July 30, 1999
CITY OF AVENTURA
CITY COMMISSION SUB COMMITTEE MEETING
JULY 30,19993:00 P.M.
Aventura Government Center
2999 NE 19151 street Suite 500
Aventura, Florida 33180
At the request of Mayor Arthur I. Snyder, a meeting was held with
Commissioners Jay R. Beskin, Jeffrey M. Perlow and Mayor Snyder to discuss
travel expenses and guidelines for City Commissioners. The meeting was called
to order at 3:05 p.m. Mayor Snyder appointed Commissioner Beskin as Chair.
Those present at the meeting were Commissioners Beskin, Perlow, and Mayor
Snyder. Also in attendance were City Manager Eric M. Soroka, City Clerk Teresa
M. Soroka, Commissioners Berger, Holzberg and Vice Mayor Patricia Rogers-
Libert.
Commissioner Beskin requested input from all Commissioners as to their
purpose for attending seminars and league conferences. Discussion then
ensued relative to costs expended to date for travel, registration and other
expenses associated therewith. After much discussion, it was the consensus of
those in attendance to recommend that the Commission adopt a travel policy
providing a cap of $3,000 per Commissioner per fiscal year on registration/travel-
related expenses for attendance at conferences, seminars and league meetings
and that staff prepare detailed guidelines for reimbursement. Based on past
experience, it was the consensus that budget line item remain at $12,000.
The meeting adjourned at 3:50 p.m.
f,
CITY OF AVENTURA
OFFICE OF THE CITY MANAGER
MEMORANDUM
TO: City Commission
FROM: Eric M. Soroka, City
DATE: August 6,1999
SUBJECT: Travel Advances and Reimbursement Guidelines
At the Conference Expense Review Committee Meeting, the City Commission
requested the guidelines that govern travel advances and reimbursements.
Attached is the Administrative Policy which governs all operating departments that has
been in effect since 1996. The Policy outlines the specific guidelines and forms
required for travel reimbursement. The Policy also implements the State Statute
requirements relating to travel reimbursements.
In accordance with the Commission's direction, this Office will review Commission travel
reimbursement requests for compliance with the Policy and State Statute.
If you have any questions, please feel free to contact me.
EMSlaca
cc: Harry Kilgore, Director Finance Support Services (wi attachment)
Teresa M. Soroka, CMCIAAE, City Clerk (wi attachment)
CC0787 -99
I
CITY OF AVENTURA
ADMINISTRATIVE POUCY DIRECTIVES
AND PROCEDURES MANUAL
6
3 1
Chapter #
Sub Page
CHAPTER:
?INANCE, BUDGET & PURCHASING
APPROVED:
October '96
SUBJECT:
TRAVEL ADVANCES & REIMBURSEMENT
PURPOSE
To establish standard procedures for processing travel advances and reimbursements.
PROCEDURE
1. There are two standard forms which employees must complete in order to be authorized to
travel at city expense and be advanced and/or reimbursed for said travel. The two forms
are included as Attachments 1 and 2. Prior to making binding travel arrangements, the
employee will complete Section I of the "Travel Authorization and Advance Payment
Form." All information in section I must be completed by the employee and the form will be
forwarded to the Department Director and City Manager for approval. Once the City
Manager has approved the travel, the form will be returned to the employee for completion
of Section II.
2. The employee may then complete Section II to request any advance payments. If all costs
are not known (Le. only registration fees amounts are known and airfare and hotel rates
still need to be confirmed), submit a copy of the form with those items which you desire be
paid to the Finance Support Services Department. Once other costs are firmed up, submit
another copy of the form to request additional advances for hotel, airfare, etc. It is
important to complete the form, including the date that each check is required to be mailed
for each advance. An example of completed forms are included as Attachments 3 and 4.
Approved forms must be submitted to Finance Support Services in the same time frame as
any required check processing (see APDP 6.6.1) in order to be included to be paid on the
date requested.
3. Within ten days of completion of travel, the employee must complete and file a "Travel
Settlement & Payment Form." The form must be completed even if there are no additional
payments due the employee. Section III is to include the actual itinerary of the employee
including dates and times of all major travel activity. The employee will also complete
Section IV to include a computation of all costs incurred on the trip, regardless of whether
the costs have been paid in advance. An example of a completed form is included as
Attachment 5.
APDP 6.3.2
4. Amounts paid for meals are based on standard allowances of $5.00 for breakfast, $10.00
for lunch and $20.00 for dinner. In order to be eligible for breakfast, travel must begin
before 6:00 a.m. and extend beyond 8:00 a.m.; for lunch, travel must begin before 12:00
noon and extend beyond 2:00 p.m.; for dinner, travel must begin before 6:00 p.m. and
extend beyond 8:00 p.m. If any meal is provided free of charge to the employee because it
is included in the registration fee or plane fare, no reimbursement will be made for said
meal. Section IV will be annotated to show those meals which were included in the
registration fees or plane fares.
5. Amounts paid for hotel will be based on single occupancy rates.
6. Amounts paid for travel by private vehicle will be based on constructive travel time and
costs for the most economical mode of travel (i.e., travel time will be limited to the travel
time by airline if that is the most economical travel mode). The mileage rate for use of the
privately owned vehicles is 29c per mile for both local and out of the area travel. No
reimbursement will be made for gas/oil/repairs/insurance or other operating costs; the
mileage rate is deemed to cover all operating expenses.
7. Other expenses which may be reimbursed by the City include taxi, bus fare, parking, tolls,
telephone and other necessary expenses of being away from home on City business. Tips
to porters, busboys, maids, etc. are not reimbursable and are the responsibility of the
employee and are to be paid from the allowance for meals.
8. When traveling by City vehicle, reimbursement will be made for all operating expenses.
9. All receipts for hotel, airline tickets, conference registration fees and other reimbursable
expenses shall be attached to the "Travel Settlement & Final Payment Form." A copy of
the original "Travel Authorization & Advance Payment Form," including all advance
payments, will also be attached along with a copy of the conference or seminar agenda.
CITY OF AVENTURA
Travel Authorization & Advance Payment Form
APDP 6.3.3
Attacl1rrl:mt 1
SECTION I - TRAVEL AUTHORIZATION
Completed by traveler prior to incurring any expenses relating to travel request.
Name Department
Travel Destination: Dates:
Purpose:
Method of Travel: Ajr Private Vehicle Other
other City Personnel Traveling to Same Destination:
Estimated Costs: AirfareJMilage _ Lodging _ Meals _ Regis. _ Other _ Total
Budget Code Amount
Budget Code Amount
I hereby eerify that the requested travel is for official business purposes of the City of Aventura.
Signature of Traveler:
Date:
Recommendation I Approval by Appropriate Officials:
Department Director
Date:
City Manager
Date:
SECTION II-ADVANCE PAYMENTS
Completed by Traveler for Advance Payments to Vendors and Employee:
Amount
Check Payable to
Address
Budget Code
Date check
requested
Registrations
Airfare
Mileage
Meals
Hotel
All employees must complete their travel settlement within 2 VJeeks of completion of travel.
APDP 6.3.4
CITY OF AVENTURA
Travel Settlement & Final Payment Form
Attac1:m:mt 2
SECTION III-ACTUAL ITINERARY
Completed by Traveler upon Return from travel:
Name
Department
ACTUAL ITINERARY
Point of Origin and Hour of departure and
Date Point of Return return Mode of Travel Purpose
Depart:
Arrive
Arrive
Depart:
Arrive
Depart:
Arrive
Depart:
Arrive
SECTION IV-COMPUTATION OF AMOUNTS DUE TRAVELER
Completed by traveler upon return from travel.
COMPUTATION OF AMOUNTS DUE TRAVELER
Day Sun Moo Tues Wed Thurs Fri Sat
Date TOTAL
Hotel
Breakfast
Lunch
Dinner
Registration
Airfare
Taxi & Bus
Parking
Other
Mileage :.:.;-:.:-:.:.;.:.;.:.:.:. 1I1II1II1111111111111111II .. ... ........ 11111111111111111111111111 I11111111I1111111111111111 IIIIIIIlllIIIlilllllllllll 11111111111111111111111111 1lllillliilliilillllillll!
.:.:.:.:.:.:-:.;.:.:.:.:.: I1111111111111111111111111
..........................
..... ........
..... ........
Rate/mile i~~~~~~~~~ ~~~~~~~~~ ~ ~~~ ~~~ .......... ...
Amount
ITOT AL
Less Cash Advances
TOTAL DUE TOIFROM TRAVELER
Budget Code
Budget Code
Amount
Amount
I hereby certify that the expenses reported were actually incurred by me as necessary traveling expenditures
in the performance of my official duties; any costs paid by another agency have been deducted from this
travel claim; and that this claim is true and correct in every manner and same conforms in every respect
with the requirements of the City of Aventura.
Signature:
Date:
CITY OF AVENTURA
Travel Authorization & Advance Payment Form
APDP 6.3.5
Attacl1rrl:mt 3
SECTION I - TRAVEL AUTHORIZATION
Completed by traveler prior to incurring any expenses relating to travel request.
Name T o...v"e.. \':::>c ~ Department ~ ~o.-Coc.. <5-., 'C'~ <s-..r., ; Co .ll-.7
Travel Destination: ~ o...c.c l 0.. f= \ . Dates: s II.' )C\ 1. 4-0 cs t '\...'t.. (~ C:.
I
Purpose: A-+-\f1~ ~to..... c:; ~ 0 Po fkv...V\.~ c-.~e.....t.4t.
Method of Travel: Air V""" Private Vehicle Other
Other City Personnel Traveling to Same Destination: "" &'-. 'L.
Estimated Costs: AirfareJMilage ~ 0 0 Lodging 31.c Meals \ '1S Regis. \ 2. 5 Other ~ Total 15, I , 1'0
Budget Code Ol - c-() - CS , "'> ... '\ ... '-(-Q - "fQCOQ Amount q <( S ~
Budget Code 0 r - (~... C; I ~ .. ~... ~'f- 'i'l)..o Amount \~ CS ~
I hereby cerify that the requested travel is for official business purposes of the City of Aventura.
Signature of Traveler:
S\C.f\..)E~
Date:
a/I'o /9 <0
Recommendation I Approval by Appropriate Officials:
Department Director
SlG lJED
SlC.~~b
Date:
~/1~(t:trv
0['~{Cft.o
City Manager
Date:
SECTION II-ADVANCE PAYMENTS
Completed by Traveler for Advance Payments to Vendors and Employee:
Amount
Check Payable to
Address
Budget Code
Date check
requested
Registrations
\~~ ~ l 0.. . G.~"",~ L~. r-- S~ 01 "\ ~ ... S I -; - 3fz~/Cj"
~.. ~A.oc:.. L-. 1_ (:', 3 -"So '-{--s,+~
IUM.t ~ I \ I ~ ').. ~o,
Airfare
Mileage
Meals
Hotel
All employees must complete their travel settlement within 2 weeks of completion of travel.
APDP 6.3.6
CITY OF AVENTURA
Travel Authorization & Advance Payment Form
Attacl1rrl:mt 4
SECTION I - TRAVEL AUTHORIZATION
Completed by traveler prior to incurring any expenses relating to travel request.
Name T o...\I'\e.. ~ c.. Department h ~~c:.e. S-, '('__~ 'S,...,r" ; c:. .Q..-:7
Travel Destination: ~ o....c:..l 0.. f="" \ . Dates: s Il' J~ I. 4.0 S' t.....'t,., l~ C:.
I
Purpose: A \A,9....-d.... ~t 0.... c:; ~ 0 po. A-Y\,.~ c-.We.......t. ~
Method of Travel: Air ~ Private Vehicle Other
other City Personnel Traveling to Same Destination: /"J e-v-cL.-
Estimated Costs: AirfareJMilage"t 0 0 Lodging 31.0 Meals \ 'IS Regis. \ 2. 5 other ~ Total ~ '. , I 'Q
Budget Code ot - l ~ - CS , ..., - '\ - "t() - "fqCOQ Amount q? S ~
Budget Code 0 I - ( ~ - C; I 1 .. ~... ':> 'of - c:."')..o Amount \ ~ -S ~
I hereby cerity that the requested travel is for official business purposes of the City of Aventura.
Signature of Traveler:
S \ c:. t-...J E t:::::>
Date:
a/,'O /9 <.0
Recommendation I Approval by Appropriate Officials:
Department Director
SlG tJED
S lG. f'J ~ ~
Date:
3.!,".,(t:tro
'2>[I~{~t.o
City Manager
Date:
SECTION II-ADVANCE PAYMENTS
Completed by Traveler for Advance Payments to Vendors and Employee:
All employees must complete their travel settlement within 2 weeks of completion of travel.
APDP 6.3.7
CITY OF AVENTURA
Travel Settlement & Final Payment Form
Attacl1rrl:mt 5
S:':CTION III-ACTUAL ITINERARY
Completed by Traveler upon Retum from travel:
Name
:s;..", e.. \.:::) 0 Co.
Department ~~~ S-.!.q---* Sew"'~ e-
\....\\'-
Purpose
~~~ ~ A. yo Ow"t
'Fl, ~ "'~e l 0...
f= lCl. c;~Q ~
Ce..- ~ eo
Fl'1 \, '-t.. ~ ~
t)-r:""'" "'~
SECTION IV-COMPUTATION OF AMOUNTS DUE TRAVELER
Completed by traveler upon return from travel.
Day Sun Man Tues - Wed Thurs Fri Sat
Date 5 h 1rq(. 5" ~. S/~ /c,f., S/~-x9,- 6/\ 1/Q,- TOTAL
'/~ ..,'"
Hotel ~t:) e C\o~ C\ 0 !.!L qo !!- D Co<.:l ~
Breakfast .;'.!.!- ~~ ~ .l!1 E!!!!- - 2 o..!.!.
Lunch \ 0 ~ Ca~ of . c-.(" . I 0 o~ \ 0 ~ ::;;o~
-
Dinner ;1)..0 !.,!.. a.o ~ ;\.0 .~ A:-r 04\ 6- Q. ;1..0 ~ io.!2
Realstration \ 2. Ii ~ . "'I. li:.~
Airfare ~"o .!!:. ~'Q ....
-
Taxi & Bus \\0 !.~ \<.~ =i ,..~
Partdna 2.'5 .. ;)...~~
-
Other
Mileage IIIIIIIIIIIIIIIII!IIIII!II 11111111I11111111111111111 11111111111111111111111111 i\i~i;"':::' ~:':HH 11111111111111111111111111 111111111111I1111111111111 II~I.II 11111111111111111111111111
~!!~.':!!!:...
Rate/mile ;:::)!~Miimi
Amount 2>>. ,q -0 1C\ '-. ~ ca
'TOT AL \:4"5 O. , \ '5 .- \ , S 00 :~~~ '5"1'-' ~ \ o~~
..... ....- -
Less Cash Advances C11$ ~ !l!-
TOTAL DUE~TRAVELER S .,:u.,
COMPUTATION OF AMOUNTS DUE TRAVELER
Budget Code () I - I 0- ~ I , - "!> ~-f ~ - '-( <:)l:j \) Amount <::;") 21-
Budget Code Amount
I hereby certify that the expenses reported were actually incurred by me as necessary traveling expenditures
in the perfonnance of my official duties; any costs paid by another agency have been deducted from this
travel claim; and that this claim is true and correct in every manner and same confonns in every respect
with the requirements of the City of Aventura.
S \~ ~ ~ ~
Signature:
Date:
5/ ').-"f 19. ~