HomeMy WebLinkAboutOCSD 05-29 (REPEALED)' "
RESOLUTION NO. OCSD 05-29
AMENDING RESOLUTION NO. OCSD 98-33
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE ORANGE
COUNTY SANITATION DISTRICT AMENDING THE HUMAN RESOURCES
POLICIES AND PROCEDURES
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The Board of Directors of the Orange County Sanitation District,
DOES HEREBY RESOLVE, DETERMINE AND ORDER:
Section 1: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by
amending Policy No. C110. 00, Travel, set forth in Attachment No. 1, attached hereto and
incorporated herein by reference.
Section 2: That all other terms and conditions of Resolution No. OCSD 98-33, as
previously recommended, shall remain in full force and effect.
Section 3: That all future amendments to Resolution No. OCSD 98-33 be made by
Resolution.
PASSED AND ADOPTED at a regular meeting held December f 1, 2005 ..
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REPEALED BY
OCSD 15-18
Orange County
Sanitation District
Subject: TRAVEL
1.0 PURPOSE
Policy Number: C110.00
Effective Date: July 20, 2005
December 21, 2005
Supersedes: December 15, 2004
July 20, 2005
Approved by: Lisa L. Tomko
1.1 The purpose of this policy is to establish uniform guidelines and procedures pertaining
to off-site travel for job-related meetings and training functions.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all Orange County Sanitation District (OCSD) employees.
3.0 POLICY
3.1 It is OCSD's policy to reimburse employees for authorized travel and business
expenses in accordance with the procedures of this policy.
4.0 PROCEDURE
4.1 GENERAL INFORMATION
4.1.1 OCSD will reimburse employees for reasonable travel expenses incurred in the
course of representing OCSD at job-related meetings or training functions
provided that approval is obtained in advance.
4.1.2 Employees are to exercise every effort to minimize travel and meeting
expenses by utilizing the least expensive method of travel.
4.1.3 Related documents and forms are listed in section 7.0. The~ forms
associated with this policy are accessible through the OCSD Internet,
MyOCSD. h:\ntglobal~rms\training and meetings authorizations and
o:><ponsos.
4.1.4 In determining whether a function shall be considered a meeting or a training
function, determine how the majority of time is spent during the function. If the
majority of time is spent in a convention or conference-type atmosphere, the
function shall be considered a meeting. If the majority of the time is spent
learning new skills, then the function shall be considered training.
4.1.5 Travel Approval -The procedures for obtaining approval to attend off-site
meetings or training functions shall be established within each departmenV
division. The Travel Authorization Request form can be used to facilitate the
approval process and is accessible through MyOCSD. h:\ntglobal\forms~.training
and meetings authorizations and e:><ponsos.
Page I of8
4.1.6 Travel arrangements shall be made as far in advance as possible to take
advantage of discounted or reduced fares and rates.
4.1.7 Business travel expenses incurred in excess of those described in this policy
are not reimbursable. For example, if employees choose to drive instead of fly
from Los Angeles to Phoenix, the total reimbursement will not exceed the
amount that would have been incurred had air travel been used (e.g., mileage,
lodging and meal expense reimbursements resulting from car travel cannot
exceed the amount that would have been required if air travel had been used).
4.1.8 Employees will be responsible for repaying OCSD for any expenses paid on
their behalf by OCSD that are subsequently determined to be excessive.
4.1.9 OCSD's reimbursement plan has been developed to be considered an
"accountable plan" by the IRS. The plan includes a combination of
reimbursements based upon receipts and a "per diem" component approved
by the IRS. You should check with your income tax preparer if you have any
questions. Travel reimbursement amounts are not reported on your annual
W-2.
4.2 REIMBURSEMENT
4.2.1 A Travel Expense Reimbursement form and a Daily Expense Breakdown form
(if applicable) shall be completed if any eligible out-of-pocket expenses have
been incurred. In addition the employee shall also attach applicable receipts
such as airfare itinerary, detailed hotel receipt, rental car contract and receipt,
etc. Receipts are not required for authorized meals.
4.2.2 A Travel Expense Reimbursement form shall be completed and submitted no
later than two weeks after the travel has occurred.
4.2.3 Original receipts are required for all reimbursable expenses except meals
regardless of the dollar amount. See section 4.7 for meals.
4.2.4 The approval level required on the Travel Expense Reimbursement form is
based on total expenses incurred. Employees cannot approve their own travel
expenses.
4.2.5 The designated department/division travel coordinator is responsible for
auditing and signing the Travel Expense Reimbursement form. They shall also
ensure that all applicable forms are completed and attached; applicable
receipts are attached, when required; and appropriate signatures have been
obtained.
4.2.6 Travel and reimbursement requests shall be forwarded to the appropriate
division; Accounting for meetings or the Human Resources Employee
Development division for training functions.
4.3 LODGING
4.3.1 Lodging shall be in a hotel, motel or lodge. Hotel/motel rooms shall be standard
(single occupancy) rather than deluxe accommodations. The employee shall
pay lodging expenses directly. Direct billings to OCSD for employee lodging
will not be accepted unless the circumstances are unavoidable and written
authorization from the General Manager's office is obtained in advance.
Page 2of8
4.3.2 Meals or other reimbursable charges on the hotel bill will be applied towards,
and must not exceed, the daily reimbursement maximum.
4.3.3 Overnight stays may be allowed for meetings or training functions lasting more
than one day in OCSD's general geographical area (Orange, Los Angeles,
Ventura, San Bernardino, Riverside, San Diego, Imperial and Kern Counties)
when the travel time involved is significant. Such matters will be determined on
a case-by-case basis and at the discretion of the appropriate supervisor,
manager or department head.
4.3.4 Making Reservations • When making hotel reservations, always ask for the
lowest available rate the hotel is offering (e.g., government, season special),
which may be lower than the convention/conference rate.
4.3.5 Canceling Reservations • A traveler canceling the reservation shall do so
according to the hotel's policy in order to avoid charges. OCSD does not
reimburse for non-canceled reservations. earlv departure. or late
cancellation charges unless approved bv the Department Head via an
"Exceptions-Unauthorized Expenditures" memo.
4.4 GROUND TRANSPORTATION
4.4.1 Employees shall select the most economical, practical means of ground
transportation that is appropriate for the particular site.
4.4.2 Reimbursement for personal auto usage for business will be calculated per the
current Internal Revenue Service (IRS) guidelines. This rate is subject to
change.
4.4.3 Automobile mileage is reimbursable if an employee is required to use a
personal vehicle for travel within OCSD's general geographical area, which
includes Orange, Los Angeles, Ventura, San Bernardino, Riverside, San Diego,
Imperial and Kern Counties. Mileage is based upon the following:
• If an employee drives round-trip from their residence to a meeting or
training function, the round-trip mileage the employee would have driven
from his/her residence to work must be subtracted from the round-trip
mileage to the event. Any excess mileage is reimbursable to the employee
at the current IRS approved rate.
• If an employee drives round-trip from work to a meeting or training function,
the round-trip mileage from OCSD to the event is reimbursable at the
current IRS approved rate.
4.4.4 OCSD shall pay local transportation costs from the employee's residence to the
departure airport and from the departure airport to the employee's residence.
Local transportation to and from a departing airport shall be by bus, shuttle or
taxi. If the employee uses his/her personal vehicle, then mileage is
reimbursable at the current IRS approved rate.
4.4.5 The reimbursable mileage for air travel departures is the mileage between the
last stop (e.g., OCSD or employee's residence) and the terminal. The
reimbursable mileage for air travel arrivals is the mileage between the terminal
and the first stop (e.g., OCSD or employee's residence).
4.4.6 Parking at the departure airport is reimbursable with receipts.
Page 3 of8
4.4. 7 Round-trip mileage expenses are reimbursable when family chauffeuring is the
most economical alternative.
4.4.8 OCSD vehicles may be used to transport business guests (see Policy F41.00,
Vehicle Usage: section 4.6.9).
4.4.9 Travel while at the local destination may be by shuttle, bus or taxi, as needed.
A rental car may be allowed when it is more economical.
4.5 AUTO RENTALS
4.5.1 Rental Car Reservations • Employees shall utilize either OCSD's designated
travel agency or the Internet, whichever is more cost effective, to secure rental
car reservations. Internet reservations may require employees to charge their
personal credit card. Employees will be reimbursed for pre-approved
reservations made on their personal credit card after they submit a detailed
receipt of the charges. Reservations made through the Internet require a
written statement from the employee detailing the cost savings.
4.5.2 Rented autos shall only be used when no other means of transportation is
economically feasible. Use of airport or hotel shuttles is encouraged.
4.5.3 Class size -Intermediate or standard model, mid-size car (Class C), or the
smallest size compatible with the specific need, are to be used. Exceptions
shall be explained on an "Exceptions-Unauthorized Expenditures" memo
signed by the Department Head. The original copy of the car rental contract
and receipt must be attached to the "Travel Expense Reimbursement" form.
4.5.4 Insurance -OCSD is insured or self-insured for damage to rental cars used on
company business. ONLY the "Loss Damage Waiver Fee" is to be
accepted and is reimbursable. Any additional insurance purchased for the
rental car is not reimbursable.
4.5.5 Rental Contract -When completing the rental agency contract, sign for
OCSD, not as an individual (i.e. Orange County Sanitation District, CA, by (your
name).
4.5.6 Gas Surcharge -OCSD will not pay fuel surcharges.
4.5. 7 Damage -In the event of damage to rental cars, all details of the event
reported to the police and/or the rental firm shall also be provided to OCSD
Safety Division within 24 hours of the incident.
4.6 AIR TRAVEL
4.6.1 Airline Reservations -Employees shall utilize OCSD's designated travel
agency or the Internet, whichever is more cost effective, to secure airline
reservations. Internet reservations may require employees to charge their
personal credit card. Employees will be reimbursed for pre-approved
reservations made on their personal credit card after they submit a detailed
receipt of the charges.
4.6.2 Frequent Flyer Miles -Employees who belong to frequent flyer programs are entitled
to personally use all bonuses accrued by them on company business. Under no
circumstances, however, may employees purchase more expensive tickets in order to
accumulate frequent flier mileage or upgrade the class of service. First or Business
Page 4 of8
Class upgrades may be used as long as the original ticket still represents the lowest
practical airfare.
4.6.3 Excess Baggage Fees -OCSD will not reimburse for excess baggage fees if not
related to company business. This includes sporting equipment.
4.6.4 Alternative Airports -Alternative airports within close proximity (Los Angeles, Long
Beach, and Ontario) shall be used if the savings exceed $150.
4.6.5 Lost or Unused TicketsfTicket Changes -Once an employee accepts an airline
ticket on behalf of OCSD, he or she is responsible for it. If the employee loses his/her
ticket, the employee must incur any related fees. Unless directed by OCSD
management, an employee who fails to use or changes an airline ticket for his/her
convenience shall incur any related fees. It is the employee's responsibility to contact
the agency that issued their ticket to find out how to remedy lost, unused or ticket
change situations.
4.6.6 Flight Limitations -There shall be no more than four (4) OCSD employees total per
flight.
4.6. 7 Saturday Night Stay-over -OCSD may require a Saturday night stay-over if the stay-
over results in significant cost savings to OCSD. In general, it is expected that business
meetings that start on Tuesday or end on Thursday will not justify a reimbursement for
Saturday night stay-over.
Saturday night stay-over expenses are reimbursable only if the sum of the airfare plus
the expenses of the additional lodging, meals and incidentals resulting from the stay-
over are less than the lowest available airfare without the stay-over.
4.6.8 Flight Insurance -Flight insurance is not reimbursable.
4.7 MEALS/INCIDENTALS
4.7.1 On overnight stays, or travel beyond the normal work day, OCSD employees are
entitled to a "per diem" reimbursement per day depending upon the destination. The
daily maximum includes amounts for breakfast, lunch and dinner and an allowance for
incidentals. Receipts are not required to receive the per diem amount.
4.7.2 Per Diem amounts have been approved by the Board of Directors and comply with the
Federal Meals Incidental Expense Rates found in the Code of Federal Regulations 301-
11.18. Use of these rates allows OCSD's reimbursement plan to be considered an
"accountable plan" by the IRS. The file containing the daily rates and governing
destinations is accessible through MyOCSD. h:\Rtg.'obaJ\forms\traiRiRg aRd meetiRgs
autf:lerizatJoRs aRd e:><peRses\Domestie Per Diam R-ates.
4.7.3 When a training function or meeting does not involve overnight stay, the meal
reimbursement shall not exceed the individual maximums above for the meals that are
appropriate for travel times.
4. 7.4 Provided Meals -Meal expenses are not reimbursable if furnished as part of the event
and included in the registration or if provided by others.
4. 7 .5 Meals served by airlines are not counted as a full meal. If an airline serves breakfast,
for example, an employee remains eligible for the breakfast per diem.
Page 5 of8
4.8 GROUP EXPENSE REIMBURSEMENT
4.8.1 When employees travel in a group, they shall pay their own expenses. If this is
not practical, one member of the group may pay. Expense reimbursement form
shall include:
• Names of the individuals for whom the expense has been incurred
• Department number(s) to be charged
• Circumstances involved
Expenses for meals etc. cannot exceed individual maximums on an average
per employee basis.
4.8.2 -When more than one OCSD employee is_ present for. a business meal, the
expense(s) must be reported by the most senior OCSD person. The cost of
business meals should be in line with per diem rates.
4.9 COMBINING BUSINESS AND PERSONAL TRAVEL
4.9.1 If an employee combines business and personal travel, the personal travel
expenses will be paid directly by the employee. For trips in which the primary
purpose is personal, OCSD pays only that portion of the trip directly related to
business.
4.9.2 Business travel is based on actual business expenses incurred. Therefore, no
adjustment is permitted between expense categories (e.g., funding extra airfare
expense in exchange for reduced lodging in a private home on a personal side
trip).
4.9.3 In general, it is not appropriate for family members to accompany employees
on business trips. Any costs incurred on behalf of family members are not
reimbursable.
4.10 FOREIGN TRAVEL
4.10.1 Regardless of when expense reports are submitted, the exchange rate for
converting foreign currency expenses into U.S. dollars will be the rate in effect
at the time the U.S. dollars are converted to foreign currency and supported by
receipts.
4.11 TELEPHONE CALLS
4.11.1 Business telephone calls and modem services are reimbursable with receipt.
On overnight stays, a $4.25 per day allowance is provided for personal
telephone calls. Employees with OCSD-issued cellular phones are encouraged
to use their cellular phones for calls.
4.12 CASH ADVANCE
4.12.1 Cash advances may be requested for overnight stays FOR EMERGENCY
PURPOSES ONLY. The minimum request amount per trip is $100. The
maximum request amount is $250 per trip. To receive a cash advance, the
traveler is required to complete a "Request for Emergency Cash Advance"
form, obtain proper signatures and submit the completed form to the
Accounting Division.
Page 6 of8
4.13 NON-REIMBURSABLE EXPENSES
4.13.1 Expenses that are personal (not directly connected with OCSD business} are not
reimbursable unless there are extenuating circumstances approved by the General
Manager. These include, but are not limited to the following:
• Clothing and toiletries
• Personal side trips, personal entertainment and personal trip
insurance
• Fees for use of recreational, health and gym facilities
• Home maintenance, baby sitting and pet boarding expenses
• Personal legal charges and traffic violations
• Loss or theft of cash, travelers checks, travel tickets and credit
cards
• Loss, theft or damage to personal property such as luggage, auto
and clothing
• Medical expenses
• Accident related costs resulting from an employee's business use
of a personal auto
• Tips exceeding 15%
• Movies
• Alcohol
4.14 AGENCYNENDOR-REIMBURSED EXPENSES
4.14.1 When any meeting or training fees are to be reimbursed by an outside agency
or vendor, the agency/vendor shall provide a letter to the employee stating
exactly which expenditures will be reimbursed. The letter shall accompany the
employee's reimbursement package. The designated travel coordinator shall
prepare a letter to the agency/vendor listing all expenditures that the
agency/vendor has agreed to reimburse and enclose a copy of the
agency/vendor authorization letter and copies of all receipts. This letter is
copied to the employee and to Accounts Receivable in the Finance Department
so that the payment can be credited to the proper account.
4.15 REIMBURSEMENT FOR NON-OCSD EMPLOYEES
4.15.1 Occasionally, OCSD requests others to travel either to OCSD properties or on
behalf of OCSD. In those instances, the Department Head shall prepare a
letter authorizing the travel. After completing the travel, the traveler submits a
detailed invoice along with a payment request voucher to Accounts Payable for
processing. A copy of the authorization letter shall accompany the payment
request voucher.
4.16 EXCEPTIONS
4.16.1 Exceptions to the policy shall be indicated on the original Travel Expense
Reimbursement form. Additionally an Exceptions-Unauthorized Expenditures
memo shall be completed, signed by the Department Head and attached to the
package.
Page 7 of8
5.0 PROVISIONS AND CONDITIONS
5.1 Employees shall have Department Head approval in writing before agreeing to appear
on a panel or to give a presentation on behalf of OCSD. Failure to do so may preclude
attendance.
6.0 RELATED DOCUMENTS
6.1 Travel Expense Reimbursement form
6.2 Airfare Payment Request Voucher form
6.3 Registration Payment Request Voucher form
6.4 Request for Travel Authorization form
6.5 Lost -Unavailable Receipts memo
6.6 Request for Emergency Cash Advance form
6.7 Federal Meals and Incidental Expense Rates per Code of Federal Regulations
(CFR301-11.18)
6.8 Policy C190.00, Variable Non Base Pay
6.9 Policy F41.00, Vehicle Usage Policy
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