2007-10-01 Council Agenda - Laserfiche WebLink

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DRAFT City Personnel --ADMINISTRATIVE REGULATION Travel Guidelines It is the policy of the City to encourage training and conference travel (herein referred to as “conference”) for City officials, Department Directors and employees (herein referred to as “employee”) to enhance his/her job knowledge. This activity should be directly related to the employee’s position in the City and is subject to annual budget constraints. The purpose of this policy is to provide employees and supervisors with a simple approval and expense documentation method. Any exceptions to these guidelines must be approved by the City Manager. Employee Travel Regulations I. Request for Travel A. All employee out-of-town travel to conferences shall be approved by the appropriate Department Director and the City Manager prior to travel. At least fifteen days prior to attending a conference, the employee must Employee Travel Request and Expense Report submit a Form PD-6, , for travel approval. Supporting documentation, such as a conference announcement/agenda and registration form, must accompany the travel request. B. Once approved by the City Manager, the travel request form will be returned to the originating department and a copy should be submitted to the Finance Department Accounts Payable Section. Any prepayments such as registration may be processed through Finance at this time. C. The employee should also submit a Leave of Absence Request to the Department Director for approval and the department should process the leave form in the general manner that it processes other leave requests. II. Report of Expenses After returning from a conference, the attending employee must report all expenses incurred regardless if any reimbursement is due. The employee must obtain the original copy of the travel request form from his/her respective department, complete the section on actual expenses noting how those expenses were paid, and attach a copy of all detailed receipts and related supporting documentation. The completed form along with required attachments must be forwarded to the Department Director for approval and then submitted to Accounts Payable for payment. A copy should be maintained by the department and should also be submitted with the employee’s City credit card statement when travel is charged to the credit card. III. Travel Expenses A. Travel shall be by the most feasible and economical means. Whenever October 1, 2007 I-1-h