The travel policy of the City of Orem provides guidance for city personnel related to their attendance at conferences, conventions, seminars, and other training opportunities.
Purpose: To provide guidelines whereby city personnel may travel to increase their knowledge and effectiveness, keep current on new developments, and infuse new and innovative practices and procedures into the Cityβs various work functions.
Guidelines:
- Travel shall be limited by budget constraints and restricted to training that is appropriate and beneficial to the City and its business functions. Travel shall be done in as cost-conscious and efficient a manner as possible.
- City personnel may attend professional development training as approved by their Department Director, the Administrative Services Director, and the City Manager (or their assigned designee(s)).
- The number of city personnel traveling to the same conference, convention, seminar, or training session shall be kept to a minimum. Special training needs requiring a group to attend shall be approved by the City Manager.
- City personnel attending a conference, convention, seminar, or training session shall share any and all pertinent information with other employees upon their return. Methods of imparting this information to others may range from a formal training session to an informal discussion in a department staff meeting.
- Department Directors shall be responsible to see that personnel within their respective departments comply with the travel policies and procedures and stay within the approved travel appropriation.
- Prior to traveling, a travel authorization form shall be completed and delivered to the Cityβs Accounting Division Manager (or assigned designee). The authorization form must be signed by the employee and approved by the employeeβs Department Director and the City Manager (or their assigned designee(s)).
Overnight travel and any associated expenditure of funds must be made according to the procedures outlined below:
- Housing. The City will provide hotel accommodations at the government rate or single room conference rate. An itemized hotel bill must be submitted with the final travel authorization. Room service will fall under the per diem guidelines. The individual will be responsible to pay for in-room movies and other hotel services.
- Generally, hotel costs for travel occurring along the Wasatch Front will not be reimbursed. The Department Director and the City Manager must approve all exceptions.
- Ground Transportation. The City will pay the cost of necessary ground transportation. City personnel are expected to secure the least expensive means of appropriate transportation under the circumstances. Receipts must be submitted for reimbursement.
- Airfare. The City will pay the cost of the standard coach airfare. Flight arrangements should be made so that arrival times allow for sufficient rest to fully participate in and benefit from the conference, convention, seminar, or training session. The employeeβs travel itinerary and other supporting cost documentation must be submitted for reimbursement.
- Mileage. If a personal vehicle is used, the employee will be reimbursed at the Internal Revenue Service standard mileage rate. Mileage shall be calculated from the Orem City Center offices. For a listing of approved round-trip mileage for frequent driving destinations, please see the travel authorization form. For all destinations not listed, a reasonable method of obtaining the actual mileage should be used and shall be verified by the Accounting Division Manager.
- If airline service is available to the conference, convention, seminar, or training session and the employee elects to drive, the mileage reimbursement shall not exceed the cost of airfare, ground transportation, and other applicable costs (such as airport parking, etc.).
- Meals. The City allows a daily meal per diem for each day of business-related travel. Per Diem rates are reviewed annually and in-state and out-of-state rates are designated on the travel authorization form. The full per diem may be claimed even if a meal is provided as part of a conference, convention, seminar, or training session.
- For business travel that does not require an overnight stay, a lunch per diem is available. Please see the travel authorization form for the current amount of this per diem or contact the Accounting Division Manager (or assigned designee).
- City personnel may receive a cash advance for travel expenses.
- If the City requests that city personnel use their own vehicles for business related travel, the City will reimburse them at the established mileage reimbursement rate (see paragraph 7.e.) and will cover the vehicle for liability and property damage insurance deductibles.
- If city personnel elect to use a personal vehicle when another form of transportation is prescribed by the City, the City will not cover the vehicle for liability and property damage insurance.
- The City will reimburse city personnel for out-of-pocket expenses for gasoline and other necessary expenses when driving a city vehicle.
- Costs incurred for traveling companions who are not city personnel will be considered ineligible expenses and will not be reimbursed. There is an exception for spouses of city personnel who are expected to participate in the event for which the travel is required. Such exceptions must be approved by the City Manager.
- If city personnel elect to use a personal vehicle when another form of transportation is prescribed by the City, the City will not cover the vehicle for liability and property damage insurance.