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HomeMy WebLinkAboutPolicy 34 - Staff Travel and Business Related Expenses Policy OTAY WATER DISTRICT HUMAN RESOURCES POLICY Subject Policy Number Date Adopted Date Revised STAFF TRAVEL AND BUSINESS-RELATED EXPENSES POLICY 34 5/3/2000 5/3/2023 Page 1 of 9 Purpose To provide guidelines for compensation, advancement, and reimbursement of expenses when work duties require Otay Water District (“District”) staff to conduct District business away from their regular work site(s) and outside of San Diego County. Background District staff are called upon to travel or conduct business- related meetings, conferences, training, or functions away from their regular work site(s) and outside of San Diego County, in conjunction with their job functions. Federal and State laws permit and provide guidance for reimbursement of expenses and compensation to staff while traveling outside of San Diego County on District business. Policy The District will reimburse staff for reasonable expenses incurred while outside of San Diego County attending District business- related meetings, functions, conferences, training, or while traveling on District business, including lodging, meals, transportation, and related incidentals. The District will compensate non-exempt staff while traveling in accordance with District policy, applicable Memorandums of Understanding (“MOUs”), and federal and state laws. Procedures A.Pre-approval of Travel Arrangements Staff’s Department Chief and General Manager shall approve the “Staff Travel Authorization Request” form prior to making any travel arrangements. When a Department Chief is traveling, the General Manager shall approve the authorization form. B.Advances and Pre-Payment of Otherwise Reimbursable Expenses Every effort shall be made to process payments using District funds or a District credit card. Staff may request pre-payment of registration, transportation, and lodging, and may request an advance upon expected costs for meals, gasoline for District OTAY WATER DISTRICT HUMAN RESOURCES POLICY Subject Policy Number Date Adopted Date Revised STAFF TRAVEL AND BUSINESS-RELATED EXPENSES POLICY 34 5/3/2000 5/3/2023 Page 2 of 9 or rental vehicles, public ground transportation, taxi, or ride-sharing service using the “Staff Travel Authorization Request” form. Pre-payments and advances shall be limited to staff’s expenses only. Advances for per diem meals shall not exceed the per diem allowance anticipated for the trip plus known costs of ground transportation. Advances shall be requested in a timely manner to allow normal processing through Accounts Payable. C.Reimbursement of Expenses Staff shall be reimbursed for travel expenses incurred while at authorized District business-related meetings, functions, conferences, or training outside of San Diego County as follows: 1.Accountability Travel expenses shall be budgeted by staff as part of the annual budget process. Any travel expenses approved with the budget shall be considered authorized for that fiscal year only. Travel expenses included in Capital Improvements Program (“CIP”) budgets are also considered authorized. Before the District expends any funds for authorized travel that involves lodging or public transportation expenses, staff must complete a “Staff Travel Authorization Request” form. 2.Transportation The District will pay for reasonable transportation costs. Staff shall endeavor to use the most appropriate mode of transportation given the purpose and nature of the trip. If for personal preference or for non-business-related reasons staff incurs additional travel expenses, they will be responsible for the additional expenses. a.Air Transportation The District will reimburse staff or pre-pay costs for economy (coach) class airfares. The District will endeavor to purchase airline tickets in advance, taking advantage of discounts and low airfares. Whenever possible, airline reservations shall be made to permit OTAY WATER DISTRICT HUMAN RESOURCES POLICY Subject Policy Number Date Adopted Date Revised STAFF TRAVEL AND BUSINESS-RELATED EXPENSES POLICY 34 5/3/2000 5/3/2023 Page 3 of 9 travel during normal business hours. Every effort shall be made to ensure travel arrangements coincide with the start of the conference, training, or professional function. b. Automobile i.District Vehicle: Whenever travel by vehicle is most cost-effective or practical, staff shall endeavor to use a District vehicle. Staff must have a valid California driver’s license to operate a District vehicle. The District will reimburse staff for gasoline purchases with receipts while using a District vehicle; however, staff should ensure that the vehicle has sufficient gasoline to reach the desired destination and return, or a full tank of gasoline, before departing from District offices. Staff who are assigned a District vehicle may also use a District credit card to purchase gasoline. Staff must comply with the provisions of Board of Directors Policy No. 14, “Use of District Vehicles and Car Allowance” whenever they choose to use a District vehicle while traveling. If staff will be driving a District or private vehicle outside of San Diego County on District business, or will be transporting non-District staff (excludes contractors/consultants) in a District or private vehicle while conducting District business, then they must obtain advanced approval from the Department Chief by completing the “Authorization to Drive A District or Private Vehicle Out of San Diego County or to Transport Non-District Staff in a District or Private Vehicle” form. ii.Personal Vehicle: In situations where staff uses a personal vehicle for District business, they shall attest upon hire or as required, to meeting the California license and minimum automobile insurance requirements or must make arrangements for a driver who meets the above requirements. Human Resources staff will ensure employees maintain a valid OTAY WATER DISTRICT HUMAN RESOURCES POLICY Subject Policy Number Date Adopted Date Revised STAFF TRAVEL AND BUSINESS-RELATED EXPENSES POLICY 34 5/3/2000 5/3/2023 Page 4 of 9 California driver’s license. Staff may not use a personal vehicle that is not insured according to this policy. If a personal vehicle is used, staff will be reimbursed for mileage at the current maximum allowable tax-exempt reimbursement rate provided by the IRS. Staff who receive a monthly car allowance are not eligible to receive reimbursement for mileage nor will they be reimbursed for use of other forms of transportation (e.g., ride-sharing service) within the County. iii.Rental Cars: Staff shall endeavor to use public transportation, taxi, or a ride-sharing service whenever possible. In the event that a rental car is needed for District business, the District will cover the expenses, including gasoline. The maximum reimbursement for rental cars shall be based on the rate provided for a standard mid-sized car unless there is a clear business need and it is approved by the General Manager or designee. Rentals for the use of recreation or sightseeing, and additional cost features, such as upgrades, are staff’s responsibility. c.Miscellaneous Transportation Whenever practicable, bus, taxi, rail, shuttle, or ride-sharing service transportation may be used in lieu of, or in conjunction with, the modes listed above, unless staff receives a monthly car allowance. 3.Meals and Lodging a.Meals and Beverages Whenever travel outside of San Diego County requires meals, staff may receive the per diem allowance at the current Meal and Incidental Expenses (“M&IE”) rate for San Diego as determined by the U.S. General Services Administration. OTAY WATER DISTRICT HUMAN RESOURCES POLICY Subject Policy Number Date Adopted Date Revised STAFF TRAVEL AND BUSINESS-RELATED EXPENSES POLICY 34 5/3/2000 5/3/2023 Page 5 of 9 i.Per diem: a. Full Day Allowance When staff is traveling for a full day and no meals are provided by other sources, such as pre- paid registration, the per diem meal allowance shall be at the current Domestic Per Diem Rate for M&IE, or an amount that the General Manager deems reasonable for the occasion or circumstances (taxes and gratuities are inclusive). b.Single Meal Allowance When staff requires an allowance for a single meal while traveling, the per diem meal allowance shall be at the current Domestic Per Diem Rate for M&IE for breakfast, lunch, or dinner as determined by the U.S. General Services Administration, or amounts that the General Manager deems reasonable for the occasion or circumstances (taxes and gratuities are inclusive). c.Partial Day Allowance When staff will be traveling for a partial day or where a single meal is provided for by other sources such as pre-paid registration, the per diem meal allowance shall be at the current Domestic Per Diem Rate for M&IE for breakfast, lunch, or dinner as determined by the U.S. General Services Administration, or amounts that the General Manager deems reasonable for the occasion or circumstances. d.Receipts do not have to be submitted for per diem allowances. b.Lodging The District will pre-pay or reimburse staff for accommodations in single occupancy rooms at conference OTAY WATER DISTRICT HUMAN RESOURCES POLICY Subject Policy Number Date Adopted Date Revised STAFF TRAVEL AND BUSINESS-RELATED EXPENSES POLICY 34 5/3/2000 5/3/2023 Page 6 of 9 facilities, or within close proximity when applicable. In the absence of conference facility accommodations, single-room occupancy for business, government, or commercial class accommodation may be obtained. Lodging will only be reimbursed for the night before a conference starts or the night after it ends if travel schedules would require staff to leave home before 6:00 AM or return home after 12:00 AM. With prior supervisory approval, if staying overnight, an extra night or over a weekend at a destination allows for a reduction of travel expenses, and the cost of accommodations is less than the savings realized by the documented reduced transportation expenses, the District may pre-pay or reimburse staff for the extra night’s lodging. Only lodging expenses will be reimbursed in these situations. 4.Entertainment The District will not cover expenses incurred for recreation or entertainment. 5.Incidental Expenses Unavoidable, necessary, and reasonable authorized expenses will be fully reimbursed by the District. Some examples of allowable expenses are: a.Reasonable transportation to local restaurants and to optional functions that are part of conference events. b.Reasonable gratuities. c.Conference or hotel parking fees. d.The following expenses are not reimbursable: i.Alcoholic beverages; ii.Parking or traffic violations; iii.In-room movies; iv.Laundry service; and v.Expenses incurred by spouses, family members, or guests. OTAY WATER DISTRICT HUMAN RESOURCES POLICY Subject Policy Number Date Adopted Date Revised STAFF TRAVEL AND BUSINESS-RELATED EXPENSES POLICY 34 5/3/2000 5/3/2023 Page 7 of 9 6.Compensation for Non-Exempt Staff Non-exempt staff traveling and staying overnight are normally authorized to work only the total number of hours they were regularly scheduled to work, exclusive of applicable travel time. However, all staff traveling and staying overnight are considered by the District to be on flexible schedules. During flexible schedules, staff’s starting time, meal period, rest periods, etc. are adjusted to accomplish work with minimal overtime, if any. Should business require non-exempt staff to travel, function attendance and travel hours are compensable pursuant to state law. These hours are considered regular work hours for purposes of calculating overtime. During all compensable hours, staff is subject to any and all provisions of District Policies and Procedures. The following hours are compensable: a.Actual hours spent at meetings, conferences, or functions, excluding meals and special events of an entertainment nature held in conjunction with a function. b.Actual hours spent in transit, excluding hours spent in travel between staff’s residence and the District. Any time spent in layover at a public transportation facility is also compensable as transit time, unless staff chooses to participate in recreational activities during the layover. On the other hand, time spent taking a break from travel in order to eat a meal, sleep, or engage in other personal pursuits not connected with traveling or making necessary travel connections, such as sightseeing, visiting friends and family, or other activities of a recreational or entertainment nature, are not compensable. 7.Staff’s Responsibility a.In situations where staff can use petty cash for OTAY WATER DISTRICT HUMAN RESOURCES POLICY Subject Policy Number Date Adopted Date Revised STAFF TRAVEL AND BUSINESS-RELATED EXPENSES POLICY 34 5/3/2000 5/3/2023 Page 8 of 9 reimbursement of travel expenses, they may submit a “Petty Cash Form”. If expenses to be reimbursed are beyond the scope of petty cash, staff must submit a detailed “Staff Expense Claim Form”. Petty cash and staff expense claim forms shall be supported by itemized receipts of expenditures for which reimbursement is being requested. Receipts must be attached for all expenses with the exception of per diem meal allowance. If a receipt required for reimbursement is lost, the lost receipt must be noted on the “Staff Expense Claim Form” and approved for reimbursement before any payment can be made. Claim forms must be submitted within 14 calendar days after expenses are incurred. b.Expenses will not be reimbursed for meetings that have been pre-paid and not attended. Staff may be required to reimburse the District for any pre-paid expenses for any unexcused absence. The General Manager will determine if an absence from a pre-paid meeting is excused or unexcused. c.When two (2) or more employees combine an expense on one receipt, the employee requesting reimbursement shall indicate on the “Staff Expense Claim Form” the identity of other staff sharing expenses. d.Expenses incurred by spouses, family members, or guests are staff’s responsibility. e.Any misrepresentation in connection with the petty cash or reimbursement process will be grounds for discipline up to and including termination of employment. Attachments: “Staff Travel Authorization Request” Form and “Instructions for Preparation of Staff Travel Authorization Request Form” “Petty Cash Form” OTAY WATER DISTRICT HUMAN RESOURCES POLICY Subject Policy Number Date Adopted Date Revised STAFF TRAVEL AND BUSINESS-RELATED EXPENSES POLICY 34 5/3/2000 5/3/2023 Page 9 of 9 “Staff Expense Claim Form” and “Instructions for Preparation of Staff Expense Claim Form” “Authorization to Drive A District or Private Vehicle Out of San Diego County or to Transport Non-District Staff in a District or Private Vehicle” Form