HomeMy WebLinkAboutAdministrative Order No. 2005-04 Training and Travel PolicyAdministrative Order 2005-04
City of Bozeman
Training and Travel Policy
Statement of Philosophy
Training, and associated travel, is a necessary part of the operation of City government. Attendance by
staff and elected officials at conferences and training seminars and programs is a beneficial use of
taxpayer dollars as it is vital to provide the public with safe, quality services.
Department Heads are responsible for meeting and serving the education and training needs of their
department. Funds for education, training and associated travel should be adequately budgeted by the
Department Head. Justification for the budget request shall be the responsibility of the Department Head
during the budget process, and each Department Head shall allocate the funds so designated in a
conscientious manner, having due regard to the overall needs of the department. However, every effort
shall be made to secure outside funds such as grant funds to supplement training and travel budgets.
Whenever a department secures outside funds, those outside funds shall not be used to reduce training and
travel budgets or future allocations in budget cycles.
All training, and associated travel, whether in-state or out-of-state, shall fall under this policy. Education
and training opportunities shall be considered on the basis of merit to the department, and shall not be
discouraged because it involves out-of--state travel.
Guidelines
Department heads shall exercise their best judgment, based on the needs of the department, in exercising
these guidelines. Employee discretion may dictate deviations from these guidelines based upon the
individual situation confronted.
- The Department Head, or designee, must approve all travel in advance.
- Each department shall consider budgetary implications of all travel plans and allocate resources
as necessary to provide the greatest benefit possible to the department and the City. Government
rates shall be used whenever possible.
- Personal expenses will not be a reimbursed expense. Alcohol; tobacco; entertainment (when not
part of the conference or convention package as pre-approved); loss or damage to personal
property; fines, fees forfeitures; and personal grooming are all considered personal expenses.
- When traveling in a City vehicle, in a personal vehicle on City business, or in an authorized rental
vehicle, seatbelts will be worn at all times by all occupants and all vehicle laws shall be observed,
including speed limits. A valid driver's license shall be in the driver's possession.
- Due to potential liability issues, unless otherwise approved by the appropriate supervisor, non-
employees may not accompany an employee in a City vehicle whether for business trips or other
travel. Non-City employees may be allowed with authorization including a hold harmless
agreement. The City assumes no responsibility or liability for use of a private vehicle.
Policy
It is the policy of the City of Bozeman to reimburse for actual and necessary expenses associated with
travel in an official capacity. This policy is to be used by City employees and elected officials who travel
on City business. All City employees are required to follow these procedures for any training and travel.
I. All travel, including the means of transportation to and from a destination, must be approved by the
appropriate Department Head before any trip is made. The use of a Travel/Advance Reimbursement
Request forni is required for all travel (except within the City of Bozeman). The form will be submitted
to the Finance Department through your Department Head for processing when an advance is required or
for reimbursement. The Department Head must sign the form approving the request or it will be returned
by the Finance Department.
A. A written Travel Plan/Advance Request form should be submitted one (1) week in advance of
any travel plans. For out-of--state travel, a brief statement of the justification for the travel and
any attempts to find comparable training in-state or locally, shall be included in the request.
B. Cash advances may be requested ($50.00 or more) to offset undue financial hardship on
employees traveling for City business. A Travel Plan/Advance Request form must be used, and
the request must be justified with reasonable requests for meals, registration, lodging, public
transportation and other expenses.
II. All travel paid for by the City which is outside the Continental limits of the United States and Canada
must be reviewed and approved by the City Manager.
III. All transportation shall be by the most economical means--taking into consideration the direct cost of
the carver, the cost of the employee's time away from the office, and expenses incurred for additional
nights lodging and meals.
A. Airlines: All commercial air travel shall be by the least expensive service available, generally
coach rates. An employee may be asked for documentation justifying the means of transportation
and/or cost savings. Advance planning should be used to take advantage of various special airline
rates. When airfare rates are considerably less leaving a day earlier, the City will pay the extra
day's meals and lodging.
B. LodQin~: The City will reimburse only for the single occupancy rate. When an employee is
accompanied by a spouse or other guest, the lodging invoice shall note the single occupancy rate
for the hotel/motel, and shall be signed by an authorize employee of the hotel/motel. The
employee is responsible for the difference and any room charges not pre-approved. All lodging
will be reimbursed with appropriate receipts. Lodging is authorized at the actual cost (including
tax) in a hotel or motel which is the site of the conference or training, and includes lodging at an
approved alternative site.
C. City Vehicle: Whenever possible, employees should use City vehicles for official City
business. City vehicles shall be legally and appropriately operated and/or parked at all times.
Employees using City vehicles will obtain a gasoline credit card from the Department Head or
Finance Department if the purchase of gasoline is anticipated. If the gasoline card is not
accepted, or expenses for gasoline or other repairs occur, the Employee shall submit receipts for
such expenses to obtain reimbursement.
D. Persona] Vehicle: Use of a personal vehicle will be reimbursed at the IRS rate published and
in use in the City at that time. Reimbursement will be on a per mileage basis. Additional
vehicle-related expenses incurred will be the responsibility of the vehicle owner and are not the
responsibility of the City. All personal vehicles used for City business must be adequately
insured for liability, personal injury and property damage. Reimbursement for mileage will be
from the employee's work place to the travel destination and returning to the work place.
Mileage shall not exceed the cost of airfare unless pre-approved.
E. Economy Measures: When practical, employees will carpool when attending the same
conference or training. An employee may take their own car but will not be reimbursed for
mileage, or upon agreement split the reimbursement with the other drivers. Cost-sharing
measures are encouraged when practical and appropriate.
F. Other: Reimbursement for expenses incurred for TaxiBus/Shuttle services shall be allowed.
Receipts should be obtained where possible, but if no receipts are available, then an explanation
(accounting) of the request is necessary. Reimbursement for rental car expenses must be pre-
approved by the Department Head. A justification for the need for a rental car must be included
with the Travel Plan/Advance Request form.
N. Reimbursement for business related telephone calls, conference registration, tuition and necessary
conference or training materials will be allowed with the appropriate receipts or proof of attendance.
Department Heads are encouraged to provide telephone cards or wireless access for employees.
Whenever possible, registration, tuition, and material costs should be pre-paid through the City or billed
to the City.
V. Travel expenses which require reimbursement shall be supported by vendor receipts, with the
exception of per diem. No reimbursements will be made without vendor receipts or documentation,
except for certain instances where receipts are not customarily provided. A request for such
reimbursement must be submitted within one week of the employee's return.
VI. MEALS will be reimbursed on a PER DIEM basis only. Any expenses over the per diem rate are the
responsibility of the Employee. Exceptions to the policy are discouraged, but the Department Head may
grant a deviation from this policy in exceptional circumstances.
A. The following per diem rates are established. They include I S% gratuity:
Meals In-State Out-of--State
1. Breakfast $ 6.00 $ 8.00
2. Lunch $ 8.00 $ 10.00
3. Dinner $ 14.00 $ 18.00
4. Total: $ 28.00 $ 36.00
B. Employees may not claim a meal if it is included in the registration cost of the
training/conference. Exceptions, at the discretion of the Department Head, include additional
costs for banquets, and when the employee attends a training session or required business meeting
during a scheduled meal.
VII. Employees may be asked for additional information or documentation before reimbursement.
VIII. The City Manager may approve exceptions to this policy.
Dated this day of October, 2005
CITY OF BOZEMAN
By:
Chris A. Kukulski
City Manager