HomeMy WebLinkAbout(0011) AR__Travel_&_Reimb_Policy_for_Elected_Officials_Final.PDFCITY OF FORT WORTH
ADMINISTRATIVE REGULATIONS
SUBJECT: TRAVEL& NON -TRAVEL EXPENDITURE REIMBURSEMENT
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POLICY FOR ELECTED OFFICIALS AND DISTRICT DIRECTORS/COUNCIL
AIDES
Replaces:
Effective Date:
Review Date:
N/A
April 20, 2021
N/A - Initial Publication
Prepared by: Financial Management Services
Approved by City Manager:
Department - Treasury Division
1.0 PURPOSE
This Administrative Regulation provides guidelines with respect to business travel and
reimbursement of out-of-pocket (travel and non -travel) expenditures incurred while
conducting official business for the City of Fort Worth ("the City").
Non -travel related out-of-pocket expenditures are expenditures paid from personal
funds incurred while conducting official City business that are for purposes other than
travel.
Travel and expenditure accounts are open to the public and must be able to sustain
the test of public review. Economy, prudence, and necessity are of primary concern,
when planning and paying for travel and non -travel related out-of-pocket expenditures.
The use of City funds to accommodate personal comfort, convenience, and taste
should be minimized. For a list of expenditures generally viewed as personal comfort,
convenience, and taste, refer to section 6.4.5 of the City's Administrative Regulation:
Travel Policy.
The City has an "accountable plan" for reimbursements meaning travel and non -travel
related out-of-pocket expenditure reimbursements must be properly documented.
2.0 SCOPE
This policy applies to Elected Officials and District Directors/Council Aides. In addition,
this policy applies to Security Detail personnel when performing security services for
the Elected Official(s) and the Legislative Affairs Director when traveling with Elected
Official(s) for official City business.
3.0 POLICY
3.1 Required Forms:
• Reimbursement Cover Sheet — This form must be properly completed
and submitted along with itemized receipts when seeking
reimbursement of non -travel related out-of-pocket expenditures.
• Travel Expense Statement — This form must be properly completed and
submitted along with itemized receipts when seeking reimbursement of
out-of-pocket travel related expenditures and/or for reimbursement of
meals and incidentals based on the applicable General Services
Administration (GSA) Meal & Incidental Expense rate in lieu of itemized
receipts.
• Travel & Non -Travel Lost or Unavailable Receipt Form — This form must
be properly completed and submitted in the event an itemized receipt is
lost or unavailable.
• Travel Per Diem Calculation Form — This form must be completed and
submitted with the Travel Expense Statement when seeking
reimbursement for meals and incidentals based on the applicable
General Services Administration (GSA) Meal & Incidental Expense rate.
3.2 Approval:
• Approval by the Chief of Staff or Deputy Chief of Staff is required for all
travel and non -travel related out-of-pocket expenditure
reimbursements.
o In the absence of the Chief of Staff or Deputy Chief of Staff, the
City Manager, or an Assistant City Manager can approve out-of-
pocket expenditure reimbursements.
• The appropriate Elected Official AND the Chief of Staff or Deputy Chief
of Staff is required to approve travel and non -travel related out-of-pocket
expenditure reimbursements of District Directors/Council Aides and
Security Detail personnel.
o In the event the appropriate Elected Official and/or the Chief of
Staff or Deputy Chief of Staff isn't available to approve travel and
non -travel related out-of-pocket expenditure reimbursements of
District Directors/Council Aides, the City Manager or an
Assistant City Manager is authorized to approve on behalf of the
appropriate Elected Official and/or the Chief of Staff or Deputy
Chief of Staff.
• Travel and non -travel related out-of-pocket expenditure
reimbursements of the Legislative Affairs Director require approval from
the City Manager or the appropriate Assistant City Manager.
3.3 Additional Information:
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• It is the responsibility of the appropriate Elected Official and/or the Chief
of Staff or Deputy Chief of Staff to ensure sufficient budget is available
prior to spending funds for travel and non -travel related out-of-pocket
expenditure reimbursements.
• Travel advances are not allowed under this policy.
• Actual travel and non -travel related out-of-pocket expenditures will be
reimbursed but itemized receipts are required.
o A properly completed and approved Travel & Non -Travel Lost or
Unavailable Receipt Form is required in the event an itemized
receipt is lost or unavailable.
• Reimbursement for out-of-pocket expenditures for meals and
incidentals in connection with a non -local travel event that involves an
overnight stay can be made based on the applicable General Services
Administration (GSA) Meal & Incidental Expense rate in lieu of itemized
receipts.
• Alcoholic beverages are not reimbursable under any circumstance and
must be deducted from any travel or non -travel related out-of-pocket
expenditure reimbursement request.
o It is highly recommended to tender out and pay for Alcoholic
beverages separately since travel and non -travel related
expenditures are subject to inspection by the public.
• Itemized lodging receipts must be submitted for reimbursement of
lodging expenditures.
• Expenditures associated with the use of personal automobiles for
official City business shall be reimbursed based on the Internal
Revenue Service standard mileage rate in effect at the time of travel.
• All travel and other out-of-pocket expenditures must be submitted for
reimbursement as soon as possible (i.e. within 10 calendar days from
the last travel date). This is particularly critical at the end of the fiscal
year to ensure expenditures are charged to the appropriate fiscal year
budget.
4.0 POLICY ADOPTION & REVISION HISTORY
Policy approved by the City Manager: April 20, 2021
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