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City Council Travel Policy
SUBJECT: Travel related to city
business and functions
PURPOSE: To establish criteria for
payment and reimbursement of travel expenses incurred by the Mayor, City Council, City
Coworkers and Members of all City Boards and Commissions in the performance of their
official functions
BACKGROUND:
The City of Hickory recognizes that the Mayor,
Council Members and Coworkers are required to travel both within and without the State of
North Carolina for the purpose of representing the City at meetings and professional
associations, as well as for training to enhance their skills regarding the performance of
their various positions within City Government. In formulating this policy, it is further
recognized that the Citizens of the City of Hickory receive both tangible and intangible
benefits through having representatives not only at formal meetings, but also by providing
the opportunity for those in municipal service to participate in forums through which
informal networking and information exchanges may occur. The quality of life for the
citizens is improved through an informed and educated elected and administrative body, and
the expense of such training, including the associated travel, is an appropriate expense
for the City to bear.
It is inherently understood in this policy, however,
that an individual traveling on official City business is expected to exercise the same
care in incurring expenses that a prudent person would exercise if traveling on personal
business and expending personal funds. Excess costs, circuitous routes, delays, or luxury
accommodations and services unnecessary, unjustified, or solely for the convenience or
personal preference of the traveler in the performance of official City business are not
acceptable under this standard, and travelers will be held responsible for unauthorized
costs and additional expenses incurred for personal preference or convenience.
PROCEDURES:
A. Credit cards -- Whenever
possible, municipal credit cards should be used rather than reimbursement to insure that
the most accurate records are provided to the City. If a municipal credit card is used,
receipts should be returned to the City with the Travel report within the time frame
allowed.
B. Advance payment – Travel
advances may be issued to officials based upon the subsistence rates for the location of
the event, as established herein. When possible, expenses should be pre-paid rather than
seeking reimbursement.
C. Meals for Required City Council or
Coworker Attendance – Elected officials and coworkers may be reimbursed for
meals, including lunches, when the person’s job requires his attendance at the
meeting of a board, commission, committee, or council in his official capacity and the
meal is preplanned as part of the meeting for the entire board, commission, committee or
council. Persons will not be reimbursed for meals which occur at classes, seminars or
conferences where the meal is not a part of the registration and the event occurs within
the corporate limits of the City of Hickory.
D. Subsistence Rates in North Carolina
-- Reimbursement for meals (sometimes called "per diem" expenses) will be
allowed as established annually in the fee schedule, which shall be the same rates
established by the State of North Carolina for state employees. City officials and
coworkers may receive allowances for meals for partial day travel according to the
following schedule. Time of departure and arrival must be listed on the reimbursement
request.
Breakfast – Depart prior to 7:00 a.m. --25% of
the daily subsistence rate
Lunch – Depart prior to 11:00 a.m. and return
after 2:00 p.m. – 25% of the daily subsistence rate
Dinner – Return after 7:00 p.m. -- 50% of the
daily subsistence rate
Receipts are not required to claim reimbursement for
meals when the subsistence allowance method is used. The cost of meals may exceed the
allowance only with the approval of the Council, in the case of elected officials, the
City Attorney and the City Manager. The City Manager will review requests for excess costs
in the case of Coworkers and determine whether or not the same should be allowed. If the
costs of meals exceed the allowance and the traveler requests reimbursement for the amount
beyond that authorized in this policy, a written request must be made explaining why the
additional expense was necessary and submitted with the return travel report, Receipts
must be presented for reimbursement.
Meals served to individuals attending a function as
a part of the program presented at the conference will be paid at actual cost.
Documentation substantiating the cost must be provided.
Federal Guidelines -- When
traveling out of state, the federal guidelines for per-diem rates in the destination
region shall be the established criteria for reimbursement for meals. In the event that
there is no conference hotel, the federal guidelines will be used to determine the
subsistence amount for lodging.
Alcoholic Beverages – No
alcoholic beverages may be included in the request for reimbursement or charged to the
City’s account.
Automobile Travel --
1. Whenever possible, City vehicles should be used
for local travel. Local travel for purposes of this paragraph is defined as travel within
seventy-five (75) miles of the City of Hickory. Individuals receiving a car travel
allowance shall use their personal vehicles and will not be reimbursed for mileage or
travel expenses (other than subsistence) that falls in the category of local travel as
defined herein. If a City vehicle is unavailable to an individual not receiving a travel
allowance, the person’s private vehicle may be used and mileage will be reimbursed at
the current federal allowable rate.
2. Individuals attending the same event should
arrange carpools whenever possible. In the event of carpooling to an event, only one
reimbursement for mileage will occur.
3. Reasonable parking fees, tolls, taxi charges, car
rentals, and expenses of a similar nature, when appropriate to the travel, are
reimbursable to the city official upon submission of appropriate documentation of the
same.
Transportation by Common Carrier --
Reimbursement for air, rail, or bus fare is limited to business or coach fare,
substantiated by a receipt. Quotes must be obtained from more than one (1) common carrier,
if multiple carriers exist, and documentation that the lowest fare available is that used
must be submitted on the travel request form.
Super Saver Rates -- When traveling
by common carrier to conduct official business, city officials traveling to their
destination earlier than necessary and/or delaying their return to avail the City of
reduced transportation rates may be reimbursed subsistence for additional travel days if
the amount saved due to the early and/or delayed travel is greater than the amount
expended in additional subsistence.
Reimbursement for Lodging --
Lodging necessary to accommodate overnight travel is appropriately reimbursable to the
traveler when approved by the Council, in the case of the Mayor, Council Member(s), the
City Manager or the City Attorney, or by the City Manager, in the case of Coworkers.
Lodging in North Carolina will be reimbursed up to the amount allowable for State
Employees per night unless otherwise authorized. Lodging outside North Carolina will be
reimbursed up to the amount of the federal allowable rate in the area of destination
unless otherwise authorized. Whether within or without the state of North Carolina, if an
event is held at a hotel or other facility offering accommodations, that facility may be
selected for lodging even if the price of a single occupancy room exceeds the amount
established herein. In the event that there is not lodging available at the conference
hotel, an amount up to the cost of lodging in the conference hotel is authorized. Only the
lesser of the amount authorized or the expense actually incurred will be paid by the City.
Incidental Travel Expenses --
Charges billed to the traveler’s hotel/motel room, that have no bearing to the
legitimate business nature of the travel, are the responsibility of the traveler and will
not be reimbursed by the City. Expenses of this nature which are charged to the City must
be noted on the travel report and immediately reimbursed to the City by the traveler.
Other Reimbursable Expenses -- The
cost of meals and beverages purchased for existing or potential contracted agencies and
other individuals and their employees will be reimbursed. The amount must be reasonable
and for bona fide business-related entertainment. Under these circumstances, the cost of
meals and beverages for the employee, as well as the contracted agencies’ personnel
or other individuals, will be reimbursed. In order to obtain reimbursement, the receipt
must be submitted along with the names of the persons to whom the meal was served, the
location, the name of the restaurant, the business topic(s) discussed and the date. If the
business contact with whom the meeting is held is a representative for an entity under
which N.C.G.S. 143-318.11 (4) would allow discussion of the location or expansion of an
industry to be held in closed session, or under which N.C.G.S. 158-7.1 would allow
negotiation of economic development incentives, the required information regarding the
business contact need not be disclosed until otherwise required by law.
Riders -- Individuals other than
elected officials and coworkers may not accompany coworkers in City-owned vehicles unless
they have a business interest in the purpose of the trip and their presence is related to
City business.
Attendants -- Payment of travel and
subsistence expenses for attendants for physically challenged employees while traveling on
City business may be reimbursed to the same extent as are City employees if advance
approval is obtained from the City Manager.
Travel Companions -- Spouses,
family member, or other guests may travel with City Officials and Coworkers to seminars,
meetings, and other gatherings, at their own expense. At functions where attendance by a
spouse or companion is appropriate, such as banquets held in conjunction with conferences,
the City will reimburse the actual cost of the individual attending with the City
Official, exclusive of travel expenses by common carrier. Subsistence allowance for
travelling companions will only occur at those particular functions at a conference where
it is customary for the traveling individual to bring an escort, such as at a banquet.
Traveling companions will not receive subsistence allowance for "working meals"
or events, nor will "spousal events" be paid or reimbursed from City resources.
Telephone Calls -- Employees are
not allowed to charge long distance telephone calls to the City for calls made of a
personal nature, except as stated below. All long distance calls that are to be paid by
the City are those made pursuant to the employee conducting official City business. An
employee travelling to a location outside the local calling area is allowed one (1)
"safe arrival" call upon arriving at the destination. An employee who is in
travel status for two (2) or more consecutive days in a week is allowed one (1) personal
long distance telephone call for each two (2) days of travel. Additionally, employees may
properly be reimbursed for emergency calls approved by the City Manager. An example of
such is a call made when an employee calls home to inform someone that the travel period
has been extended beyond original plans due to unforeseen reasons.
Submission of Information -- Travel
expense reports must be completed with proper approvals and forwarded to the Finance
Director within ten (10) days of return from the trip
APPLICABILITY: This policy shall
apply to the Mayor, Council members, City Manager, City Attorney and all City Coworkers.
EFFECTIVE DATE: September 7,1999
RESPONSIBLE ENTITY: Mayor and
Council / City Manager
(SEAL) ______________________________
Attest: William R. McDonald, Mayor
_________________________________
B. Gary McGee, City Manager
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