HomeMy WebLinkAboutRES2023-060 Personnel Policy No 3 - Travel - Reimbursement Vehicles CITY OF SEWARD,ALASKA Sponsored by: Bower
RESOLUTION 2023-060
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, ADOPTING PERSONNEL POLICY #2023-03: TRAVEL,
REIMBURSEMENT,AND VEHICLE USE POLICY
WHEREAS, Seward City Code 3.05.015 A. 2. states the city council shall adopt all
personnel policies; and
WHEREAS,the city manager requests the city council adopt Personnel Policy#2023-
03; and
WHEREAS, Personnel Policy #2023-03 provides the parameters concerning travel,
reimbursement, and vehicle use; and
WHEREAS,the policy is applicable to all employees.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD,ALASKA that:
Section 1. The Seward City Council adopts Personnel Policy #2023-03: Travel,
Reimbursement, and Vehicle Use in its entirety as attached herein.
Section 2. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 8th
day of May, 2023.
THE CITY OF SEWARD,ALASKA
Sue McClure,Mayor
AYES: Calhoon, Barnwell, DeMoss, Osenga, Wells, Finch, McClure
NOES: None
ABSENT: None
ABSTAIN: None
CITY OF SEWARD, ALASKA
RESOLUTION 2023-060
ATTEST:
renda J. Ballou
City Clerk
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City Council Agenda Statement
Meeting Date: May 8, 2023 t!
To: City Council
Through: Janette Bower, City Manager
From: Tammy Nickell, Human Resources Manager
Subject: Resolution 2023-060:Adopting Personnel Policy#2023-03: Training Expense
Policy
Background and justification:
Seward City Code 3.05.015 A. 2. states the city council shall adopt all personnel policies. The
city manager requests the city council adopt Personnel Policy #2023-03; and
Personnel Policy #2023-03 provides the parameters concerning travel, reimbursement, and
vehicle use. The policy is applicable to all employees.
Comprehensive and Strategic Plan Consistency Information
This legislation is consistent with (citation listed):
Comprehensive Plan:
Strategic Plan:
Other:
Certification of Funds
Total amount of funds listed in this legislation: $ 0
This legislation (✓):
Creates revenue in the amount of: $
Creates expenditure in amount of: $
Creates a savings in the amount of: $
✓ Has no fiscal impact
Funds are (✓):
Budgeted Line item(s):
Not budgeted
✓ Not applicable
Fund Balance Information
Affected Fund (✓):
General SMIC Electric Wastewater
Boat Harbor Parking Water Healthcare
Motor Pool Other
189
Note:amounts are unaudited
Fund Balance/Net position — unrestricted/unassigned $ n/a
Finance Director Signature: "
Attorney ew
00,
✓ Yes Attorney Signature:
Not applicable Comments:
Administration Recommendation
Approve Res.
Other:
190
City of Seward . =
Travel, Reimbursement, and Vehicle Use Policy
Approved by City Council Resolution 2023-060
May 8, 2023
Personnel Policy #2023-03
Applicable to All Employees
Travel, Reimbursement, and Vehicle Use Policy
Section 1. Travel.
A. Travel expenses— approval required.
1. Employees traveling outside of the city limits for city business must first have written
authorization from the employee's department head or supervisor before charging airfare,
paying of any registration fees, reservations or other necessary items.
2. The City Manager must authorize any out-of-state travel or when travel expenses are
expected to exceed $1,000.
B. Travel reimbursement.
1. When a city employee is required to travel outside the city limits, on city business, requests
for reimbursement for the following expenses shall be reimbursed upon timely submission
to the finance department.
a. Mileage for use of personal vehicle at the current IRS mileage rate;
b. Airfare;
c. Ticket change fees;
d. Rental car charges must be pre-approved by the city manager;
e. Reasonable and necessary internet access fees;
f. Necessary dry cleaning and laundry costs if employee is required to be away for city
business for five (5) days or more, excluding travel time; and
g. Other necessary transportation charges and fees related to city business.
2. Reimbursement requests must be submitted in writing on a travel expense report and
have appropriate documentation to clearly indicate the expense and the relation to city
business.
3. Reimbursement by the city will occur within ten business days of the finance department's
receipt of properly completed, coded and approved reimbursement request.
C. Non-reimbursable travel expenses.
Employees will not be reimbursed for the following expenses:
1. Use of personal airline mileage;
2. First-class upgrades;
Personnel Policy #2023-03
May 8, 2023
Page 1 of 6
3. Movies or other entertainment;
4. In-room service;
5. Alcohol; and
6. Expenditures without proper receipts or documentation.
D. Personal vehicle use.
1. If use of a city owned vehicle is inappropriate for the business need, or a city-owned
vehicle is not available, the city manager may authorize the use of a personal vehicle.
2. Proof of personal insurance including collision liability coverage and current driver's license
may be required.
3. Upon timely submission of a travel expense report to the finance department, mileage for
use of a personal vehicle will be reimbursed according to the current IRS approved mileage
rate.
E. Air travel.
Airline reservations should be limited to the most economical and direct means, coach fare,
and require pre-approval from department head and the city manager.
1. The city will not pay for first -class upgrades.
2. Employees are not expected to travel on red-eye flights.
3. For out-of-state travel, an employee is allowed no more than one day prior to the start of
class or training for travel, and one travel day following the end of class or training.
a. An exception can be made when a fare requires a Saturday stayover and is more cost
effective than the cost of an extra day's stay, or where daily flight service is not
available.
b. Where a Saturday stayover is more cost effective, the extra day stay is strongly
encouraged.
c. Extra days for personal purposes are not reimbursable.
4. A copy of the purchased ticket printout must be submitted with the city credit card log.
5. Personal credit cards should not be used to pay for City travel except in the case where
an employee is also including personal travel in the purchase.
6. The City will reimburse ticket change fees so long as those changes are reasonable and
necessary and have received prior department head authorization.
7. An employee who cancels a flight for which the City fails to derive a benefit (refund,
transfer of ticket, or future travel utilizing the ticket), may be required to personally pay
for future travel costs, and be reimbursed upon completion of travel, or forfeit
reimbursement if travel does not take place.
F. Other transportation.
1. Rental cars.
a. Rental car charges will be reimbursed only if it is the most economical means of
transportation. Prior authorization from the city manager is required.
b. City employees driving rental cars are covered under the city's insurance policy while
traveling on official business and should therefore decline rental company insurance.
c. The employee shall also return the rental car with a full tank of gas to prevent the
need to pay airport fill-up charges. Employees are responsible for any charges incurred
as a result of failing to return the rental car with a full tank of gas. Unless traveling
with a group, the City will reimburse only for a compact or smaller vehicle.
Personnel Policy #2023-03
May 8, 2023
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d. If the employee elects to rent a larger vehicle, the employee must pay the difference
and provide supporting documentation of the price difference.
e. When renting a car for days not involving city business, the employee is required to
reimburse the city for those days.
2. Taxi, airport shuttle, train, bus, and parking fees will be reimbursed if directly related to
official business.
3. Reimbursement for expenditures not substantiated by receipt (e.g. parking, taxi, shuttle
service) will be at the discretion of the department head.
G. Lodging.
1. Payment arrangements for lodging should be made prior to departure. Payment should
be by city credit card or purchase order. Employees that are issued a city credit card are
required to use the city credit card for lodging expenses.
2. An employee not holding a city credit card may also pay for the room and be reimbursed
upon completion of travel.
3. Lodging cost is limited to single-occupancy rate and must be supported by a receipt. If a
more expensive room is used or the employee requests other than single occupancy, the
difference will be at the employee's expense. If a single room is not available, the
employee may be reimbursed at the higher rate with supervisor approval.
4. Employees staying at private accommodations (eg: staying with family) may request
reimbursement of $50.00 a night.
H. Meals.
1. Employees traveling for over eight (8) hours may request per diem for meals based on
the General Service Administration published local meal rates for the travel destination.
2. Employees traveling for less than eight (8) hours are eligible for one meal.
3. Total meal allowance will not exceed the current published rate whether receiving a meal
allowance or paying with a city credit card.
4. Meal allowance will not be paid if the applicable meal is included in the paid
event/conference or if charged to a city credit card.
5. The city may provide an in-state per diem rate by policy.
I. Travel advance.
1. Employees may submit a request for a travel advance to the finance department. The
request must be approved by the department head and the city manager.
2. Upon completion of travel, the employee must submit documentation of the expenditures
and refund any excess to the City.
Section 2. Reimbursement.
A. Reimbursement from other sources.
1. Should a third-party agree to pay all or part of the cost of an employee's travel expenses,
the third-party should provide the employee or department head with documentation of
items they will be covering.
2. Payment for reimbursement for travel expenses will not go to the employee from the
third-party. Instead, payment will be made directly to the City and be paid to the employee
per established reimbursement policies.
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May 8, 2023
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B. Compensable travel time.
1. Travel time will be compensated in accordance with the Fair Labor Standards Act. In
general, if travel for an employee who is eligible for overtime requires an overnight stay,
any time spent traveling (as a passenger) that falls within the employee's normal work
hours is compensable, regardless of what day of the week the travel takes place.
2. Travel outside of normal work hours is not compensable.
Section 3. Vehicle use.
A. Personal vehicle stipend.
1. The intent of the personal vehicle stipend is to compensate an employee for the
employee's use of the employee's personal vehicle for city business.
2. The City Manager shall determine whether an employee is entitled to a monthly vehicle
stipend.
3. Stipends apply to employees within departments who do not have a city vehicle for
employees to use and for employees whose job description requires they conduct city
business off-site.
4. Stipend calculation. Stipends are calculated at 3% of the employee's annual total base
wage.
5. City credit cards shall not be used for gasoline purchases by employees who receive a
vehicle stipend.
6. Mileage shall not be reimbursed on a travel expense report for any city business by
employees who receive a vehicle stipend.
7. The city manager is entitled to a monthly vehicle allowance if designated in the contract
between the city council and city manager.
B. City vehicle use.
1. City vehicles may only be used by employees and for official business. Exceptions must
be approved by the City Manager.
2. All operators of a city vehicle will have in their possession a current operator's license.
3. The operator is responsible for any citations or fines due to a violation of traffic laws,
including parking tickets.
4. All operators of a city vehicle and passengers are required to wear a seatbelt.
5. Passengers riding in City vehicles will be limited to other city employees or individuals on
official business. Family members or other persons are not authorized passengers unless
serving as chaperones on city-sponsored events, or as participants in city programs for
which riding in a city vehicle has been authorized, in writing, by the current city manager.
6. Travel to another city via a city vehicle requires prior authorization.
7. City vehicles will not be used to jump-start or tow non-city owned vehicles.
8. The operator of a city vehicle must ensure the vehicle is properly serviced before, during
and after operations and to report any mechanical or safety deficiencies shall be reported
to the city shop or the employee's supervisor and the vehicle will not be operated if unsafe
or issue is likely to cause damage to the vehicle. An employee may be held responsible if
failing to follow the above.
9. No alcoholic beverages, marijuana or illegal substances are to be kept or consumed in a
city vehicle.
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May 8, 2023
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10. Any employee violating this policy is subject to disciplinary action, up to, and including,
suspension or termination.
C. Take home vehicles.
1. For purposes of providing quicker response time in emergencies, personnel who have
duties requiring 24-hour response shall be considered eligible to take a City vehicle home
to their place of residence.
2. City manager approval is required for all requests for a take-home vehicle except for police
and fire personnel. Requests must be submitted by the department head to the city
manager identifying the vehicle, staff member and justification for the need to take the
vehicle home. Authorization from the city manager must be in writing and filed in the
employee's personnel file.
3. All operators of a city vehicle must have a current operator's license in their possession.
The operator is responsible for any citations or fines due to a violation of traffic laws,
including parking tickets.
4. All operators and passengers are required to wear a seatbelt.
5. City vehicles will not be used for personal use, except for minimal personal use, such as
a stop for lunch or between two business stops and commuting to and from work.
6. Passengers riding in city vehicles are limited to other city employees or individuals on
official business. Family members or other persons are not authorized passengers unless
authorized, in writing, by the current city manager.
7. Vehicles shall be stored at the work site when operator is on vacation or extended leave.
8. Assigned personnel shall be held accountable for the care and operation of the vehicle
and equipment while the vehicle is in take home status. Mechanical or safety deficiencies
shall be reported to the city shop and the vehicle will not be operated if unsafe or issue is
likely to cause damage to the vehicle.
9. Vehicles shall be locked when unattended.
10. No equipment or property shall be left unattended for prolonged periods of off time.
11. Smoking is not permitted in a city vehicles.
12. City vehicles will not be used to jump-start or tow private vehicles.
13. No alcoholic beverages, marijuana or illegal substances are to be kept or consumed in a
city vehicle.
14. Personnel assigned a City owned vehicle shall be subject to disciplinary action for
improper, illegal use or operation of the vehicle and equipment up to, and including,
suspension or termination.
15. Use of city vehicles in a take home status shall not be considered a right, but a privilege
and a tool to perform the job. Employees must be aware of public perception and engage
in proper use of vehicles and maintain appropriate conduct while operating any City
vehicle.
D. Vehicle accident reporting.
1. City employees are required to immediately file a City Accident Report form any time a
city vehicle is involved in an accident. An on-site police investigation, police report and
State of Alaska Motor Vehicle Crash Form must accompany any accident report form in
which a City vehicle and/or other vehicle sustains $2,000 or more of damage.
2. All documentation of a vehicle accident must be turned into Human Resources Manager
within 72 hours after the accident.
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3. Employees who do not comply with the post-accident testing requirements, or who fail
or refuse to provide a sample for testing, will be considered to have refused to submit to
testing and will be subject to appropriate disciplinary action including termination.
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May 8, 2023
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