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Home My WebLink AboutDocumentation_Regular_Tab 09_8/11/2022Agenda Item #9. Regular Council STAFF MEMO Meeting: Regular Council - Aug 11 2022 Staff Contact: Merlene Reid, Director, HR &Risk Department: HR Management Personnel Policy Revision -Travel Expenses (6.1) LAd Personnel Policy Travel Expenses (6.1) is being revised to bring the Meal Allowance rates in line with comparable standards used for the Village's Mileage Allowance. Instead of specifying a set Meal & Incidental (ME&I) number in the policy, it is proposed that the amounts be tied to the U.S. General Services Administration (GSA) rates, a process similar to the one used for Mileage allowances which is tied to the IRS annual rates. ME&I rates are effective October 1 annually. Applying the current Florida ME&I standard rate of $59.00, the amounts are as follows: - Breakfast 20% ($11.80), Lunch 30% ($17.70), and Dinner 50% ($29.50). Using the prior year's data for comparative purposes, a total increase of $1,547 is anticipated for FY2022/23. This is being handled as part of the annual budget process, to take effect 10/1/2022. The opportunity was also taken to clean up and clarify some outdated language in the policy. These numbers were used for budgeting purposes in the FY 2022-2023. This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443. BUDGET •- • PROJECT NAME: BUDGET: Refer to above ENCUMBERED: N/A memo Proposed: Projected Remaining: Refer to above memo Refer to above memo Policy approval Revised -Travel Expenses 6.1 Page 119 of 499 Agenda Item #9. VILLAGE OF TEQUESTA PERSONNEL POLICY TITLE: TRAVEL EXPENSES POLICY: 6.1 EFFECTIVE: July 1, 2004 REVISED: September 9, 2010 August 11, 2022 PAGES: CONTENTS: This policy consists of the following numbered sections: I. Policy Statement II. Travel Requiring Overnight Stay III. Local and 1 Day Travel Expenses IV. Transportation and Other Expenses V. Non -Allowable Expenses VI. Definitions PURPOSE: To establish policy and procedures on allowable reimbursements while on Village business, in accordance with Village policy, the U.S. General Services Administration, the IRS and M Florida Statutes requirements. I. POLICY STATEMENT: It is the policy of the Village to cover expenses incurred by employees for reasonable and necessary expenditures while on official Village business. Requests for these expenditures may be paid for in advance or as a reimbursement. Claims for reimbursement of travel expenses must be submitted using the Travel Expense Form and be accompanied by proper back up such as receipts and where appropriate, a map showing the miles driven. Some reimbursements and allowances may be sub j ect to taxes in accordance with relevant regulations. II. TRAVEL REQUIRING OVERNIGHT STAY: The Village will not reimburse for overnight lodging for travel within Palm Beach, Broward, Martin and St. Lucie counties. When planning for travel, cost should be a major consideration. Government, corporate or other special rates should be requested. a) Lodging and Meals: A reasonable class of accommodation shall be selected where choice is available. The single rate should be clearlX indicated on all receipts. Meal allowances for overnight stays are usually excluded from wages when overnight travel is a necessity. A r neno modntion Shall be Meal allowances fates —are calculated in accordance with the GSA Standard Florida Meals and Incidentals (ME&I) a rates: Breakfast — 20%, Lunch - 30%, and Dinner — 50%. Rate will be provided each Fiscal Year or when adjusted by the U.S. General Services Administration (GSA). rLune nn p;rrvr If meals (i.e. breakfast, lunch or dinner) are included in the registration fee, the employee does not receive a meal allowance. Mileage Allowance: Employees who are authorized to utilize their personal vehicles on travel assignments shall be entitled to a mileage allowance. This allowance will be calculated using the mileage rate as set by the Internal Revenue Service (IRS) in effect at the time of the travel and the number of miles between the point of origin and the point of destination, using the closer of the two points. Each employee who drives a private vehicle on Village business must have liability insurance on said vehicle. The use of a privately owned vehicle for official travel in lieu of a Village owned vehicle may be authorized by the department head. b+ Rates will be provided each calendar year or when adjusted by the Internal Revenue Service. c) When two or more employees are attending the same seminar, convention, or meeting, carpooling shall be practiced whenever possible. The Village will only pay for direct travel from Village Hall or home to destination and back, whichever is the lesser distance. No mileage will be paid for commuting from an employee's personal Page 120 of 499 Agenda Item #9. VILLAGE OF TEQUESTA PERSONNEL POLICY residence to Village Hall or a work station. allowa ee t:ei b, ,A is taxable and is s to withholding. If meals (i.e. breakfast, lunch or d) Parking Fees and tolls will be reimbursed by dinner) are included in the registration fee, the actual cost and receipts shall be presented where employee does not receive a meal allowance. possible. III. LOCAL AND I DAY TRAVEL EXPENSES: a) Lodging: The Village will not reimburse for overnight lodging for one day travel or travel within Palm Beach, Broward, Martin and St. Lucie counties. Employees travelling to a location within the counties named above or to other assignments outside these counties that qualify as one day travel, are expected to commute and are not authorized to incur lodging expenses for such travel. One day travel will be assessed on a case by case basis by the department head approving such travel, taking into consideration distance, program duration and program start/end time. Meals: Reimbursement for meals will be allowed in accordance with the GSA Standard Florida Meals and Incidentals (ME&) ratesthe C4A ft-te-s, only where the employee is attending a seminar or conference as a representative of the Village for a specific purpose, or where the employee's attendance will directly benefit the Village. The request for reimbursement of local meals should including the following information: 1. Date 2. Place 3. Meeting Attended 4. Specific Reason for Attendance The employee may also be reimbursed for eae meals as folio where: Travel begins before 6:00a.m. and extends be. 8:00a.m Breakfast) � avV %�xel p-ai:g Lefefe 6-00a.m. afld eXtefi& bel'A:Ad Q:nnA M �4 n Travel begins before 12:00 noon and extends beyond 2:00p.m (Lunch) tt fefv Travel begins before 6:00p.m. and extends beyond 8:00 .m. Dinner) . b) Mileage. Mileage for local travel will be in accordance with Section II b), c) and d) above. IV. TRANSPORTATION AND OTHER EXPENSES: a) Airfare — In addition to airfare, the Village will only pay for the checked baggage fee for one piece of regular weight baggage per flight. b) Rental car — Justification for rental and a copy of the lease agreement must be provided for payment. c) Taxi/shuttle — receipts must be provided d) Village vehicle — Receipts for fuel purchases must be provided e) Telephone Calls — Calls regarding Village business — Receipts must be provided f) Fax and Internet Access Fee — Access fee must be for Village business — Receipts must be provided V. NON -ALLOWABLE EXPENSES: a) Tobacco. b) Alcoholic beverages. c) Entertainment/Movie/Game Rentals. d) Personal telephone ems calls. e) First class travel accommodations. f) Fines, forfeitures or penalties. g) Expenses of a spouse or other non -employee. h) Loss or damage to personal property. i) Personal amenities to include -Bbarber, beauty parlor and-4+oe-shine-er toiletries. k) Laundry/Dry cleaning 4}k)Flight or Rental Insurance m)llSuites/Villas/Upgrades )m _Fitness center fees o)njAll other expenses that do not serve a direct public purpose VI. DEFINITIONS Travel: The period between the time of departure from and the time of return to a traveler's point of origin, using the most direct route. Page 121 of 499 Agenda Item #9. VILLAGE OF TEQUESTA PERSONNEL POLICY APPROVAL: JEREMY ALLEN, VILLAGE MANAGER TEQUESTA, FLORIDA Page 122 of 499