Resolution 1987-152
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JUNE 23, 1987
RESOLUTION NO. 87--122
RESOLUTION ADOPTING THE COUNTY'S BUSINESS
TRAVEL POLICY AND RESCINDING RESOLUTION
NO. 80-227.
WHEREAS, Section 112.061, Florida Statutes, sets forth
certain requirement3 regarding travel expenses of public officers
and employees; and
WHEREAS, the Board of County Commissione~s of Collier
County, Florida, is interested in maintaining consistent
application of County policy regarding County travel procedures
and expenses.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that:
1. The Business Travel POlicy as set forth in Exhibit "A"
attabhed hereto and incorporated herein is hereby approved and
adopted as Collier County's Travel POlicy.
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1 This Resolut!on adopted afUer motion, second and roll dall.
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vote as follows:
Commissioner Pistor Motioned and aye
Commissioner Goodnight SecOnded and aye
Commissioner Glass Aye
Commissioner Saunder~ 'Aye
Commissioner Hasse Aye
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DATED:
June 23, 19'87
ATTEST:
J~S~~:~fLES, Clerk
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Kenneth B. CUYler7
County Attorney
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
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AIMNISTRATIVE POLICY
BUSINEss TRAVEL POLICY
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.::': " .Ehp~' Group - All enployees appointed by the C9Unty Manager
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,-'; SFX:rIOO I:.i POLICY
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County Stployees are often required to travel in order for the
County to receive certain benefits. These benefits fall in the
areas of traini..ng-, maintaining currency on ~.nt regu-
lations, exchanging ideas, accatplishing a certain task on
behalf of the County and/or solving a particular problem on
behalf of the County. Due to the necessity for travel, the
following regulations (in accordance with Sect. 112.061 FL:
Statutes) have been fomulated to provide consistency in'
subnittingand processing travel requests and to establish
proper accounting procedures for travel. All such travel will
be ccmpleted at the mst econc:mical and reasonable-' CX)st'. . - An
etployee may clcrlm expenses (including !real and lodging costs)
as business expenses if t\olo conditions are satisfied:
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A. The travel is necessary or ~eficia1 to the County,: and --oo(o'::.-.{.ofo.';
B.. The expenses are i.nctirred in' the pursuit of County
business.
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Pro:mum:s
ie' ~'De&:t~i .2:.~ >f~llowing ~finit:ions ~. 'to be
considered for purposes of the Business Travel Policy only.
1. Official Headquarters - The city or town in which the
office of an enployee is located except that:
a. An employee located in the field will be des-
ignated an official headquarters in the city or
town nearest to the area where a majority of his
~rk is perfonned or to one designated by the
Depart:rrent Head; provided that in all cases the
detez:mination is in the best interest of the
Cotmty .
b. After being cxmtinuously stationed ill any city
or town for a period of over 30 continuous
workdays, such a location will be designated as
the official headquarters and no per diem will
be allocated without expense approval by the
Camty Manager.
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c. A traveler may leave his assigned post to return
hane but any tine lost fran regular duties shall
be taken as annual leave and authorized in the
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usual manner. Reimbursarent for such travel
will not be pennitted in excess of the rate for
per diem allowance had he remained at his post.
However, such an ei!ployee who has been
temporarily assigned away f~ his official
headquarters for over 30 days, will be entitled
to reimbursarent at the established rate for one
round trip per 30 day period "actually taken to
his hare in addition to pay and allowances
otherwise provided.
2. Designated Representatives The following
individuals are authorized ,to grant approval for
paynent of Business Travel ~..nses within the
guidelines set forth in Section C 1-3.
Cotmty Manager
County Attorney
Assistant County Manager
Division Administrators
Deparbnent Directors and Equivalent
:
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3. Travel Day - a period of 24 hours consisting of four
(4) quarters of six (6) hours each.
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4. Travel Period - shall begin at the time of departure
. iran erployee's nonnal base of operation, or resi.;.' ',' ;." .
dence, whichever is later. Per diem reimbursarent
will be based on the basis of one-fourth (1/4) of the
authorized per diem for each quarter.
a. l-bre than 24 hours - For travel involving
periods in excess of 24 hours, quarters shall
start at midnight, 6:00 am, Noon, or 6:00 pn,
whichever nearest precedes actual time of
departure. In the sane manner, per diem will
cease at whichever of the above times nearest
follows the actual time of return.
b. less than 24 hours - For travel of less than 24
hours, but involving an overnight absence, the
travel period begins at actual time of departure
and quarters shall be catplted the.refmn.
5. Travel Classifications - Travel shall be classified
as follows.
a. Class "A" Travel - continuous travel of 24 hours
or IIDre BMaY fran the official headquarters"
b. Class "B" Travel - Continuous travel of less
than 24 hours which involves overnight absence
fzan official headquarters.
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c. ClBss "c" Travel - Travel for short or day trips
where the traveler is not away fran his official,
headquarters overnight.
B. Lodging and Meal Allowance p"
1. UxIging - Act:ua1 cost of lodging at a single occupan_
cy rate or full cost for lodging at designated
seminar or conference designation.
2. M:!al Catpensation Rate (Subsistence)
a. Breakfast - when travel begins before 6:00 a.m.
and extends beyond 8:00 a.m.............$3.00
1
b. Lurich - when travel begins before 12:00 noon and
extends beyond 2:00 p.m.................$6.00
c. Dirmer - whert travel begins before 6:00 p.m. and
extends beyond 8: 00 p.m. or when travel occurs
during nighttime hours due to special assignrrent
.......................................$12.00
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d. If State Statute 112.061 is amanded in the
future by action of the state legislature,
thereby changing a1;ly carpensation rates, this
administrative guideline is autanatically
amanded by said action, without any further
action being r~.
e. If ttea1s are provided for in registration
fees, standaJ:d allowances nt.1St be reduced
using the above breakdown annunts. Meal
ftmctions sponsored by organizations such
as Professiorial associations will be paid
based on support (receipt) docurrentation.
f. Actual maal costs will be paid for any atployee
who nt.1St follow a rcedically prescribed diet.
3. Per Diem
a. Travelers may elect either $50 per diem to cover
actual expenses of lodging and neals or actual
cost of lodging at single' roan occupancy, rate
plus neal allowance as outlined in '2 above.
b ~ Travelers will not be reimbursed on a per diem
basis for class "C" travel, but will receive
subsistence as provided in section B2, above.
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E. Use of County Vehicles
1. A County owned vehicle, if available, may be used for
travel if usage t::iIm is not prohibitive.
F. Use of Privately Owned Vehicles
1.
A "Request for Reimbursement for Use of Private
Autan:>bile in Perfotmance of County Business" fonn
shall be prepared by the enployee, authorized and
approved by the Depart:mant/Division Directors before
reimbursement is made by the Finance Depa.rtm:mt.
2.
Prevailing rate shall be the am:nmt per mile au-;
thorized by Florida Statute 112.601 (currently
$.20/mi1e) . Changes to the State mileage am:nmt
shall autanatically, be reflected in ,County ~"edur~
at the t::iIm travel begins. Mileage between
cities/counties will be allowed, based on the current
Florida official road map and reasonable travel
within cities/counties.
3.
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For out-Of-state, the mileage am:nmt plus parking and
toll fees, may not exceed the curount charged for air
transportation at rate(3 not to exceed coach rates
available at the tine a travel authorization is pro-
cessed.
4.
Employees who receive a vehicle allowance will not be
eligible to receive mileage reinWrsemmt. Lodging
and neal reimbursement will be allowed for the tiJre
that would have been required to make the trip by air
carrier .
5.
Private vehicle owners will be responsible for all
insurance on their vehicles.
An effort to obtain a County-owned vehicle ITIlst be
made prior to authorization of private vehicle use
. for County business.
6.
G. Use of Camecdal Airlines
1. Travel by cxmnercial airlines may be authorized in
cases where use of canrercial airlines is of qdvan-
tage to the County. Air travel will be scheduled at
coach rates whenever possible. In the event of
atergency travel, other than coach aCCX11I11..Alations
will be pennitted only when coach is not available
and no other travel arrangenents are possible.
Pre-planning should be used to take advantage of
various airline discount special rates. Only tickets
for authorized County travel requ:ireroonts are allowed
to be charged to Collier County.
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JWE 23. 1987
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2.. Receipt required for air fare if reimbursem:mt is
requested.
H. Special Procedures
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1. When driving to an approved business m=eting,
conference or seminar outside the Naples area, but
within the State of Florida, neal allCManCes will be
all.owed for nonnal neals enroute as provided by this
policy .
2. When reimbursemant for lodging and neals is to be
provided by other agencies (government or
non-government) , atployees nay be paid at the reim-
bursed rate if it exceeds the County's rate.
I. Inclusions and Exclusions as to Authorized Expenses
'~
In addition to neals and lodging', the following
actual expenses incurred as a necessary part of
approved travel nay be claimed with subnission of
receipts or docurrentation:
a. Registration fees
b. Official telephone calls (indicate on hotel bill
~I personal or blsiness) .. ...
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. c. Reasonable c::cxrnercial transportation cost.. ';, ..
actually paid by the traw.Ler to/fran c::cxrnercial
teminals and place of lodging and to/fran
places of business
1.
d. Parking fees
e. Mileage for appn:wed use of private vehicle
f. Rental car cost, including tax if paid
. g. Fuel and. emargency repairs for County-owned
vehicles
h. Road toll charges
2. Exclusions
"
a. Tips
b. Personal calls
c. Acccrtp:miment: of Spouse
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J. Reporting Expenditure
1. After retum fmn the trip, an expenditure report and
required receipts IIIlSt be ~leted by the errployee
and subnitted within ten (lc1) days to the Finance
Depart:Ioont.
K. Administrative Hardship
1. If any of these provisions create undue administra-
tive hardship on any of the depart:Ioonts involVed, the
County Manager, or the County Manager's designee, may
grant exceptions within the limitations contained in
Florida Statute 112.061, based on written requests.
L. Spouses
1. When spouse accaI1?anies the arployee,., the atployee.
will pay the difference between single and double
accnlll&:AJations and all other expenses, including
transport:ation, meals, etc.
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