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Spokane, WA Procedures Bulletin AC-02
Effective Date: May 1, 1997
Subject: City Travel Policy and Procedures

1. GENERAL

The City of Spokane recognizes that travel and related business expenses are an integral and necessary component of the operation of local government. This City policy is intended to establish equitable standards and to provide consistent and fair treatment to all employees who incur such expenses. This policy is also intended to maintain effective control over these expenses.The City recognizes that all reasonable expenses incurred by employees on behalf of the City are reimbursable.

This policy establishes guidelines for travel expenses incurred while on City business.This policy supercedes all other City or Department Travel policies currently in force.This bulletin is divided into the following sections:

2. GENERAL PROCEDURES

Authorization - Any travel on behalf of the City shall be pre-approved. This process begins with submission of the TRAVEL AUTHORIZATION FORM (Appendix A) to the cognizant Department Head or Division Director for approval before any costs are incurred. Division Directors, the Mayor and Council must be approved by the City Manager or Deputy City Manager. If the travel is for a conference, a copy of the conference registration form shall be attached. If extending your trip a day or two either on departure or return over a Saturday could realize significant cost savings, compare the following:Air fare for same day or previous night vs.Lowest over Saturday night fare + labor costs + hotel costs + meals + ground transportationSubmit your calculations to your supervisor for discussion and a decision beneficial to both parties.

Travel Arrangements - Travel arrangements are to be made through the City's travel agent who will seek the best travel arrangements and accommodations.

Travel Advance - One week prior to travel or at the time the first reservation is made (whichever occurs first), turn in the travel authorization form to the Accounting Department. The travel advance check will be prepared for pick up on the working day prior to departure (unless other arrangements have been made). The check must be picked up in person in the Accounting Department.

Mastercard - City Mastercards may be checked out for charging lodging and surface transportation during the trip. The cards are available in the Accounting Department.Advance use of Mastercard for room reservation must first be approved by the Department Head or Division Director and submitted with a travel authorization form to Accounting.

Reporting of Travel Expenses - A fully itemized travel authorization form shall be submitted to the Accounting Department with the required detailed receipts and appropriate approval within 10 days of your return. Reimbursement must be made payable to the City of Spokane. Attach a voucher for any reimbursement to the employee.

3. SALARY DEDUCTION AND/OR SURRENDER OF MASTERCARD

Any travel authorization form not received within 10 days from return of travel, documenting all charges including air fare, meal per diem, travel advance, and mastercard charges will be subject to salary deduction per RCW 42.24.115. Any official or employee who has been issued a charge card by the City shall not use the card if any charges are outstanding and shall surrender the card upon demand of the Finance Director or City Manager.

4. AIR TRAVEL

Travel Agency - The City currently books all air travel through Mutual Travel at 358-4958 or 1-800-338-6783. For After-Hours/Emergency Service, please call Mutual Travel's 24 hour service at 1-800-646-1947. Please advise the service of your Member # V8J. This number is required to access the City travel files. An approved travel authorization form must be received in Accounting before any travel arrangements are made through Mutual Travel. All travelers must also have a Travel Profile on file prior to any authorized travel. Profile forms are available through Accounting.No personal travel for employee or relatives will be billed to the City.

Class of Service - As a corporate policy, the City of Spokane will always seek the lowest airline fares available. The City of Spokane currently has no negotiated air discounts with any airline and thus will book air travel with the carrier that offers the best fare and routing for the destination.

Cost Savings - Plan Ahead. Today, almost all airlines require an advance purchase (some up to 21 days) to receive the lowest fares. Please keep in mind that these fares are often non-refundable and non-changeable, and may be charged to the employee. Be flexible in routings and departure times. As a rule of thumb, accept a flight within two hours of your preferred departure time if you can save $50 or more. The lowest fares often require staying over a Saturday night.

Exchange of Tickets - The City of Spokane will pay for an employee's authorized air travel only. Any manipulation of airline tickets to divert funds for personal use are expressly forbidden.

Refunds - Any totally or partially unused ticket must be returned immediately to Mutual Travel for possible refund.

Lost or Stolen Tickets - Airline tickets are a cash commodity and are vulnerable to thievery. If your ticket is lost or stolen, another ticket must be purchased at the prevailing fare and a Lost Ticket Application must be filed. A refund (minus a $60 or more service charge) will be sent 6 months to a year later if the ticket has not been used. Circumstances will dictate an employee's liability for a lost or stolen ticket.

Denied Boarding/Involuntary Delay - Any compensation, including airline tickets, received from an airline because of overbooking or involuntary delay are the property of the City of Spokane.

Frequent Flyer Benefits - Any benefits received from airline frequent flyer programs belong to the traveler for his or her own personal use. However, travelers are required to take the lowest available fare, regardless of their participation in these programs.

Air Travel Restrictions - Employees may not fly on a corporate or private aircraft unless: the aircraft carries an FAA Standard Category Airworthiness Certification, the pilot is certified; and evidence of no less than $10 million of aircraft liability (including passenger liability) insurance on the aircraft is produced.Employees may not pilot a private plane while on City of Spokane business.

Insurance - Each airline ticket issued by the City's travel agent for City of Spokane travelers includes $250,000 Travel Accident Insurance. Additional insurance coverage is at the travelers own expense.

5. SURFACE TRAVEL

City Vehicle - Whenever using a City pool car for business related travel, you must report any vehicle maintenance costs, as well as record all mileage. The Fleet vehicle number and the mileage log must be submitted with the travel authorization form for proper budget allocation. If you check out a gas card from Fleet Services (for out of town travel only), please return the gas receipts to Fleet Services with the City vehicle number noted on each slip. Remove all personal belongings and any garbage accumulated before returning the vehicle to Fleet Services.Please make certain that the vehicle has been prepared and properly maintained for any business travel; i.e. gas/diesel tanks full, oil checked, radiator full, lights working, etc. Seat belts must be worn at all times while traveling on City business. All pool (shared) vehicles are non-smoking as directed by City policy.

Rental Car - For one person, car rental is a very expensive mode of travel. Other forms of transportation should be considered such as a motel shuttle, bus to downtown location, or taxis to and from airports, etc. As the number of persons sharing the ride increases, the more economical a rental car becomes. All car rentals must be approved on travel request and should be arranged through the City's travel agency. Often, the City's travel agency can find additional discounted rental rates. Always check with local agency before leaving. City (government) rental rates have been established at most large car rental agencies. Be sure to request the least expensive government rate with Budget, Hertz or Avis as these are the only car rental firms that have been approved for use by City employees. Car rental should be charged on City Mastercard whenever possible.Car rentals will be economy or compact size. Vans or other large capacity vehicles may be utilized only with prior authorization of Department Head or Division Director.No optional insurance coverage is approved. In the event of a collision while on City business, the City will pay the part of the deductible charged by the leasing company.Refill gas tank before returning car as rental companies often charge 4-5 times the normal per gallon rate for a refill if the car is not returned with a full tank.Always include the car rental receipt when submitting the reimbursement request. There should be an explanation (specific uses) as to why a car rental was necessary if not previously approved in the trip request. All parking fees related to business travel are reimbursable. Be certain to get applicable receipts with dates and amounts.Seat belts must be worn while traveling in rental cars.

Personal Auto - Due to the varied nature of the City of Spokane's business activities and to the needs of each department, personal vehicles are used for many business trips. Whenever traveling in a personal vehicle for business purposes, the following information should be recorded: the date and destination, the business purpose of the trip, and total mileage of the trip. Mileage is always calculated from the workplace. The City will reimburse the personal vehicle user based on the current mileage rate. Distances are taken from the Rand McNally Standard Highway Mileage Guide.

6. LODGING POLICY

Whenever possible, arrangements for lodging necessitated by over night travel should be made through City contracted travel agent prior to departure. The travel agent may be able to take advantage of special rates to the benefit of the traveler and the City. If the use of the travel agent is not possible, the employee should be aware that many hotels offer discounted corporate or government rates which can be requested when reservations are made.Per diem rates are determined by the IRS, US Department of the Treasury Publication 1542 based on the city in which the travel is occurring. Lodging costs, including all relevant taxes, will only be reimbursed up to the maximum amount. The Accounting Department will advise the traveler of the per diem rates. The travel agency will also consider these rates when making reservations on behalf of the employee. All lodging expenses in excess of the published per diem rate are the responsibility of the employee.Employees attending conferences are permitted to stay at hotels designated as conference headquarters if so authorized by their supervisors in advance. In this case, lodging costs will be paid on an actual cost basis.Employees are encouraged to use the City Mastercard for payment of lodging costs. However any personal expenses are to be paid by the employee at the time of checkout and not charged on the City Mastercard. A copy of the detail hotel receipt, showing the single room rate plus taxes, must accompany the completed travel authorization form at the conclusion of the travel.

7. MEAL POLICY

Credit cards will not be used to pay for meals. The City will provide advance funding for meals to all employees based on the IRS, US Department of Treasury, PUB. 1542 per diem rates for U.S. travel. These per diem amounts include tips. The amount of per diem authorized is determined on a per meal basis dependent on the departure time from Spokane and the arrival time on return to Spokane. Departure prior to 6:30 AM qualifies an employee for breakfast, prior to 12:00 PM qualifies an employee for lunch, and return after 6:00 PM qualifies for dinner per diem. Snacks and/or meals served on airlines will not reduce the per diem. However, this amount will be reduced by any meals provided through conference registration, seminars, etc. The employee is expected to use the cash advance provided to pay for meals. No additional amount will be reimbursed by the City.

8. GUEST MEALS AND ENTERTAINMENT

The use of City funds for the purpose of providing meals, beverages or other forms of entertainment for other persons, whether City employees or not, is prohibited by ordinance and will not be reimbursed.

9. TELEPHONE CHARGES

Telephone calls related to performance of their job may be reimbursed. This will include calls to the employees place of work or office. Calls to family, friends, or others are only reimbursable if related to delayed flights, weather or emergency situations. Routine calls home are not reimbursable.Employees are encouraged to obtain and use credit cards for their business telephone in lieu of operator assisted calls. Employees are also advised to avoid telephone calls from hotels or other locations at which surcharges are added.

10. SUNDRY EXPENSES

Most sundry personal expenses are expected to be paid by the employee.

11. TIPPING GUIDELINES

Doorperson: $1.00
Bellhop: $1.00
Garage: $1.00 if your car is brought to you
Airport Porters: $1.00
Taxis: 15%
Restaurants: 15% for servers
Coat Check Person: $1.00

Dated_________________.

________________________
Bill Pupo, City Manager

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Spokane, WA Procedures Bulletin AC-02 Effective Date: May 1, 1997 Subject: City Travel Policy and Procedures

Spokane, WA Procedures Bulletin AC-02
Effective Date: May 1, 1997
Subject: City Travel Policy and Procedures