HomeMy WebLinkAbout7 Travel Expense Reimbursements Agenda Item # &
PI-J')kc Utility District
Memorandum
To: Board of Directors
From: Nancy Waters, Human Resources Administrator
Date: December 19, 2007
Subject: Policy for Travel and Expense Reimbursements
WHY THIS MATTER IF BEFORE THE BOARD:
The District needs to update and implement a written policy on guidelines for business
travel and expense reimbursements. The Board reviews and adopts all policies.
HISTORY:
Sections 4.28.010 and 4.32.10 of the District Code were implemented in 1982 and 1985.
These sections are outdated and in some instances, no longer applicable. The policy
needs to be updated.
NEW INFORMATION:
An updated policy regarding travel and expense reimbursements is attached for review,
discussion and your approval. This new version provides more protection for the District
when employees drive their personal vehicles for District business and also spells out
what the District will reimburse to employees for travel expenses.This draft policy has
been reviewed by the District counsel for legal compliance.
RECOMMENDATION:
That the Board approve and adopt the Travel and Expense Reimbursement policy.
J n [rich, Interim General Manager
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
POLICY FOR TRAVEL AND EXPENSES
Objective:
To establish a policy governing employee travel and the payment of travel and out-
of-pocket expenses incurred by District employees while involved in official District
business or while in attendance at authorized meetings or training.
Policy Content: '',
(a) It is the policy of the Truckee Donner Public Utilit ict to enable employees
who are away from home on District business comfortably and safely,
in an efficient and economical manner;
(b) Travel and expected business expe will be pproved by the
department manager before the ex en , Are incurred anc %,
(c) The District will reimburse employees r actual authorized travenses that
are reasonable and necessary in the duct of;r rict business upon the
submission of an expense report with i ached, and upon approval of
the appropriate supervisor.I Employees` `Id use good judgment when
incurring business expens+ The employees expected to use a reasonably
economic means of lodgii* meals,and trortation that will meet the
traveler's requirements with due,consieferetion to: #v and comfort.
Guidelines:
Personal Automobiiles
Employees shall utilize, )istri t vmdd vehicles it business travel whenever possible. If
a District vehicles � available, employees must have prior approval from the
Genera; fore "using their personal automobile. Drivers must have a valid
drive ' , ense an equate liability insurance. Motorcycles will not be authorized for
bu �s travel.
Person mobiles us on District business must be covered by liability insurance
with a mini of $100,0,,,per person, $300,000 per accident, and $50,000 in property
damage. It is avele ' ` sponsibility to have adequate automobile insurance. A copy
of the current urance will be furnished to the District indicating coverage
before using a per,"' vehicle for District business. The District will not be responsible
for any damage incurred to or by the traveler's automobile in the course of conducting
District business.
Employees will be reimbursed at a rate per mile equal to the current IRS standard
mileage allowance. Such reimbursement cannot exceed the cost of air coach by the
most direct route if plane service is available and practical.
Employees will be reimbursed for all parking and tolls, but not for fines and penalties
imposed for the violation of traffic and other laws.
12/14/2007 travel & expense policy
Out of Town Travel
When deciding on a mode of transportation, District staff should utilize the most cost
effective means of transportation, while considering the travel time associated with the
trip. Air travel must be by coach or standard class. Alternate routes or additional stops
for the employee's benefit will be at the employee's expense, prorated to the most cost
effective direct route.
Hotels selected should be those that are recognized as reputable, reasonable in price for
the area, and conveniently located in relation to the traveler's work assignment.
Rooms should be at the government rate (where available) fo gle, standard room.
The District will not reimburse for alcoholic beverag, y expense considered
personal entertainment, including in-room movies. E es' a reimbursed for one
telephone call home for each day away from work, t ict issue-I phones should be
used whenever possible.
Travelers must use good judgment as to reasonaeness of e, for meals.
Gratuities should not exceed acceptable a custo practices. E oyees are
encouraged to take advantage of meals includ � ice of a business seminar or
conference, or in the cost of their hotel room. reimbursements must include a
detailed/itemized receipt.
Submitting Travel Expense Reports
F
It is the responsibility at eacFi:employee provide a complete and factual accounting of
funds through the tray'"expen", report 'or t istrict credit card monthly statement. All
reports must be submitted to the immediata'spervisor and approved by the Department
Manager.
Actual receipts showing itemized charge must be attached for all expenses, including
IodgingF#ranportatn, toils;end meals.
Distrito Issued Credit Cards
District credit cards have been issued to designated employees. The use of District
credit cards l$,,,only for District business expenses. No personal charges are to be
placed on the District's cruet card.
Itemized receipts must be attached to an employee's monthly credit card statement. The
monthly statement must be signed by the employee and approved by the Department
Manager and General Manager.
Responsibility:
The General Manager shall be responsible for administering this policy.
12/14/2007 travel & expense policy
Agenda Item # b
TRUCKEE E s
Public Utility District
Memorandum
To: Board of Directors
From: Nancy Waters, Human Resources Administrator
Date: December 19, 2007
Subject: Policy for Employee Driver's Licenses
WHY THIS MATTER IF BEFORE THE BOARD:
The District is in need of a written policy outlining the requirement of certain employees
to have a valid driver's licenses. The Board reviews and adopts all policies.
HISTORY:
Currently, the District has a written policy that only covers commercial drivers that are
included in the Federal DOT program. The District's automobile liability insurance
carrier, Travelers/St. Paul has recommended that all employees that drive a District
vehicle or their personal vehicles for District business provide proof that they possess a
valid drivers license.
NEW INFORMATION:
A recommended policy regarding driver's license requirements is attached for review,
discussion and your approval. This policy will minimize liability exposures for the District
and encourage maximized safety for all employees. This policy has been reviewed by
the District counsel for legal compliance.
RECOMMENDATION:
That the Board approve and adopt the Drivers Licenses Requirement policy.
- ///Z -
Joh Ulrich, Interim General Manager
Truckee Donner Public Utility District
Driver's License Requirement Policy
Objective:
The purpose of this policy is to maximize the safety of the Truckee Donner Public Utility
District ("District") employees and minimize the liability exposures and District property
damage potential connected with the operation of vehicles used in the course of District
business. Also, to assure that all employees operating vehicles while on District
business meet all licensing and driving qualifications.
Policy Content:
It is the policy of the District and a requirement for continued employment that every
employee position with driving duties shall require-a, valid driver's license and a DMV
motor vehicle record (MVR) annual verification. This policy applies both to drivers of
company owned vehicles as well as employees'"using personal vehicles in the course of
District business.
Responsibility:
The General Manager or his designee shall administer, this policy. The following are
minimum requirements:
1. All employee positions that include operation of a motor vehicle shall possess a
valid state issued;drivers' license;
2. An employee shall not operate a District vehicle or a personal vehicle for District
business if that employee's MVR reveals a suspended, revoked, cancelled or
disqualified drivers' license; and,
All employees requiring,operation of a motor vehicle shall:
• Maintain the necessary license required by their job description;
• Authorize the District to obtain a MVR from the Department of Motor Vehicles
from the state of the employee's drivers' license;
• Immediately report to the General Manager or his designee the suspension of
driving privileges.
Failure to be able to operate a District vehicle with a valid drivers' license may
impair an employee's ability to satisfactorily perform their job. Such conditions are
subject to review by the General Manager and corrective actions, including termination
may occur.
December 14, 2007