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Home My WebLink AboutR06-Economic Development Agency ~ ~ '--' '",",Y .-;-' Redevelopment Agency · City of San Bernardino 300 North "D" Sttee~ Fourth Floor . San Bernardino, California 92418 (714) 384-5081 FAX (714) 888-9413 Pride -I ~eB '- Steven H. Dukett Executive Director APRIL 10, 1989 TRAVEL POLICY Synopsis of Previous Commission/Council/Committee Action: 07-09-84 The Community Development Commission adopted Resolution No. 4644 establishing certain policies on travel expenses for its members, Executive Director, Legal Counsel, other officers and Employees of the Redevelopment Agency and City Officials and Employees of the City of San Bernardino, traveling on official business of the Agency; and Rescinding Resolution No. 3983. 03-23-89 The Redevelopment Committee reviewed the revised Travel Policy and recommended approval. (Community Development Commission) ~ Recommended Motion: That the Commission approve the attached Travel Policy for the Redevelopment Agency and adopt the attached Resolution rescinding Resolution No. 4644 adopted on July 9, 1984. d, ecutive Director Supporting data attached: YES FUNDING REQUIREMENTS: Ward: Project: Council Notes: - Agenda of: APRIL 17, 1989 {~ '--' -...I STAFF REPORT -- It is requested that the Commission approve the attached revised Travel Policy for Redevelopment Agency employees. The revised policy is designed to provide improved justification/authorization procedures for all travel requests, ensure proper documentation of allowable expenditures, and establish acceptable administrative controls for auditing purposes. BACKGROUND: In September, 1988, Peat Marwick Main & Co. (Peat Marwick) prepared an audit for the Commission related to equipment purchases and travel expenditures. Their report included findings related to travel expenditures and recommended that the Agency consider amending its applicable policies and procedures. Among their concerns were the following: appropriate approval levels and authorization of travel expenses and limits, proper review and timely processing of expense vouchers, documentation/justification of the requested travel, appropriate incidental expenditures and standardized mileage reimbursements. To address these concerns, the attached revised Travel Policy has been developed. Based upon the recommendations made by Peat Marwick, the following changes have been included in the revised policy: advance approval is required for all travel, the Executive Director is authorized to approve travel requests in accordance with the adopted budget limits, the Chairman is authorized to approve travel requests of the Executive Director, _ explanation/documentation is required for all travel expenditures, and the allowable mileage reimbursement formula is clarified. Sample forms are also attached for your information. The Redevelopment Committee reviewed the policy at their March 23, 1989 meeting and recommended approval. To implement the proposed Travel Policy, it is requested that the Commission approve the attached policy and adopt the attached Resolution rescinding Resolution No. 4644 establishing the current travel policy. '.-- 2 JLV:mv:1233S G ^~ J REDEVELOPMENT AGENCY TRAVEL POLICY - The purpose of this policy is to establish Agency guidelines for travel and other related expenses for employees of the Redevelopment Agency who may be required to travel for business purposes and/or conference attendance. (1) The travel must relate to Redevelopment Agency operations and/or afford information of significant benefit to the Agency. (2) The cumulative costs of travel during any fiscal year may not exceed the total amount of funds authorized for such purpose in the Agency's annual budget without an appropriate budget amendment being approved by the Commission. (3) A travel day is defined as absence from the City of San Bernardino on authorized business of the Agency during the entire eight hour work day on any business day. -- (4) The Executive Director may authorize and approve employee travel related expenses incurred on Agency business in accordance with the funds available for travel in the approved budget. Employee travel shall be initiated by submitting a Travel Authorization Advance Request form for approval in advance of the trip. A copy of the seminar/conference announcement and registration form (if applicable) shall be included with the Travel Authorization Request. In the case of the Executive Director, travel authorization may be approved by the Chairman of the Commission, or in the Chairman's absence, by the Vice Chairman. (5) Official conference registration fees will be paid by the Redevelopment Agency for conferences which have been approved. While traveling to and from conferences and meetings for which authority to attend has been granted, air, train or bus transportation expenses will be reimbursed or advanced based on an amount not to exceed common carrier "coach" rates. (6) While in attendance at conferences or meetings necessitating absence from the City for one or more travel days, as defined above, all business-related expenses, including but not limited to lodging, meals, telephone, telegraph, taxi and/or bus charges from point of arrival to conference destination, and other incidental expenses may be reimbursed; provided, however, the maximum reimbursement for meals shall be $45.00 in anyone travel day. '- 3 JLV:mv:1233S -- '-" '-'" '- (7) It is in the best interests of the Redevelopment Agency that employees traveling on Agency business be authorized to use their private automobiles on official Agency business and be reimbursed for their expenses in connection with such use. The Agency's mileage reimbursement rate effective at the time of the trip shall be the allowable reimbursement for mileage allowance to a specific destination provided that the total mileage reimbursement shall not exceed the established first class air fare to that destination. Mileage reimbursement shall be made only for mileage actually traveled in conduct of Agency business and will be detailed on the Travel Expense Report. Mileage traveled by an employee between his or her residence and his or her headquarters office shall be specifically excluded. (8) Requests for reimbursement of travel expense shall be made by the employee on a Travel Expense Report. The Travel Expense Report must be submitted no later than fifteen (15) working days following the employee's return from authorized travel. All requests shall be supported by original receipts for hotel rooms, transportation, registration fees, parking, etc. An explanation is required for any non-receipted expenditures. All Travel Expense Report requests shall be signed by the person requesting reimbursement and require approval of the Executive Director. The Travel Expense Report submitted by the Executive Director must be approved by the Chairman of the Commission, or in the Chairman's absence, by the Vice Chairman. - (9) As necessary, the Agency's credit card(s) may be used for various approved travel expenses. Employees are not authorized to use the Agency's credit card(s) for any personal expenses not specifically related to Agency business, and will be required to reimburse the Agency should any credit card expenditures not be approved. (10) Advance travel funds may be authorized for approved travel. When the advance of funds for authorized travel or conference expense is greater than the actual reimbursable expense incurred, the employee must submit reimbursement to the Agency at the time the Travel Expense Report is filed. '- 4 JLV:mv:1233S - - - - - - ............' '."",, COMMUNITY DEVELOPMENT COMMISSION/REDEVELOPMENT AGENCY CITY OF SAN BERNARDINO '-' '1'llAVEL EXPENSE "EPORT TRAVELER DIVISION DEPARTURE (Date & Time) RETURNED (Date & Time) DESTINATION/PURPOSE TRANS- REGIS- DATE LOCATION PORTATION LODGING MEAlS TRATION OTHER TOTALS I ..........., TOTALS '- ADVANCES SUMMARY Date Pavee Amount TOTAL EXPENSES.........$ TOTAL ADVANCES..........( ) DUE TRAVELER............ TOTAL TRAVEL ADVANCE $ DUE AGENCY.............. (Attach check) This is to certify that the above expenses, as supported by the attached Explanation of Expenses and Receipts (where applicable), were incurred by the undersigned in connection with an authorized business trip for the Agency and are chargeable to Project No. (Please attach a copy of the Travel Authorization Advance Request.) SUBMITTED BY: APPROVED BY: APPROVED BY: ."_.... WELER "-- DATI:: DIVISION MANAGER DATE EXECUTIVE DIRECTOR DATE Submit Orisinal and One copy to AdmInistrative Services .... ~ - - ~ COHMUNITY DEVELOPMENT COMMISSION/REDEVELOPMENT A(l"1!;NCY TY OF SAN BERNARDINO ftAVEL AUTBOUZATION - ADVANCE UQUEST TRAVELER POSITION - mVISION PROJECT CODE DATE LEAVING DATE RETllRNING DESTDATION DESClUPTION OF CONFERENCE, MEETING, BUSINESS, ETC. ANTICIPATED COST: Registration Fees................................$ ~al8 ( daY8 @ $. )................... lodging ( day. @ $ ).................. Tr.nsport.tion................................... Other (de.cribe) .......... Total Estimated eo.t...... CHEat REQUEST 10 tRAVELER ..........................................$ '-" FOR REGISTRATION...................................... Payee Addres. OTHER............................................. PURPOSE Payee Address TOT A L .....................$ REQUESTED BY: APPROVED BY: APPROVED BY: Date Date Executive Director Date Tr.veler Division Mauger ,...- """'E. . . ........., In accord.nce with the Agency'. Travel Policy, it i. mandatory that the traveler file a Travel Expense Report within fifteen (IS) days after returning from a trip. Submit Original and One copy to Administrative Services '- - ~ '-" , ~- 1 2 RESOLUTION NO. RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION OF THE CITY OF SAN BERNARDINO REPEALING RESOLUTION NO. 4644 RELATING TO TRAVEL POLICIES. 3 4 WHEREAS, Resolution No. 4644 was adopted on July 9, 1984 to 5 establish certain policies on travel expenses, and 6 WHEREAS, it has been proposed to establish new policies 7 relating to travel, 8 NOW, THEREFORE, BE IT RESOLVED, DETERMINED AND ORDERED BY 9 THE COMMUNITY DEVELOPMENT COMMISSION OF THE CITY OF SAN 10 BERNARDINO AS FOLLOWS: 11 12 SECTION 1. Resolution No. 4644 is hereby repealed I HEREBY CERTIFY that the foregoing resolution was 13 duly adopted by the Community Development Commission of the City 14 ~ 15 16 17 18 19 20 21 22 23 24 of San Bernardino at a meeting thereof, held on the day of , 1989 by the following vote, to wit: AYES: Commissioners NAYS: ABSENT or ABSTAIN: Secretary 25 The foregoing resolution is hereby approved this day of , 1989. 26 27 ~ 28 DAB: Ida March 24, 1989 1 . - 10 11 12 13 14 '-' 15 16 17 18 19 20 21 22 23 24 25 26 -- 27 .,- 28 - '- 1 2 3 4 Approved as to form and legal content: By.~A~_- ~jk)~ ) ~~U~~l 5 6 7 8 9 DAB: lda March 24, 1989 "f7"'" Chairman of the Community Development Commission of the City of San Bernardino 2