Item 9B
M E M O R A N D U M
March 14, 2017
TO: Shana Yelverton, City Manager
FROM: Lori Payne, City Secretary’s Office
SUBJECT: Consider amendment to the City’s Travel Policy
Action
Requested: Amend the City’s Travel Policy to allow for reimbursement of
international air travel at a business class rate.
Background
Information: The purpose of this item is to seek City Council consideration of a
proposed amendment to the City’s Travel Policy. City travel is
permissible for the Mayor and his/her designees to travel abroad in
support of the Sister Cities Program if funds are budgeted. The current
policy was approved by City Council on November 15, 2015.
This amendment provides one clarification to the City’s travel policy as
it relates to international travel of elected officials on official visits to the
City’s sister cities. Due to the length of these flights and the demanding
schedule upon arrival, there has been a recommendation to amend the
City’s Travel Policy to take into consideration the flight length of
international travel.
In Section VII.E.4 of the current policy, it reads,
“The most economical available seat at the time of purchase must be
chosen. Personal comfort, preference or convenience will be at the
traveler’s expense.”
The proposed amendment would allow for business class travel only
for elected officials and only on international flights of seven hour s or
more. The proposed language would be added as Section VII.E.4.a
(see attached policy). The travel rate for domestic air travel would
remain at the coach class rate.
Financial
Considerations: Travel will only occur if funds are budgeted and it is an allowable
expense.
Strategic Link: F4 – Establish and maintain effective internal controls.
Item 9B
Citizen Input/
Board Review: None required.
Legal Review: The proposed amendment is not significant in scope to warrant a
legal review.
Alternatives: Approve, deny or modify amendment to the City of Southlake Travel
Policy.
Supporting
Documents: Attached you will find a redlined version of the proposed Travel
Policy.
Staff
Recommendation: Approval of the amended Travel Policy.
Item 9B
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TRAVEL POLICY
I. PURPOSE
The purpose of this Travel Policy is to establish regulations for the allowances of Travel Expenses related to City
Business. Authorized travelers should neither gain nor lose personal funds as a result of City-related business
expenses incurred on behalf of the City of Southlake (City).
II. APPLICABILITY, RESPONSIBILITY AND AUTHORITY
A. This policy applies to all City employees, volunteers, board appointees and City Council elected officials
acting within an official City capacity (traveler).
1. The traveler and Authorized Approver (Approver) are responsible for understanding the provisions of
this policy and conformance to the regulations.
2. Additionally, Approvers are responsible for authorization of Travel and to ensure Budgetary
Requirements are met prior to spending funds for Travel. If Budgetary Requirements are not met,
Approvers may deny authorization for City Travel, Travel Advances and Travel allowances.
a. In accordance with Section 2.05 of the Home Rule Charter of the City of Southlake, City Council
elected officials are entitled to reimbursement for expenses in the performance of their specific
duties when approved by the Council.
3. Finance Administration (Finance) is responsible for administering the requirements of this policy,
including issuing administrative procedures to accompany it.
4. Department Directors will provide oversight for adherence to the policy.
B. A traveler’s signature certifies the accuracy of all information and the justification of the Travel and
expenses incurred during authorized Travel dates. The approval signature certifies the Travel was necessary
and that requested allowances have been reviewed, authorized, and are within this policy’s requirements.
C. Unless specified otherwise, exceptions to this policy must be approved by the City Manager.
III. DEFINITIONS See Defined Terms
IV. ADMINISTRATIVE POLICY
A. The City will pay all reasonable and necessary Travel Expenses related to City Business, if funds are available.
B. Air, lodging and rental car arrangements must be made through a Purchasing Liaison (PL) using a City
Procurement Card (P-Card). When making Travel arrangements, the PL may utilize the State Travel contract
or most economical manner.
C. Except for Mileage-Only expenses, travelers on City Business must have prior authorization in order to
receive allowances for expenses.
D. Approved Travel Plan and Authorization (TPA) and Travel Reimbursement form must be completed and
submitted to Finance within the times specified within this policy. Failure to comply within the times
specified within this policy may result in an Outstanding Travel Claim.
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E. Travel Expenses are open to the public pursuant to the Texas Public Information Act and must be able to
sustain the test of public review. A traveler has a Fiduciary Responsibility to safeguard the public trust and
the use of taxpayer dollars when making Travel arrangements. Therefore, travelers and Approvers are
expected to complete Travel documentation while recognizing they are subject to public scrutiny and the
use of public funds should be transparent.
F. Official procedures and forms for this administrative policy have been adopted as part of this policy and are
maintained on the City’s intranet site.
V. GENERAL REQUIREMENTS
A. Travel Expenses include all reasonable and necessary expenses related to City Business. The use of City
funds to accommodate personal comfort, preference or convenience is not permitted.
B. The TPA and Travel Reimbursement form must be completed for each traveler.
C. A traveler may not pay for another traveler’s expenses while on Travel, including meals.
1. Unless specified otherwise, exceptions to this policy must be approved by the City Manager.
D. Itemized Receipts and appropriate documentation will be required regardless of payment method as
provided within this policy.
E. At times, travelers may have expenses incurred as an officer, board member or presenter for a professional
organization. The City will pay allowable expenses. However, an effort to have the requesting organization
reimburse a portion or all of the expenses incurred is encouraged. The City must be reimbursed directly by
the Third-Party Organization.
1. When a Third-Party Organization has offered to reimburse expenses, the Expenses to be Paid by a Third-
Party Organization form must be completed prior to Travel.
F. Expenses of accompanying spouses, dependents or others are the responsibility of the authorized traveler
and are not reimbursable. See also Section X, Non-Reimbursable Expenses.
G. Travel reservations should be made as far in advance as possible to obtain the most reasonable prices.
travelers should justify the mode of Travel on the basis of the most economical use of time, the cost of the
various Travel options and the requirements of the trip.
H. Travel that does not require an Advance must be approved within five (5) business days from the Travel start
date.
1. All Travel must have prior approval by an Approver.
I. If the traveler does not have a P-Card, a Travel Card will be issued for M&IE and ground transportation. See
Section XII, Travel Card.
1. The Advance issued on the Travel Card will be determined by the TPA. The first and last day of Travel
Meals and Incidental Expenses (M&IE) are calculated at 75% of the daily per diem rate set by the US
General Services Administration (GSA).
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2. Travel Card requests must be submitted to Finance within ten (10) business days from the Travel start
date.
J. Vacations or personal trips in conjunction with Travel require prior authorization, and the expenses incurred
in connection with such, which are not related to City Business, are not reimbursable.
K. Failure to meet the requirements of this policy may be considered unsatisfactory work performance and is
subject to disciplinary action as outlined in the City of Southlake Employee Handbook. Other applicable
administrative practices and policies, including the reporting of injuries, accidents or illness, are in force
during Travel. While on Travel, if clarification of, and/or assistance with, existing policies and procedures is
needed, the traveler should contact their Supervisor.
L. Travel outside the continental United States requires prior approval by the City Manager.
VI. REIMBURSEMENT REQUIREMENTS
A. All Travel Claims for reimbursement must be documented on the Travel Reimbursement form. The Travel
Reimbursement form and supporting documentation must be completed and submitted to Finance within
five (5) business days from the Travel return date.
B. Itemized Receipts for M&IE are required for each traveler’s related expenses. See GSA per diem rate for the
daily maximum allowable M&IE.
C. Meal reimbursements will be paid in accordance with the specific meal allowance found under Section IX,
Meals and Incidental Travel Expenses (M&IE) of this policy.
D. Travel Advance and/or reimbursement requests may be denied if there are any Outstanding Travel Claims
against the traveler.
E. Travel Expenses reimbursable by any Third-Party Organization must be included on the Travel
Reimbursement form. Until the Travel expenditure refund is received, all expenditures will be recorded
within the requesting department’s operating budget.
F. The City will not reimburse any claim for Travel or related expenses without prior Travel authorization.
VII. TRANSPORTATION
The mode of transportation authorized should provide the most practical, cost-effective and economical use of
time, based upon the requirements of Travel. Itemized Receipts for related transportation expenses are
required.
A. City Vehicle
1. The City provides vehicles that are available for City-related Travel. The use of a City vehicle is
encouraged, if available.
2. Gasoline, parking, tolls and emergency repairs to City vehicles are allowable expenses by the City. When
possible, gasoline and service should be obtained from City facilities.
3. Non-City employees are not permitted in City vehicles unless on official City Business or prior approval.
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B. Privately-Owned Vehicle (POV)
1. If a traveler elects to Travel by POV rather than other means, the total transportation expenses
reimbursed, including meals and lodging, may not exceed the cost of the most economical Travel mode
available.
a. Documentation is required to support the cost of the most economical mode of transportation.
2. If the traveler receives a car allowance and chooses to use a POV, mileage reimbursement is not
permitted.
3. Reimbursement of POV expenses (in accordance with item B-1 above) are at the standard mileage rate,
as set forth by the Internal Revenue Service, for miles traveled on official City Business, plus parking and
toll fees when documented, in accordance with this policy.
a. Travelers will not be reimbursed for automotive repair or breakdowns when using a POV.
b. If a POV is used, only one (1) authorized traveler, per POV, may claim reimbursement for mileage.
4. When City-related Travel is from home directly to the destination without going to the workplace, and
the traveler does not receive a car allowance, the traveler will be reimbursed for the distance from the
workplace to the destination.
5. In cases where reimbursement for mileage is requested only, a Mileage-Only Expense Report is
required. Driving directions using the most direct route that shows the distance in miles to and from the
destination are required to be submitted.
6. The City’s Travel Policy does not apply to one’s normal commute.
7. Fees for storing or parking a POV will be reimbursed with a receipt.
C. Rental Vehicles
1. The use of a rental vehicle is generally not permitted unless it is approved in advance and justified as a
reasonable need. The rental vehicle chosen must be the most reasonable available, given the purpose
for which the vehicle will be used. While on Travel together, travelers should share vehicles to minimize
costs.
a. Car rental arrangements must be made through a PL using a P-Card. When making Travel
arrangements, the PL may utilize the State Travel contract or most economical manner.
2. The City will not provide additional pay for the use of a rental car to accommodate family members or
non-business associates while on Travel with the authorized traveler.
3. The acceptance of optional insurance for collision and comprehensive coverage by a traveler is not an
allowable expense. The TML insurance provided by the City includes rental cars; Certificates of
Coverage can be obtained from Finance prior to Travel.
D. Public Transportation
1. The use of taxicabs, shuttle services, buses and public conveyance are encouraged. Tips are
reimbursable when receipts are provided.
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2. Other allowable transportation expenses include: ferry, road, tunnel and bridge tolls and parking
charges. Receipts are required for reimbursement.
3. Reasonable effort must be made to obtain the most economical transportation to and from the airport.
E. Air Travel
1. Air Travel arrangements must be made through a PL using a P-Card. When making Travel arrangements,
the PL may utilize the State Travel contract or most economical manner.
2. If a traveler misses their flight due to unrelated City Business, any expenses incurred will be at the
traveler’s expense.
3. The City will allow for the cost of one (1) piece of luggage, with a receipt, if the airline charges to check
luggage.
a. The traveler is responsible for any additional fees charged by the airline if the bag exceeds weight or
size limits.
4. The most economical available seat at the time of purchase must be chosen. Personal comfort,
preference or convenience will be at the traveler’s expense.
a. For City Council elected officials, business class is allowed for permissible international air travel of
seven hours or more.
5. Travelers may not pay for another traveler’s expenses during Travel, including baggage fees and the like.
VIII. LODGING
A. Lodging expenses are allowed when Travel exceeds one day and the destination is more than 75 miles (one-
way) from the City. Itemized Receipts are required.
1. Lodging reservations must be made through a PL using a P-Card. When making Travel arrangements,
the PL may utilize the State Travel contract or most economical manner.
2. Lodging expenses include the cost of lodging and any applicable taxes and fees.
B. Separate rooms are permitted for each authorized traveler.
C. If reserved accommodations are no longer needed, it is the responsibility of the traveler to ensure the room
is canceled in accordance with the cancelation policy of the lodging entity.
1. If reserved accommodations are canceled by the traveler due to personal comfort, preference or
convenience, the traveler is responsible for any expenses incurred if accommodations are not canceled
in accordance with the cancelation policy of the lodging entity.
D. Allowances for lodging expenses are not authorized for non-commercial lodging facilities, such as a relative
or friend.
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IX. MEALS AND INCIDENTAL TRAVEL EXPENSES (M&IE)
The daily maximum allowable M&IE includes the cost of meals and incidental expenses calculated using the
rates set by the GSA. Travelers may receive an Advance for M&IE during authorized Travel. The zip code of the
Travel destination will be used to determine the daily maximum allowable M&IE rate.
The first and last day of Travel M&IE are calculated at 75% of the daily per diem rate set by the GSA. Itemized
Receipts are required.
A. Meals
1. For full-day Travel, meals are limited to the daily maximum allowable meal expenses rate set by the
GSA.
a. One (1) meal is permitted for One-Day Travel status with no overnight stay.
b. Alcoholic beverages are not allowable expenses.
2. For longer than One-Day Travel, expenses will not be allowed for meals purchased less than 75 miles
from the City.
3. A registration fee that includes a meal(s) is not subject to the meal allowance.
4. Unless the conference agenda includes an entertainment event, meals purchased at entertainment
venues are not reimbursable.
5. While on Travel, a traveler may not pay for another traveler’s meal – including authorized travelers or
spouses. When possible, only meal expenses for the traveler should be included on the itemized
receipt.
6. Groceries require prior approval and are limited to remote locations, as approved by the Chief Financial
Officer.
B. Incidental Expenses
1. For full-day Travel, incidental expenses are limited to the daily maximum allowable IE Rate set by the
GSA.
2. Gratuities and tips for services for which a tip is customary, including, but not limited to taxis, shuttles
and baggage handlers are reimbursable with a receipt.
3. Incidental expenses include, but are not limited to: non-meal tips, gratuities and hotel baggage
checking/handling.
X. NON-ALLOWABLE EXPENSES
A. Expenses including, but not limited to the following, will not be allowed:
1. Alcoholic beverages
2. Personal toiletry articles, medicines or other personal convenience items (hotel minibar or other)
3. Airline or trip insurance, passports or money orders
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4. Loss of funds or loss/damage to personal belongings
5. Childcare, eldercare, babysitting or pet care costs
6. Barber or salon services
7. Gum, candy, cigarettes or other tobacco products
8. Penalties (airline or other)
9. Personal entertainment not related to the conference such as movies, cable fees, health clubs or golfing
10. Parking or moving violation fines, bail or legal fees
11. Donations
12. Medical expenses (Human Resources will need to be contacted if a work related injury occurs while on
Travel)
13. ATM or banking service fees
XI. PROCUREMENT CARD
A. If the traveler has been issued a P-Card, it must be used for all expenses while on Travel. Use of the P-Card
must comply with both the Purchasing Policy and the Travel Policy. The P-Card may be used for official
purchases including lodging, transportation or other justifiable City-related Travel Expenses.
B. Any expenses over the daily maximum M&IE allowance must be reimbursed by the traveler within five (5)
business days from the Travel return date. The P-Card must not be used for items such as non-reimbursable
expenses or personal items. See Section X, Non-Reimbursable Expenses and the Purchasing Policy.
C. As a governmental entity, the City of Southlake is sales tax exempt. However, hotel and meal taxes during
Travel are allowed.
XII. TRAVEL CARD
A. If the traveler does not have a P-Card, a Travel Card will be issued for M&IE and ground transportation.
1. The Advance issued on the Travel Card will be determined by the TPA form. The first and last day of
Travel M&IE are calculated at 75% of the daily per diem rate set by the GSA.
2. Travel Card requests must be submitted to Finance within ten (10) business days from the Travel start
date.
a. For Travel less than a 48 hour notice, please contact Finance for Travel arrangement options.
B. Travel Cards may not be requested, nor will they be provided for non-Travel purposes.
C. Employees with a City P-Card may not request a Travel Card.
D. A Travel Card request may be denied for reasons including, but not limited to, Outstanding Travel Claims,
excessive amounts requested, insufficient processing time or incomplete request forms. Travelers with an
Outstanding Travel Claim will not be permitted additional Advances.
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E. Travel Cards must be returned to the City if the trip is canceled or shortened for any reason within five (5)
business days of the cancelation or trip shortening. Purchasing must also be notified.
F. Itemized Receipts for allowable Travel Card expenses must be submitted.
G. Travel Cards or any amount due to the City must be paid within five (5) business days from the Travel return
date.
XIII. OTHER ALLOWABLE EXPENSES
A. When reasonable and necessary expenses are incurred by a prospective employee, approved expenses by
the City Manager will be reimbursed in accordance with the City’s Travel Policy.
B. Unless contract requirements state otherwise, consultants and other vendors with the City may only charge
the City for business-related Travel Expenses incurred in accordance with the City’s Travel Policy.
XIV. REIMBURSEMENT OF PAYMENT FROM TRAVELERS
All unauthorized, improper, duplicate or mistakenly paid P-Card or Travel Card charges must be immediately
reimbursed by the traveler to the City. Failure to do so may result in disciplinary action, as outlined in the City of
Southlake Employee Handbook, if still unpaid past fourteen (14) business days of being notified of the need to
reimburse.
XV. POLICY ACKNOWLEDGEMENT
It is the traveler’s responsibility to read and comply with the provisions of the Travel Policy. The traveler has the
right to ask questions about the policy; any questions should be directed to Finance. Violations of the policy
may result in disciplinary action up to and including dismissal for City employees, and as to all travelers,
curtailment of travel Advances and reimbursements.
Approved: by City Council, 11/17/2015
Supersedes: Personnel Policies, Compensation, Travel Policy, 12/3/1996
City Council Expense Policy
DEFINED TERMS
Advance: Funds provided to a traveler prior to Travel.
Authorized Approver: An individual designated by City Council elected officials, the City Manager, Department Director
or designee with the authority to approve Travel related expenses.
Budgetary Requirements: Funds that are set aside specifically for Travel purposes.
City Business: Purpose of Travel is directly related to one’s job.
Fiduciary Responsibility: The responsibility of every City representative to safeguard the public trust and the use of
taxpayer dollars.
Groceries: Food items purchased for multiple meals or multiple days.
Incidental Expenses (IE) Rate: Daily rate set by the US General Services Administration (GSA). It is a breakdown of the
Meals and Incidental Expenses Rate (M&IE rate), and provides the cost of allowable incidental expenses for a specific
area. The expenses are for gratuities and tips for services (i.e. taxis, shuttles, baggage handlers, etc.).
Itemized Receipt: Receipts must include business name, date, items purchased, price of each item and total.
Meals and Incidental Expenses (M&IE): Includes the allowable cost of meals and incidental expenses based upon the
rate set by the US General Services Administration (GSA).
Mileage-Only: Reimbursement for various errands related to City Business for those travelers without a car allowance.
One-Day Travel: A Travel status given if Travel does not include an overnight stay, but requires more than four (4) hours
away from the workplace. Traveler will be leaving from home and returning home the same day.
Outstanding Travel Claim: Traveler owes the City funds from a previous trip and that is still unpaid more than fourteen
(14) business days of being notified of the need to reimburse.
Privately-Owned Vehicle: Vehicle not owned or leased by the City.
Procurement Card (P-Card): City-issued bankcard used as a payment tool authorized by City staff for official City
Business. The use of the P-Card is a substitute for a purchase order, which is a promise to pay, using City funds. All
purchases must comply with the Purchasing Policy and Travel Policy.
Purchasing Liaison: A purchasing and Travel expert selected by each department to receive regular training regarding
any changes or updates to the Purchasing Policy, Travel Policy and related SOPs. The liaison will have access to book
Travel using the State Travel contract and will have the resources to obtain the most economical form of Travel for their
department.
Third-Party Organization: A professional organization the City representative is affiliated with, other than the City.
Travel: Includes expenses for conferences, conventions, workshops, seminars, educational and training courses, forums,
and other business activities related to the administration of municipal government that includes One-Day Travel or an
overnight trip.
Travel Card: A temporary purchasing card only used for approved Travel-related purchases, for those individuals that
have not been issued a Procurement Card (P-Card).
Travel Claim: An approved Travel Plan and Authorization (TPA), where the traveler has incurred expenses.
Travel Expense: Ordinary and necessary expenses for Traveling away from home on City Business.
Travel Reimbursement: A request for eligible Travel Expenses due to traveler.
Travel Plan and Authorization (TPA): A request to Travel. Traveler and Purchasing Liaison have planned their Travel
Expenses in advance; those Travel Expenses will be authorized based on budgeted funds.
US General Services Administration (GSA): Government Agency that sets the Meals & Incidental Expense (M&IE) rates
for US Federal Government agencies.