CR 08-086 Authorize Out of state TravelSeptember 16, 2008
Proposed Action
Staff recommends approval of the following motion: Move that the Hopkins City Council
authorize attendance at the National League of Cities Conference 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 Conference, November 12 - 16.
Overview
The City's Travel 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
J. mes A. Genellie
Assistant City Manager
Notes:
Financial Impact: $ $6,900
Related Documents (CIP, ERP, etc.)
AUTHORIZE OUT -OF -STATE TRAVEL
Council Report 2008 -086
Budgeted: Y/N Yes Source: General Fund
1
1. PURPOSE
POLICY 2 -H
TRAVEL REGULATIONS
REIMBURSEMENT POLICIES
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 function 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 elected official.
Legislative Policy Manual -- Chapter 2 -H 1
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 ADVANCES
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. ALLOWABLE EXPENSES - TRANSPORTATION
5.01 Allowable transportation costs shall include reimbursement for mileage accumulated on
a personal vehicle at the current rate of mileage reimbursement 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 lowest 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
Legislative Policy Manual -- Chapter 2 -H 2
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, the individual passenger shall report receipt of
the credit or benefit to the City Council within 90 days of receipt.
5.031 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. 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 obtained 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
or 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 within the State of Minnesota on City business shall be $36.00. The per diem for
meals and miscellaneous subsistence expenses for employees who travel outside the
State of Minnesota on City business shall be $44.00.
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:
In -State Out -State
Breakfast $ 8.00 Breakfast - $10.00
Lunch $12.00 Lunch - $15.00
Dinner $16.00 Dinner - $19.00
Legislative Policy Manual -- Chapter 2 -H 3
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:OOpm.
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
telegraph service and tips for bellhops. Business related telephone calls shall be made
collect whenever possible.
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
Legislative Policy Manual -- Chapter 2 -H 4