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HomeMy WebLinkAboutResolution 71-25 w Travel PolicyRESOLUTION 71-25 A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS APPROVES THE TRAVEL POLICY WHEREAS, the Travel Policy sets guidelines and rules to govern employees traveling for business purposes; and WHEREAS, the Town's preferred methods for booking flights, hotels, and other travel arrangements; and WHEREAS, the Town will allow international or out-of-state travel for any event or activity with the appropriate approval levels; and WHEREAS, the City Council can travel internationally or out-of-state as long as approved at a City Council meeting; and WHEREAS, the Town's required travel documentation is outlined in the policy (Attachment A); and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the Town of Los Altos Hills approves the updated Travel Policy. The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a special meeting held on the 16111 day of October 2025 by the following vote: AYES: TANKHA, BHATEJA, MOK, SWAN, TYSON NOES: NONE ABSTAIN: NONE ABSENT: NONE BY: ATTEST: Kavita Tankha, Mayor ilea Birdsong -Miller,' it�G y Clerk RESOLUTION 71-25 LOS ALTOS H11LS TRAVEL AND EXPENSE POLICY W �r CALIFORNIA PURPOSE Town travel should be for business and training purposes that is of value to the Town and its residents. All expenses incurred while on Town business should constitute reasonable and practical use of public funds. When traveling, employees shall choose the most efficient, direct and economical travel options available. The purpose of this policy is to establish business travel guidelines for Town employees that are fair, accountable, and transparent. This policy addresses the criteria for Town payment of travel expenses and/or advances incurred by the Town employee. I. GENERAL GUILDELINES A. Authorized expenses shall include, but are not limited to, authorized business expenses incurred while engaging and/or participating in the following activities and/or events, which meet the criteria listed below: 1. The seminar, meeting, function, certification training or conference is mandatory or necessary to accomplish key Town or employee goals and objectives. Such activities include, but are not limited to: a. Participating in and attending meetings of regional, state and national organizations whose activities affect the Town's interests. b. Attending educational seminars designed to improve skill and information levels. c. Attending business meetings, functions of local civic or community organizations where there is a clear nexus between the event and Town employee duty, i.e., not purely social events. Town of Los Altos Hills October 2025 Travel Policy 1 2. If the training location requires an overnight stay, efforts should be made to ensure no local option is available. Government rates should be used when available. Attendance at conferences and travel time to and from the conference must receive prior approval from the employee's supervisor. If the employee is eligible for overtime or compensatory time accrual during the travel time and conference event, wages will be calculated in accordance with FLSA requirements. Lodging at conference sponsored or group rate discount are to be utilized. 3. Registration fees will be fully paid by the Town, preferably by Town credit card. If a credit card payment is not feasible, the Town may issue a check directly to the vendor. Any discounts offered for early registration or attendance by additional people should be obtained whenever possible. 4. International travel for any event or activity requested by staff requires Department Head, City Manager and City Council approval while out-of-state travel for any event or activity shall be authorized first by the department head and then by the City Manager. 5. Any City Council members requesting out-of-state travel or international travel for any event or activity shall be approved at a City Council meeting. B. The following are examples, but not all inclusive, of personal expenses for which the Town will not reimburse the employee, even when incurred. in conjunction with approved reimbursable expenses: ® Expenses incurred as a result of supplemental personal travel. ® Political or charitable contributions or events. • Family or companion expenses, including those related to child or pet care. ® Entertainment expenses • Meals for any person other than the employee. ® Non -mileage personal automobile expenses, including repairs, traffic citations, insurance, or gasoline. ® Personal losses incurred while on Town business. ® Inaccurate receipts that are greater than the reimbursable cost of the item. ® Alcohol C. Payments for travel and expenses will be made on a reimbursement basis, with employees submitting a Statement of Travel Expenses and receipts after travel. Prepayments (e.g., conference registration, airfare, lodging) should be made directly to vendors whenever feasible. Cash advances to employees are strongly discouraged and may only be approved in exceptional circumstances by the City Manager or designee. D. Reimbursement of expenses may be made only for Town employees; no reimbursement is allowed for non -employees accompanying the attendee. Town of Los Altos Hills October 2025 Travel Policy 2 E. All reimbursement claims or advances for travel and expenses (including registration) shall be accompanied by sufficient supporting documentation including original receipts, copies of registration forms, invoices, cancelled checks or notation for any receipts that are lost. F. All claims for travel and expenses shall be signed by the employee's supervisor and Department Head or his/her designee. II. TRANSPORTION A. Airfare 1. Use of air, train, private automobile, or other mode of transportation shall be selected based on the least expensive option for the Town. Government and group rates should be used when available. 2. Transportation costs to and from the authorized destination will not exceed advance purchase economy class airfare unless such fare is not available. Employees shall inquire as to any government discount the airline may provide. The Town will not pay for upgrades (e.g. seat upgrades or early boarding options) without prior approval from the City Manager or his/her designee. B. Automobile 1. No allowance or reimbursement for transportation is authorized when a Town vehicle is used. 2. When two (2) or more employees are traveling by vehicle, the employees should make every effort to travel together. 3. Automobile mileage will be reimbursed at the rate set by the Internal Revenue Service (IRS) in effect at the time of travel and will be reimbursed for the distance between home and the destination or work and the destination, whichever is less. Finance shall be responsible for determining the applicable rate at the time of travel. This amount does not include bridge and road tolls, which are reimbursable at actual rates. Any employee in a management position who receives a vehicle allowance is not eligible for mileage reimbursement. Mileage reimbursement should be submitted within thirty (30) days of travel. 4. If a personal vehicle is used to and from the airport, the actual mileage will be reimbursed. Parking at the airport will be reimbursed or a shuttle to and from the airport. It is encouraged that the cheaper of the two options be used. 5. The necessity for a rental car must be established and authorized in advance by the City Manager or his/her designee. Only economy car models may be rented unless the Town of Los Altos Hills October 2025 Travel Policy 3 upgrade is provided at no additional cost to the Town. Prepaid gas is not to be selected, but optional insurance is required and will be reimbursed. The employee is required to notify the Town's Risk Manager and their supervisor, immediately, in the event of any incident or accident related to the rental vehicle. If and when available a police report should also be obtained if involved in a vehicle accident. When 2 or more employees are attending the same training, the rental vehicle, if approved, should be shared. C. 'Taxis/Shuttles 1. Whenever possible, hotel courtesy buses or local shuttle services should be used. Taxi service or Ride Share should. be used only when no other convenient, less costly transportation is available. III. LODGING A. No lodging expenses incurred by employees within a 50 -mile radius will be reimbursed unless there are extenuating circumstances and approved prior by City Manager or his/her designee approval. B. Lodging expenses may be prepaid directly to the hotel or reimbursed. Prepayment or reimbursement will be limited to single occupant room rates. Lodging reimbursement shall not exceed conference hotel cost or host group rate with the exception the lodging is not available. No reimbursement will be made when lodging is at a family/friend's residence. IV. MEAL COSTS A. The Town will provide meal and incidental expense reimbursement on a per diem basis, consistent with the U.S. General Services Administration (GSA) rates in effect at the time and location of travel. Receipts are not required for meals and incidentals reimbursed under the per diem method. On the first and last day of travel, employees will receive 75% of the applicable daily per diem. When meals are included in conference or event registration, the daily per diem will be reduced accordingly. V. MISCELLANEOUS EXPENSES A. Expenses related to Town business will be reimbursed for actual telephone, fax, parking expenses, tolls, tipping, taxi, hotel wireless charges, or other reasonable expenses. Miscellaneous expenses must be itemized, and receipts must be provided. Where receipts are not available, a signed declaration of expenditures may be accepted by the Administrative Services Director or designee at their discretion. B. Incidental expenses (fees and tips to porters, baggage carriers, hotel staff, etc.) are included within the GSA per diem allowance and will not be separately reimbursed, except when clearly outside the GSA definition. Town of Los Altos Hills October 2025 Travel Policy 4 C. Personal expenses (e.g. shoe shine, in -room entertainment, personal phone calls, traffic fines, etc.) are not reimbursable. D. If a personal side trip is planned, the Town will reimburse not more than the advance purchase economy class airfare to and from the original destination. Any additional costs related to personal travel will not be reimbursed by the Town. E. If a companion accompanies an employee, only the business cost incurred by the employee will be reimbursed. All costs incurred in addition to the employee costs will not be reimbursed by the Town. VI. BUSINESS MEETING EXPENSES A. Business meals are reimbursed at actual cost with itemized receipts, separate from the employee's per diem allowance. The itemized meal receipts shall include the amount of the expense, the date and place of the expense, the business purpose, and who attended the business meeting. B. Meals will only be reimbursed for the cost(s) of the eligible item on the meal receipt. Overcharged amounts will not be reimbursed. C. Meal reimbursement should be submitted within 30 business days of the meeting. Employee 1. Discuss planned travel and expenses with immediate supervisor. 2. Obtain prior authorization for any nonstandard expenses (i.e., rental car, travel by air, etc.) by filling out the Travel Authorization form located in :/common/LAH forms. 3. Submit requests for registration and any advances or prepaid items within the standard disbursement time period. 4. Within 30 business days after the employee's return from a trip, a Statement of Travel Expenses (travel and expense report) must be pled with the Finance Division complete with the proper signing authority. The form is located in:\common\LAH forms. 5. All Statement of Travel Expenses shall include copies of documentation of previous prepayments or advances made, including registration, airfare, hotel, training agenda, etc. Town of Los Altos Hills October 2025 Travel Policy 5 6. When claiming per diem, employees must note the applicable GSA rate and location on the Statement of Travel Expenses. Receipts are not required for meals and incidental expenses reimbursed under the per diem allowance. Finance 1. Receives completed Statement of Travel Expenses from department. 2. Reviews requested prepayments, advances and reimbursements related to travel. Checks the budget for consistency with budgeted funds. 3. Process Statement of Travel Expenses and provides payment for advances, prepayments or reimbursements. Peter P' a anagen October 2025 V � U 7 Town of Los Altos Hills October 2025 Travel Policy 6