Resolution 2003-431
IDE
RESOLUTION NO. 2003..A..3.L
A RESOLUTION ADOPTING A POLICY FOR THE APPROVAL OF
FUNDS FOR TRAVEL EXPENSES FOR PERSONS CONDUCTING
OFFICIAL TOURISM BUSINESS.
WHEREAS, it is the intent of Collier County to reimburse Tourism Department employees
and agents under contract with Collier County for travel on official tourism business in accordance
with Section 125.0104, Florida Statutes, and Section 1l2.061, Florida Statutes; and,
WHEREAS, all authorized travel expenses will be reimbursed to County Tourism
Department employees or to employees of companies or individuals contracted for tourism services
on behalf of the County at the actual expense; and,
WHEREAS, the Board of County Commissioners has the legal authority to adopt a
resolution authorizing the expenditure of County funds for valid and proper public purposes.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that the expenditure of funds for any
and all travel by Tourism Department employees and authorized agents under contract with Collier
County are as follows:
A. APPROVAL REOUIRED. All travel for Tourism Department staff and authorized agents
under contract must be authorized and approved by the Tourism Department Director, and
by the County Manager for the Tourism Department Director, and funds must be available
in the approved Tourism Department Budget. Those travel events that are not covered in the
budgeted or contingencies categories in the Tourism Department Budget must be presented
to the Tourist Development Council and Board of County Commissioners for approval.
The Board of County Commissioners must approve travel by authorized persons not
employed or under contract by the County who are called upon to contribute time and
services as consultants or advisors or participants for travel on County tourism business.
All travel reimbursements require receipts.
B. DOMESTIC TRA VEL.
1. Common Carrier. Travel shall be booked at the best available coach price.
2. Ground Transportation. Taxi, shuttle and public transportation shall be reimbursed
at actual cost including up to a 15% gratuity. Rental car use shall be booked or
reimbursed for domestic travel at best compact rate available. Travelers shall use the
rental car company holding the county bid, where available.
3. Meals. Meals shall be reimbursed at actual cost plus gratuity up to 15%, if not
included in bill, and up to 20%, if included in bill, for groups or special menus or
events. Continental breakfasts, snacks, drinks or other small incidental food items
provided under a registration fee will not be considered a provided meal and a full
meal substitute would be reimbursable at actual cost.
4. AccommodationslLodging. In-state travel outside 50 miles of office location is
reimbursable at actual cost for single occupancy at the best available rate or at the
headquarters hotel.
Travel within 50 miles of the office - Accommodations expense reimbursement must
be authorized by the Tourism Director if travel to home after the daily activities is
deemed unsafe, or supervision of guests being entertained is necessary.
Travel to destinations within Florida is tax exempt for accommodations. Travelers
shall supply the hotel/motel with a Florida Sales Tax Exemption Certificate when
checking in.
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Expenses for the use of in-room dispensers or movies are not reimbursable.
5. Other expenses.
Reimbursable expenses include tolls, ferry fares, tuxedo and costume rental, parking
fees, charges for business telephone calls, including cell phone roaming charges,
facsimiles, or high speed internet access charges for use of computer, actual mileage
reimbursement at the current Collier County rate (currently 29\t per mile), mandatory
valet parking, including a 15% gratuity, hotel resort fees, tips to bellmen, parking
attendants, and shuttle drivers, charges for changes in travel dates or departure times
for airline ticket and hotel accommodations if pre approved by the Tourism Director
or County Manager, laundry and dry cleaning charge for travel of five (5) or more
days. Business association, trade association, tourism industry association,
Chamber of Commerce meetings, or event expenses are authorized for payment or
reimbursement if subject matter is tourism related.
C. TRAVEL IN FOREIGN COUNTRIES.
Foreign travel will be conducted in compliance with federal standards detailed in the
publication, "Standardized Regulations (Government Civilians, Foreign Areas)".
l. Common Carner. Travel shall be booked at the best available coach price.
2. Ground Transportation. Taxi, shuttle and public transportation shall be reimbursed
at actual cost with receipt including up to a 15% gratuity. Rental car use shall be
booked or reimbursed at best compact rate available.
3. Meals. Meals shall be reimbursed at actual cost plus gratuity up to 15%, if not
included in bill, and up to 20%, if included in bill, for groups or special menus or
events. Continental breakfasts, snacks, drinks or other small incidental food items
provided under a registration fee will not be considered a provided meal and a full
meal substitute would be reimbursable at actual cost.
4. AccommodationslLodging. Reimbursable for actual cost for single occupancy at
the best available rate or at the headquarters hotel.
Expenses for the use of in-room dispensers or movies are not reimbursable.
5. Other expenses.
Reimbursable expenses include tolls, ferry fares, tuxedo and costume rentals, parking
fees, foreign currency exchange fees, travelers checks fees, maps, charges for
business telephone calls, including access, air time and phone rental charges for cell
phones, facsimiles, or high speed intemet access charges for use of computer, actual
mileage reimbursement at the current Collier County rate (currently 29\t per mile),
mandatory valet parking, including a 15% gratuity, hotel resort fees, tips to bellmen,
parking attendants, and shuttle drivers, charges for changes in travel dates or
departure times for airline ticket and hotel accommodations with prior approval of
the Tourism Director or County Manager, laundry and dry cleaning charge for travel
offive (5) or more days.
D. TRAVEL INVOLVING TRADE SHOWS / CONVENTIONS / TOURISM INDUSTRY
AND ASSOCIATION MEETINGS.
Expenses related to attendance at trade shows, conventions, association and tourism industry
meetings, sales meetings and receptions and events are authorized for payment or
reimbursement at actual cost pursuant to this Resolution depending on whether the travel is
foreign or domestic.
Pursuant to Section 125.0104, Florida Statutes, registration fees for Tourism Department
employees and authorized agents under contract with Collier County shall be paid in
advance by County check or credit card or be paid by reimbursement.
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E. TRA VEL-RELATED ENTERTAINMENT.
Payment or reimbursement is authorized for any tourism promotion, event, meal, or
occasion organized by the Collier County Tourism Department or other tourism
organizations or agencies including, but not limited to, entertaining travel writers,
journalists, travel agents, tour operators, airlines, travel consultants, wholesalers,
consolidators, meeting planners, dignitaries and VIP's from foreign countries or anyone who
can bring, direct or encourage travel or publicity to Collier County. (Collectively or
singularly referred to as "Tourism Promoters").
Expenses such as meals for County employees who attend a function with Tourism
Promoters in an official capacity are authorized to be included in the total cost of the
function for payment or reimbursement.
1. Meals. Meals include food and beverages associated with meetings, dinners,
promotions, cocktail parties and similar events, whether catered or provided by
Collier County or other tourism organizations or agencies, at a facility or private
location. Gratuities up to 15%, if not included in the bill, or up to 20%, if included
in the bill, for groups or special menus or events are authorized for payment or
reimbursement. Gratuities on discounted or complimentary meals are authorized as
calculated on the full fair market price of the meals up to 20%. County employees
must follow the County Ethics Policy covering acceptance of discounted or
complimentary meals.
2. Alcoholic Beverages. The cost of alcoholic beverages is authorized for payment or
reimbursement for entertainment purposes for Tourism Promoters. The cost of
alcoholic beverages for County employees is not reimbursable.
3. Gifts. Tokens of appreciation and mementos of Collier County given to Tourism
Promoters are authorized for payment or reimbursement at actual cost.
4. Transportation. Expenses for vans, limousines, buses or automobiles to transport
Tourism Promoters are authorized for payment or reimbursement.
5. Accommodations. Expenses to house Tourism Promoters are authorized for
payment or reimbursement at actual cost.
F. COUNTY PURCHASING CARD USE.
The Collier County Purchasing Card may be used by Tourism Department staff for all
travel, entertainment and registrations including the cost of restaurant meals. The
Purchasing Cards issued to Tourism Department staff will have a single transaction limit of
$2,000 .
THIS RESOLUTION ADOPTED this 2rd day of h:c... ZCo3 after a motion, second and
majority vote favoring same.
DA TED: lZ'2d)3
A TrEST:, Y .\
DWIGHT E. BROCK, C.lerk
BOARD OF COUNTY COMMISSIONERS
OF COLLIER COUNTY, FLORIDA
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Attest'ls,te'a\I:tn'an's
s19Rlture Ot\li~
By ~ to - .
TOM NNiN, Chai~
Approved as to form and
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Heidi F. Ashton
Assistant County Attorney