Revised 10/2012
Revised 8/13