Resolution 2006-040
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RESOLUTION NO. 2006--iQ..
A RESOLUTION ADOPTING A POLICY FOR THE APPROVAL
OF FUNDS FOR TRA VEL EXPENSES FOR PERSONS
CONDUCTING OFFICIAL TOURISM BUSINESS AND
SUPERSEDING RESOLUTION NO. 2004-370.
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 112.061, 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. APPROV AL REQUIRED. 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 TRAVEL.
1. Common Carrier. Travel shall be booked at the best available coach price.
2. Ground Transportatior[. 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. AccommodationslLodgillg.
reimbursable at actual cost
headquarters hotel.
In-state travel outside 50 miles of office location is
for single occupancy at the best available rate or at the
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 hoteVmotel 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, 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 m the
publication, "Standardized Regulations (Government Civilians, Foreign Areas)".
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 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 internet access charges for use of computer, actual mileage reimbursement at
the current Collier County rate, 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 of five (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. TRAVEL-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, consumers,
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.
6. Entertainment. Expenses to entertain convention, meeting, trade show or familiarization
tour attendees. Examples of these entertainment expenses include, but are not limited to
the costs for singers, dancers, magicians, astrologers, chefs, musicians, pageant winners,
clowns, fisherman, animal trainers or massage therapists. These entertainment expenses
serve a valid public purpose and are authorized for payment or reimbursement.
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 each Tourism Department staff member will have a single transaction limit of $2,000
and a maximum monthly spending limit of $10,000.
G. PAYMENT BY ADVANCEMENT OR REIMBURSEMENT.
The County may pay by advancement or reimbursement, or a combination thereof, the costs of
per diem and incidental expenses of employees of the County and other authorized persons, for
foreign travel at the current rates as specified in the federal publication "Standardized
Regulations (Government Civilians, Foreign Areas)."
The County may also pay by advancement or reimbursement, or by a combination thereof, the
actual reasonable and necessary costs of travel, meals, lodging, and incidental expenses of
employees of the County and other authorized persons when meeting with travel writers, tour
brokers, or other persons connected with the tourist industry, and while attending or traveling in
connection with travel or trade shows.
This Resolution supersedes Resolution No. 2004-370.
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THIS RESOLUTION ADOPTED this ICf"~ay of :J - cUJbbafter a motion, second and
majority vote favoring same.
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DATED:~'~':;~'.~~' .' "',
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DWIdH1'E. BROCK,-C1erk
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BOARD OF COUNTY COMMISSIONERS
OF COLLIER COUNTY, FLORIDA
By: y~~../
FRANK HALAS, Chairman
Approved as to form and
legal sufficiency:
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Colleen M. Greene "
Assistant County Attorney
05-MGR-0008712
Item# ~
Agenda 6{ - I ~ (1/-
Date W
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