Resolution 04-2024 - Employee Travel Policy

Exactly as extracted, unformatted — for checking against the original. The readable version is easier to read.

TOWN COUNCIL OF CENTREVILLE
RESOLUTION 04-2024
A RESOLUTION OF THE TOWN COUNCIL OF CENTREVILLE TO ADOPT A TRAVEL
POLICY FOR TOWI\ EMPLOYEES
WHEREAS, the Town Council of Centreville recognizes the need to set policy for the
purposes of Town employee travel and conference expenses;
WHEREAS, the Town Council of Centreville concurs with the recommendations of this
Resolution:
BE IT RESOLVED BY THE TOWN COUNCIL OF CENTREYILLE:
1.
Section That the Town Council of Centreville approves the Travel Policy for Council
Members attached hereto as "Exhibit A."
2. is
Section The date ofpassage of this Resolution Februarv 1. 2024
ATTEST: THE TOWN COUNCIL OF CENTREVILLE
rud/t
Clerk
Betty Jean Hall, Acting Town Ashley H. , Esq., President
Eric B. Johnson, Jr., Vice President
Daniel B. Member
Jim A. Member
Member
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EXHIBIT A
Title: Travel and Business Expense Policy Resolution:
Approved: Revised:
Policy #:300-200 Form(s): In progress
M.
Trattel and Business Expense Policy
1.
Objective
To establish guidelines for Town of Centreville staff approved for business travel and to
comply with guidelines set forth by the General Services Administration and the Internal
Revenue Service.
2. Eligibility
a. All Town employees are eligible for business travel so long as the business trip is
related to the employee's position and has been approved by the employee's
supervisor or approved by the Town Manager.
3.
Equipment
a.
Employees may use their assigned laptop, tablet, etc., during the duration of the
business trip.
4.
Security
a. Consistent with the Town's expectations of information security for employees
working at the office, employees on business travel will be expected to ensure the
protection of proprietary Town and customer information accessible from their
location.
5.
Time Worked
a. Travel Time will be counted towards the employee's regularly scheduled hours.
b.
Should the employee exceed their regularly scheduled workweek, while on business
travel, the employee shall be compensated as outlined in Section IV (B) of this manual
6.
Meals and Per Diems
a. Local Travel (within a S0-mile radius)
1. Meals - Employees shall be reimbursed for any meal expenses incurred
during local business travel. Employees must complete the Reimbursement
Form and submit along with copies of all receipts. The form must be
approved and signed by the employee's supervisor.
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I

EXHIBIT A
Mileage - Employees shall be reimbursed for mileage incurred while using
11.
their personal vehicle on approved business travel. The mileage rate is set
by the Internal Revenue Service. Mileage reimbursement will be calculated
based on the location of the employee's primary worksite or their residence,
whichever is of lesser distance, and then to the destination.
A reimbursement check will be issued to the employee once all required
111
paperwork and supporting documentation have been submitted to the
Finance Department.
b.
Non-Local Travel (more than a S0-mile radius)
Meals - Employee will be issued a per diem check at the request of the
employee's supervisor to cover meals during the business trip. Any meals
included with registration, conferences, etc., will be deducted from the per
diem check total.
11. Per diem checks are based on the U.S. General Services Administration
Guidelines, which vary from city location.
(a) The per diem rate includes the following items: AIl meals, room service, fees
and tips for persons who provide services such as food servers and luggage
handlers.
(b) Per diem's are strictly for meals and incidentals only - lodging will not be
included.
(c) Any unused per diem funds, not returned to the Towry will be considered
taxable income to the employee.
The employee must complete an expense report within a reasonable time
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period (60 days). The expense report must include the business purpose of the
trip, the date and place of the trip, and receipts for lodging (if using the meals-
only per diem rate).
(a) If any of these requirements are not met, the per diem allowance is taxable
to the employee.
7.
Transportation and Lodging
As a rule, all transportation and lodging expenses (includingairfare, car rental, and rail)for
business travel by Town employees should be charged to the Town's credit card account, either
directly or through their Department Head or Town Manager.
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EXHIBIT A
a. Airfare - Air travel is reimbursable for coach and economy airfare only and the
employee should use their best efforts to ensure that all airfare bookings are
completed at least 14 days prior to scheduled trip departure.
1. Employees are personally responsible for airline upgrade fees. For
convenience, employees may charge the airfare upgrades to the Town's credit
card, but unless preapproved by the Town Manager, these charges must be
designated as "personal" on the expense report and will be deducted from any
other amounts due to the employee.
2. A less-than-first-class ticket (i.e., business class) may be purchased at the Town's
discretion for domestic or international flights with flight time exceeding five
consecutive hours excluding layovers.
b.
Rail Transportation - if rail transportation was not prepaid by the Towry an original
itemized receipt, original e-ticket receipt/statement, or internet receipt/statement is
required. The receipt must show the method of payment and indicate that payment
was made.
c.
Automobile (personally owned - domestic travel) - a valid driver's license issued
within the United States and personal automobile insurance are required for expenses
to be reimbursed. Drivers should be aware of the extent of coverage (if any) provided
by their automobile insurance company for travel that is business or not personal in
nafure. Reimbursement for use of a personal automobile is based on the current
Internal Revenue Service mileage rate. Employees may opt to request reimbursement
for actual gasoline expenses in lieu of the mileage rate reimbursement. Itemized
receipts are required for gasoline reimbursements.
d. Automobile (rental - domestic travel) - Reimbursement for a commercial rental vehicle
as a primary mode of transportation is authorized only if the rental vehicle is more
economical than any other type of public transportatiory or if the destination is not
otherwise accessible. Vehicle rental at a destination city is reimbursable. Original
receipts are required.
1.. When vehicle rentals are necessary, the Town of Centreville encourages
employees to purchase collision damage waiver (CDW) and loss damage
waiver (LDW) coverage. The Town of Centreville will reimburse the cost of
CDW and LDW coverage; all other insurance reimbursements will be denied.
2. Travelers are strongly encouraged to fill the gas tank before returning the
vehicle to the rental agency to avoid service fees and more expensive fuel rates.
e. Parking and Tolls - original receipts are required for reimbursement for parking and
tolls.
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EXHIBIT A
.
f Miscellaneous Transportation. Original receipts are required for taxis, bus, subway,
metro, ferry, and other modes of transportation.
g. Lodging - Lodging reservations should be made using the Town's credit card account.
O.ly room charges are to be charged to the Town's credit card account. A11 other
room purchases will be made with the employee's personal card and receipts may be
submitted to determine if reimbursement is applicable.
8.
Non-reimbursable Travel Expenses
The following items are not considered reimbursable by the Town.
.
Alcohol
o
Airline club memberships.
o
Airline upgrades.
.
Business class for domestic flights or first class for all flights.
.
Childcare,babysitting, house-sitting, or pet-sitting/kennel charges.
.
Commuting between home and the primary work location.
o
Costs incurred by employee's failure to cancel travel or hotel reservations in a
timely manner.
.
Evening or formal wear expenses.
.
Haircuts and personal grooming.
o
Laundry, dry cleaning and pressing of clothes.
o
Passports, vaccinations, and visas when not required as a specific and necessary
condition of the travel assignment.
o
Personal entertainment expenses, including in-flight movies, headsets, health
club facilities, hotel pay-per-view movies, in-theater movies, social activities,
and related incidental costs.
o
Travel accident insurance premiums or purchase of additional travel insurance.
o
Valet Parking - unless the only available parking option
.
Other expenses not directly related to the business travel.
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