Subject/Title
Employee Travel and Reimbursements
Date Effective
Revision Date Effective
January 1, 2015
Code Number
FIN 18
Finance
City Manager
Responsible Key Business
Objective:
To establish uniform regulations governing authorization for employee travel and other
employee reimbursements. These regulations are intended to be consistent with efficient
operation while permitting sufficient flexibility on the part of the Department Director and his or
her employees in the conduct of City business. Contractors are not covered by this policy.
Policy:
This policy replaces City policy Code Number B&E1 dated November 17, 1989.
1. It is the responsibility of Department Directors to manage the expenditures of the
Department’s travel appropriations during the year on the basis of necessity and
economy.
2. Out-of-town travel in all cases will be limited to City business, or conferences
or meetings from which the City will derive a specific benefit through the attendance of
a representative.
3. Transportation (Out-of-Town):
A. Reasonable transportation expenses incurred for approved travel will be paid on
the basis of actual costs.
B. The use of a rental car requires a business purpose explanation with the Travel
Expense Report.
C. The City of Charlotte shall not pay additional expenses resulting from circuitous
routes of travel or arriving earlier or staying later than necessary to conduct
official business.
D. When other members of the family attend a conference or meeting, their expenses
shall not be paid by the City of Charlotte.
E. Employees are expected to use the most economical mode of transportation giving
due consideration to time and distance involved. Employees should travel together
when more than one individual is traveling to the same destination in either a City or
private vehicle.
F. Employees will not be reimbursed for priority airline boarding, US Customs Trusted
Traveler Program fees, upgraded airline seats, in-flight movie rental, flight insurance,
or other voluntary amenity services. Airline change fees or in-flight internet is not
permitted unless a specific business requirement is properly identified and approved.
G. Travel in a City vehicle or private vehicle shall be allowed if the total mileage
reimbursement cost does not exceed the total cost of commercial transportation at
regular fare.
H. Parking at Charlotte-Douglas International Airport will be reimbursed at a rate not to
exceed the prevailing Business Valet rate.
Subject/Title
Employee Travel and Reimbursements
Code Number
FIN 18
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I. Reimbursement for local transportation, out-of-town transportation, parking and
other miscellaneous expenses shall be itemized and reported. Receipts for these
items must be included with the Travel Expense Report.
J. Employees who receive a stipend; e.g. automobile, etc., will not be reimbursed for
mileage to the airport, or for other in-county travel, including fuel.
4. Lodging and Meals (Out-of-Town):
A. Reasonable lodging expenses will be paid by the City at their actual cost for a
single rate. Employees should refer to their departmental policy where travel rates
are further restricted due to grant participation.
B. The City of Charlotte will pay lodging for the minimum number of nights
required to conduct the assigned City business.
C. Employees shall not be reimbursed for in-room movie rentals, laundry fees, fitness
room fees, hotel room upgrades, or other voluntary, unspecified hotel amenity
charges. Internet is only permitted if a specific business requirement is properly
identified and approved.
D. The employee is reimbursed on the General Services Administration (GSA) per diem
basis for meals and incidental expenses (IE). Incidental expenses consist of fees and
tips for persons who provide services, such as porters and baggage carriers, incurred
when traveling out of town, or overnight. The GSA Meal & IE per diem rate will be
that of the location to which the individual is traveling as listed per the GSA website
http://www.gsa.gov/portal/content/110007. A copy of the GSA Meal & IE per diem
for the location to which the individual traveled must be attached to the Travel
Authorization and Advance Form (if an advance is provided), or to the Travel
Expense Report (if an advance is not provided). Employees should refer to their
departmental policy where travel and meals are further restricted due to grant
participation.
E. Reimbursement will be based upon the employee reporting the per diem rate for the
location to which the individual traveled on the Travel Expense Report. Using a per
diem rate establishes a daily amount and eliminates the need for the employee to
retain and submit receipts for meals. The GSA website includes allocations of
expenses for Breakfast, Lunch, Dinner, and incidental expenses. If any meal is
included in the training/conference expense, it should be deducted from the per diem
rate of the day(s) it is applicable, unless it is the first or last calendar day of travel.
Partial day travel will be reimbursed at 75% of the per diem rate for the first and last
calendar day of travel. Employees should refer to their departmental policy where
travel and meals are further restricted due to grant participation.
5. Miscellaneous (Out-of-Town):
A. The City will pay all registration costs for the employee. Separate charges for sports
or entertainment connected to a conference are not reimbursable. Separately charged
meals that are an integral part of a conference are permitted and the per diem amount
for that meal must be deducted from the per diem.
B. Travel expenses paid by P-Card must be included on the Travel Expense Report and
receipts must be attached. The amount paid by P-Card must be deducted from the
reimbursement calculation.
Subject/Title
Employee Travel and Reimbursements
Code Number
FIN 18
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6. In Charlotte Region Reimbursement Expenses
A. Local Travel
Mileage reimbursements for local travel must be submitted on the “Mileage
Reimbursement Form” that can be found on the Finance Office CNET pages.
The business reason or specific destination must be indicated on the Mileage
Reimbursement Form. Employees who receive the automobile stipend will not
be reimbursed for in-County mileage.
B. Business Meals
Reimbursements for business meals must specify the business purpose using the
form found on the Finance Office CNET pages. Itemized receipts must be
provided with the reimbursement request. Reimbursement should be reasonable
to the GSA per diem, per meal amount for Charlotte. Employees should refer to
their departmental policy where meals may be further restricted due to grant
participation. Alcoholic beverages are not reimbursable.
C. Miscellaneous
Employees may be reimbursed for other business related expenses that have been
approved by their Supervisor. Supervisor approval and itemized receipts must be
provided with the reimbursement request and must specify the business purpose.
Procedure:
1. Employee prepares a Travel Authorization and Advance Form and submits it for
approval. The Department Director or his/her designee should review and approve the
Travel Authorization and Advance Form considering funds budgeted, purpose of trip,
and estimated expenses. Approval should not be construed as authority to spend the total
funds estimated. Employees are expected to use sound judgment and have proper regard
for economy. Only those expenditures absolutely necessary in connection with the trip
should be made.
2. Travel Expense Reports for Department Directors must be approved by the City
Manager or designee. Travel Authorization and Advance Forms for Department
Directors do not require approval.
3. All requests for travel advances must be submitted on the Travel Authorization and
Advance Form to Finance at least ten working days before the first check is needed.
Support documentation must be included. If travel advances are not submitted at least
ten working days before a check is needed, employees should not expect an advance.
4. The Travel Expense Report must be signed by the Department Director or designee
and submitted to Finance within four (4) working days upon return to work. In the event
that the employee receives an advance and the Travel Expense Report is not submitted in
this timeframe, Finance will seek assistance from the applicable Department Director
and/or the City Manager’s Office. In the event no advance was provided, Finance will
report to the appropriate Department Director and the City Manager’s Office any travel
reports that are submitted after the four working day period.
Subject/Title
Employee Travel and Reimbursements
Code Number
FIN 18
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5. Itemized receipts for the costs of lodging, transportation (airfare, gas, taxis, parking,
e tc.), and registration fees must be submitted with the Travel Expense Report. Credit
card receipts are not sufficient documentation.
6. If a travel advance has been issued, all unused funds must be deposited with the
Finance/Revenue Division within four (4) working days after return to work. A
Departmental Receipt must be attached to the expense report.
7. Employees will be reimbursed for all necessary expenses on official City business
that exceeded the City funds advanced and were paid personally with private funds. No
monies will be refunded until all reports are approved by the Department Director or
his/her designee (this person must have signature authority).
8. The Travel Expense Report will be submitted to Finance according to the instructions on
the report. No travel expenses will be approved unless the Expense Report is fully
completed and proper receipts are submitted.
9. If the Department Director (or designee) or Finance Department disapproves any
expenditure item, the employee will be offered an opportunity to justify the money
spent on the item in question. If the justification is not submitted or accepted, the
employee must reimburse the City within one week after notification if an advance was
provided.
Finance Responsibilities:
1. To review Travel Authorization and Advance Forms for proper approvals and accuracy
and to prepare advances in accordance with the form.
2. To review Travel Expense Reports and Other Non-Travel Employee Reimbursements
for proper approvals and accuracy and either reimburse the employee in accordance with
the approved report, or to deny payments that are not consistent with this policy.
3. To maintain a record of travel advances and ensure Travel Expense Reports are received
as specified in this policy.
4. To notify employees in the event that documentation related to this policy is not received
or is insufficient so that they can provide the additional information needed.
5. To notify Department Directors and/or the City Manager’s Office as appropriate when
documentation related to this policy is not received or is insufficient.
Department Responsibilities:
1. To ensure that all travel for their department is in compliance with this policy and any
additional departmental policies.
2. To manage the expenditure of the Department’s travel allowance during the year on the
basis of necessity and economy.
3. To ensure that out-of-town travel is limited to City business, or conferences or meetings
from which the City will derive a specific benefit through the attendance of a
representative.
Subject/Title
Employee Travel and Reimbursements
Code Number
FIN 18
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4. To ensure that receipts are attached to the Travel Expense Report for local
transportation, out-of-town transportation, lodging, parking and other miscellaneous
expenses.
5. To ensure employees are not reimbursed for travel expenses previously paid via P-Card.
6. To ensure that a copy of the GSA Meal & IE per diem for the location to which the
individual traveled is attached to the Travel Authorization and Advance Form (if an
advance is provided), or to the Travel Expense Report (if an advance is not provided).
7. To submit Travel Expense Reports as specified in this policy.
8. To ensure reimbursements for Other Non-Travel Employee Reimbursements are
consistent with this policy.
9. To ensure that travel is charged to a travel object code in the City’s general ledger or to
the appropriate general ledger and project ledger combination as applicable.
Business Meal Reimbursement
Date:
_______________
Amount:
_______________
(Attached itemized meal receipt.
Exclude any alcoholic beverages)
Names & Titles of Participants:
Business Purpose of the Meal:
________________________________
Employee Signature / Date
______________________________
Approver / Date