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HomeMy WebLinkAbout2023-51Resolution 2023-51 Adding a Travel Policy in the Employee Handbook WHEREAS, the employee handbook should include a travel policy which specifies the travel eligible expenses and the process for obtaining approval for such expenses NOW, THEREFORE be it RESOLVED, that the Town Council of the Town of Pulaski, Virginia sitting in regular session on this 3`d day of October 2023 does hereby add a travel policy in accordance with Exhibit "A" attached hereto and expressly made a part hereof as if set forth herein. This resolution is effective upon adoption and is hereby adopted this 3`d day of October 2023 by the duly recorded vote of the Town Council of the Town of Pulaski, Virginia as follows: Gregory C. East- Aye Jeremy L. Clark- Aye Brooks R. Dawson- Aye ATT ST Olivia . Hale Clerk of Council James A. Radcliffe- Aye G. Tyler Clontz- Aye Michael P. Reis- Aye TOWN OF PUL KI, VIRGINIA W. Shannon Collins Mayor SECTION 5. COMPENSATION PLAN Q TRAVEL POLICY Purpose: It is the policy of the Town of Pulaski to pay for, or reimburse, employees for reasonable and necessary expenses incurred in connection with approved travel on behalf of the Town. Approved travel may include conferences, seminars, workshops, hearings, education, conventions and other business meetings that have been pre -approved by the Town Manager or their designee. Travel expenses must be for Town related business and include meals, lodging expenses, parking, mileage, and transportation fees, where applicable. Employees seeking reimbursement for their travel should incur the lowest reasonable expenses. All expenses should be paid with a Town credit card, and the credit card and itemized receipts are to be turned in when the employee returns from their travel. Employees utilizing a Town issued credit card will not be eligible to receive any additional reimbursement for meals or travel expenses above the amount charged to the credit card. If a Town credit card is not available, then other forms of payment may be used, for which the employee may request reimbursement upon their return, with the same requirement of an itemized receipt. Employees should present the Tax -Exempt form for all items where applicable. Failure to submit appropriately itemized receipts will result in denial of payment (reimbursement and/or credit card charges). Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, approval forms, reimbursement for specific expenses, or any other business travel issues. Abuse of this travel policy, including falsifying expense reports to reflect costs not incurred by the employee, will be grounds for disciplinary action, up to and including termination of employment. Travel Costs: Costs for conference or event attendance should be submitted with annual budget requests, and approved by the Department Head as the budget allows. Lodging provided at the facility where the conference is held is acceptable. Government discounts shall be requested for all lodging, unless the conference arrangements include such discounts. Additional nights or costs for lodging, other than those that would be needed for attendance at the approved event, are the responsibility of the employee and will not be paid or reimbursed by the Town. Mileaae Reimbursement: Employees are required to request a Town vehicle for business travel; however, should one not be available, the employee shall receive mileage reimbursement at the current state approved rate. Fuel should be purchased with a Town credit card, and itemized receipts turned in upon the employee's return to work along with the credit card. Employees who are involved in an accident while traveling must promptly report the incident to their immediate supervisor. Personal Vehicle Usage: In the situation where a Town vehicle is unavailable, the employee may use their own personal vehicle. When using his/her own personal vehicle, the employee will be entitled to compensation for mileage as follows: A Travel Expense Approval/Reimbursement Form should be submitted by the employee for this reimbursement and include specific dates and locations of traveled miles. The Travel Expense Approval/Reimbursement Form must be approved and signed by the employee's immediate supervisor. Meal Reimbursement: Attendance at Town meetings, functions, or activities in which Town business is conducted shall be eligible for meal reimbursement upon the concurrence and approval of the department head with supporting documentation and itemized receipts attached to the Travel Expense Approval/Reimbursement Form, noting the Town business addressed and those attending such Town business meeting, function, or activity. Reimbursement for breakfast is allowed if travel requires leaving home before 6:00 a.m. and for dinner if returning home after 7:00 p.m. (Exceptions are for meetings where meals are provided as a part of the meeting program). Individuals traveling on behalf of the Town are expected to partake of the meals provided for in the cost of registration. For meals not provided for in the cost of registration, daily per meal maximum reimbursements are set out according to the current U.S. General Services Administration per diem rates (https://www.gsa.gov/), and the Town will authorize payment/reimbursement for the actual expense of the meal, up to the specified per diem amount. When the employee is eligible for reimbursement for more than one daily meal, the per - meal limits may be combined. The Town will reimburse up to a 15% gratuity of the total pre -taxed meal amount not to exceed the per meal allowance. To document tips that are not shown on the receipt, the employee shall write the allowable amount at the bottom of the applicable meal receipt. Fast food restaurants, self-service locations, gas stations, grocery stores and convenience stores are not facilities where tips are allowed. Original, itemized receipts are required to be submitted at the time that the employee returns after their travel, along with the Town's credit card. This policy applies regardless of the form of payment (personal funds or Town credit card). Only the employee's actual incurred meal expenses are reimbursable. Employees are responsible for charges that they incur on the Town's credit card, for which itemized receipts are not provided. Non -Reimbursable Expenses: Meal tips above 15%. Meals included in the cost of lodging or registration fees are not reimbursable. Mileage or transportation expenses when transported by another traveler who is entitled to mileage or transportation expense. Loss of funds or personal belongings while traveling. Alcoholic beverages. Personal expenses and self -entertainment activities, such as movies, sporting events, fitness clubs, etc. Air travel insurance premiums paid by the traveler. Spouse or companion expenses. Dry cleaning. Other items not specifically identified, but not considered necessary or reasonable. Compensable Travel Time: In accordance with all regulations of the Fair Labor Standards Act, travel time away from home is considered compensable time. This includes travel time (being measured from the normal place of work to the destination), and time at lectures, meetings, and training programs that the Town requires an employee to attend, that are directly related to the employee's present job. If this results in hours extending beyond the employee's normal working hours, with the result being more than forty hours in a 7-day work week, or in the case of a Police Officer 80 hours in a 14-day work period, provisions for overtime and compensatory time will apply, depending on the exempt or non-exempt classification of the employee's position.