HomeMy WebLinkAbout2011-04-20 PACKET 04.D.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM # fftk
DATE 4/20/2011
PREPARED BY Administration Joe Fischbach
ORIGINATING DEPARTMENT STAFF AUTHOR
COUNCIL ACTION REQUEST
Consider adopting a resolution amending the Personnel Policy with changes to the Travel and
Training Policy.
STAFF RECOMMENDATION
Adopt the resolution amending the Personnel Policy with changes to the Travel and Training
Policy.
BUDGET IMPLICATION $
BUDGETED AMOUNT
ACTUAL AMOUNT FUNDING SOURCE
ADVISORY COMMISSION ACTION
❑ PLANNING
❑ PUBLIC SAFETY
❑ PUBLIC WORKS
❑ PARKS AND RECREATION
❑ HUMAN SERVICES /RIGHTS
❑ ECONOMIC DEV. AUTHORITY
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REVIEWED APPROVED
DENIED
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SUPPORTING DOCUMENTS
® MEMO /LETTER: Memo from Joe Fischbach dated 4/11/2011
® RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
❑ OTHER:
ADMINISTRATORS COMMENTS
ity Administrator ate
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COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
CITY OF COTTAGE GROVE
MINNESOTA
To: Honorable Mayor and City Council
From: Joe Fischbach, Human Resources Coordinator
Date: April 11, 2011
Subject: Changes to the Travel and Training Policy
Background
The City Administrator requested a review and update of the Travel, Training and Education
policy. As a result, we called for volunteers and beginning on January 11` a group of
employees began meeting to do a comprehensive review of the policy. The group met a total
of 8 times. Members of the Committee are; Robin Roland, Fatma Reichstadt, John Burbank,
Brian Voelker, Jim Fohrman, Greg Rinzel, Matt Foucault, Randy McAlister, Bob Byerly and
myself. The Committee presented its' proposed changes to City Administrator Ryan
Schroeder. Ryan suggested a few minor changes. The Committee has signed off on those
changes. For reference, the Citywide 2011 travel and training budget is $110,750.00.
There were several changes of note. The City has not funded the Education portion of the
policy since 2003. The Committee recommends removing that whole portion of the policy. If
funds do become available for that program the Committee would readdress that portion of the
policy at that time.
Currently the policy allows for the following in regards to meals. If the TT &E event is more than
one day in duration, there shall be a maximum per diem (including gratuities for meals only) of
$30 per day. For partial days, the meal allowance will not exceed the following: Breakfast:
$6.00, Lunch: $9.00, Dinner: $15.00. Tips shall not exceed 15% of City reimbursed meal cost.
The Committee is recommending the following in regards to meals. if the T &T event is more
than one day in duration, there shall be a maximum per diem (including gratuities for meals
only) of $42 per day. For partial days, the meal allowance will not exceed the following:
Breakfast: $9.00, Lunch: $13.00, Dinner: $20.00. Tips are included in the maximum per diem
and meals allowances. This would be the first time the meal allowance has increased since the
initial creation of the policy in 1999. As a frame of reference, currently the GSA reimbursement
rates for meals are $66 in Hennepin County and $51 in Eagan. We feel that making the
change from $30 to $42 is sufficient to cover reasonable meal costs.
It is the current practice that the City Administrator approves all training requests. The following
is what the Committee recommends for approvals.
Approval at Department Head (or Designee) Level
All Course requests that:
• meet the department's approved training plan; and
• do not exceed $2,500 in non -labor costs; and
• do not involve National training; and sufficient budget amounts are
available in the Department training budget
Approval at City Administrator's (or Designee) Level
All course requests that:
• exceed $2,500 in non -labor costs; or
• are National training; or
• are not part of the approved Department training plan
The Department Head and City Administrator shall be informed by a Human Resources
representative of courses where T &T events involve overnight lodging by participants.
Department Heads (or Designee) will be held accountable for all training requests that
they authorize.
The Administration department would still track the cost of city -wide training expenses. The
intent would be to have a central folder where all approved training forms would be kept.
The Committee also reviewed and revised the Training Request form and the Reimbursement
Request form. We believe they are now simplified and employee friendly, but at the same time
capture all the necessary information.
I would like to commend the Committee for all their hard work. We believe this policy, if
approved, will serve the needs of the City for many years. We have put in the policy that it will
be reviewed in 5 years but could be reviewed sooner if the need arises.
F-MMI
Consider adopting a resolution amending the Personnel Policy with changes to the Travel and
Training Policy
RESOLUTION NO. 11 -xxx
10-016 ADOPTED 0
18.1 PURPOSE
The purpose of this policy is to provide guidelines and procedures to be used
when individuals participate in Travel and Training (T &T) events. This policy will
be reviewed prior to December 31, 2016, to determine if changes are necessary.
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All travel and training opportunities will be job related and further the goals and
mission of the City. The City will maintain a highly skilled, efficient, motivated
work force which meets all required mandates and allows for career enrichment
through training and education. This process will be administered so it
maximizes the City's return for its budget training funds and will comply with all
budgetary limits. It is expected that any training, travel or education funded by
the City will be for a valid business purpose. All T &T participants are expected to
exercise good judgment when traveling and /or receiving training under this
policy.
18.3 T &T PROGRAM DEFINITIONS
Comparable Training: Any training or program substantially similar in content, or
which meets similar criteria for certifications, licenses, or other required training.
Established Safety Policies: The adopted safety policies and criteria established
by the entire City or individual departments relating to the expected and required
safety conduct, responses, action or training.
Organization Goals: Remaining current with changing legal or technical
requirements, maintaining education requirements for various certifications, and
researching best practices.
Priority 1 Training: Required and necessary training. T &T participants receive
training in the skills needed to perform the specific job function in his /her
division /department. Required training is in association with state and federal
licenses, City job description or City step plan. This would also include state or
federal guidelines for mandatory requirements which, if they were not attended,
would result in penalties or fines. These training opportunities are intended to
meet all applicable standards, certifications, accreditations and licenses required
of the positions held. Necessary training is an accreditation or certification from
professional or trade organizations that enhance an individual's level of
professional status and improve the quality of the City work force.
Priority 2 Training: Desirable training for job enrichment that includes verbal or
written skills, technology, and personal development and improvement
programs. These opportunities may be provided by other departments within the
City or by others outside the City. These "Priority 2" opportunities are subject to
department head approval and to the availability of department training funds.
Training Action Plans:
Department Training Action Plan: A narrative document detailing a plan for
training, education and professional development that sets minimum standards
and goals for each position, individual, or commission member within that
department.
Professional Development Plan: A narrative document detailing a defined action
plan for professional development for an individual employee. Said plan shall list
types of training, course work or degrees needed to complete the plan and list of
how the described training will benefit the City.
T &T Event: Any travel, training, education or business - related function that
meets the eligibility approval criteria and is funded all or in part by the City of
Cottage Grove.
T &T Locations:
In -House Training: Training provided at City facilities or through City of
Cottage Grove arrangements.
Local Training: T &T events that take place within 55 miles of Cottage
Grove.
National Training: T &T events that take place outside a 500 -mile radius of
Cottage Grove.
Regional Training: T &T events which take place outside 55 miles of
Cottage Grove but within a 500 mile radius of Cottage Grove.
T &T Participant: All full and part -time city employees, interns, affiliated
volunteers, Council members, Commission and Committee members
participating in T &T events.
18.4 T &T PROGRAM ELIGIBILITY /PRIORITY
The following criteria will be considered in reviewing TT &E requests
Required Criteria:
• Funded in the budget
• In compliance with the travel, training and education policy
• In accordance with an Approved Departmental Training Plan
Additional Criteria:
• Priority level of training (Priority 1 or Priority 2)
• Training associated with new trends, techniques, or technology
utilized by the City
• Training related to an established step advancement training
program
• In accordance with an approved Professional Development Plan
(Individual)
18.5 REVIEW PROCESS
A. Training Plan
Each department shall develop a training plan by November 1st of
each year for the following year. Each department training plan will
be submitted to the City Administrator or designee for review and
approval. Approved training plans shall be returned to the
departments for administration.
S. T &T Location Policy
When evaluating training opportunities, requests shall be reviewed
to ensure the most cost - effective option is selected based on the
following critieria:
• Training In -house
• Training Local
• Training Regional
• Training National
Regional or national training shall not be approved if there is
reasonable access to comparable training in the local area within
the same budget year.
C. T &T Request Procedures
To attend a T &T event, it is necessary to complete a
Training /Travel Request form.
Approval at Department Head (or Designee) Level
All Course requests that:
• meet the department's approved training plan; and
• do not exceed $2,500 in non -labor costs; and
• do not involve National training; and sufficient budget
amounts are available in the Department training
budget
Approval at City Administrator's (or Designee) Level
All course requests that:
• exceed $2,500 in non -labor costs; or
• are National training; or
• are not part of the approved Department training plan
The Department Head and City Administrator shall be informed by a
Human Resources representative of courses where T &T events involve
overnight lodging by participants.
Department Heads (or Designee) will be held accountable for all training
requests that they authorize.
D. Training Report
A report of completed training shall be made to the employee's
supervisor. This report can be oral and /or written.
18.6 ALLOWABLE EXPENDITURES
A. General
• The City pays a T &T participant's expenses incurred while
attending a T &T event, in accordance with policy guidelines.
• The T &T participant must pay expenses incurred by a spouse
or guest attending a conference with a T &T participant.
• If an employee registers for a training event and then cancels,
he /she must reimburse the City for any fees that are not
returned to the City upon cancellation. This does not apply if the
employee's supervisor requests that the employee cancel the
training event.
B. Meals
• If the T &T event is more than one day in duration, there shall be
a maximum per diem (including gratuities for meals only) of $42
per day.
• For partial days, the meal allowance will not exceed the
following:
Breakfast:
$9.00
Lunch:
$13.00
Dinner:
$20.00
Tips are included in the maximum per diem and meals
allowances.
• When an event encompasses a full day, T &T participants may
spend the daily allowance among the three meals, at their
discretion, unless meals are included as part of the conference
registration. In that case, the money allotted for that meal
couldn't be spent.
• For local and regional area training or meetings, lunch will be
reimbursed if not covered in the fee for the event. No other
meals will be reimbursed unless prior approval is granted.
• Costs for alcoholic beverages shall not be reimbursed.
• Original, itemized receipts will be required for reimbursement
upon return from the event, along with any unused portion of
the meal allowance (if cash advance was received). Receipts
must be original, non - altered documents, which clearly state
date, location, and name of restaurant as well as specific food
and beverages ordered and purchased.
A representative of the City may occasionally be in the position of
having to provide a meal for other persons who have official
business with the City. The cost of providing such meals, including
tax and a reasonable gratuity, will be reimbursed provided the
following conditions are met:
1) Expenditure must be approved by the City Administrator or
designee prior to the event;
2) Name and official capacity of each person attending must be
listed;
3) Public purpose /benefit of the meeting must be described;
4) An original, itemized receipt (see above) must be provided;
and
5) No alcoholic beverages will be reimbursed
C. Lodging
• Reimbursement for lodging expenses shall be allowed only for
authorized T &T participants.
• T &T participants are expected to choose lodging based on
reasonableness of cost and proximity to the conference,
meeting, or training site.
• Reimbursement will be made at the lowest standard single room
rate of the chosen facility.
• Each authorized person shall be allowed an individual single
room.
• Lodging costs shall be reimbursable only from the night
preceding the conference through the night immediately
following such event.
• Overnight stays within the local training area are not permitted.
D. Miscellaneous expenses
• On presentation of original, itemized receipts, costs for
reasonable use of phones, copy and fax machines, baggage
fees for City items and equipment or other approved business
services when used to conduct City business will be
reimbursed.
E. Transportation
Auto Rental: Rental cars shall not be used as part of a T &T event
unless prior approval has been obtained from the City
Administrator or designee. The cost reimbursed will be at the mid-
size vehicle rate. Auto rental must be requested on the Travel
Request form, and justified as required for official business. If
reasonable public transportation is available, or a less expensive
means of transportation is available, a rental car should not be
requested. A car may be rented if the local transportation is
impractical, or more expensive, than renting a car for the period in
question.
City Vehicle and Personal Vehicle Usage: Transportation within the
state shall be by City vehicle. If a City vehicle is not available, T &T
participants may use a personal vehicle. Approved personal auto
usage while attending a T &T event is reimbursed at the current
Internal Revenue Service per -mile rate. Family members and non -
colleagues are not permitted to travel in City vehicles. The City of
Cottage Grove does not provide insurance on personal vehicles.
When traveling from the normal work location to a T &T event and
back, the reimbursable mileage is the actual work related mileage
traveled.
Mileage will be reimbursed for the distance traveled that is in
excess of the distance normally traveled to and/or from the
workplace. If such travel occurs on a day that the T &T participant
is not scheduled to work, or involves travel to evening meetings
outside the normal work hours, total mileage traveled is allowed.
Personal use of any City vehicle is prohibited, other than
commuting (for those T &T participants required to commute in a
City vehicle), or "de minimis° personal use. The department head
can approve take -home vehicles for approved T &T events if there
is a City benefit to do so.
Air - Related Travel Policies: Air travel by authorized T &T
participants must be the lowest fare routing. Lowest fare routing is
the lowest fare which:
• Requires no more than one interim stop or change of
planes each way
• Results in a layover not exceeding two hours each way.
Every effort should be made, to take advantage of advance
purchase discounts. Airfare tickets shall be purchased using a City
credit card.
If a T &T participant wishes to drive, and the mileage allowance
would be greater than the airfare, the traveler will be reimbursed
"equivalent airfare" instead of the actual mileage costs. Any
additional time required to travel by car will be the employee's own
time.
Shuttle Service and /or Parking: Costs for transportation to and from
the airport are reimbursed at the least expensive mode available.
Ground transportation may be reimbursed up to the fare from the
T &T participant's normal work site to the appropriate airport.
Mileage and parking will be reimbursed if the T &T participant
chooses to drive a personal automobile to the airport, only if the
total cost of mileage reimbursement and parking is less than the
round -trip ground transportation from the work site. Reimbursement
of charges for taxis and airport limousines shall be made only if
other modes of transportation are impractical.
When attending an event or business meeting where parking is
limited, or where parking decks are expensive, a parking meter
may be used. The T &T participant will need to document the
amount spent for a parking meter on a form, as required by the
Finance Department.
F. Cash Advance for, and /or Pre- payment of, Travel Expenses
T &T events requiring overnight accommodations or extended time
away shall be eligible for a reasonable cash advance. Upon prior
approval by the Finance Director a travel advance may be obtained
from the Finance Department. The request must be submitted by
the deadlines established for check payments.
Advancing money for travel does not constitute approval of
spending the entire advanced sum. Monies not spent must be
returned to the City.
Pre - payment of travel expenses (i.e. registration fees) may be
made upon application and approval of voucher by the City
Administrator or designee.
18.7 REIMBURSEMENT PROCEDURES
Only approved, actual, and necessary expenditures qualify for
reimbursement, and must have receipts. In addition, to receive
reimbursement the following criteria must be met:
Within 15 days of returning from an approved T &T event, the
participant must submit a Travel /Training Reimbursement Form.
• Original, itemized receipts for the payment of transportation,
lodging, and other business expenses shall be attached to the
expense report.
• Tips shall be noted on the meal receipt.
• All receipts must be legible, dated and in chronological order.
• Any unused portion of a cash advance will be returned to the
City.
• If the billing is for joint occupancy, the lodging cashier should
indicate the single room rate for the room occupied. It is the
TT &E participant's responsibility to obtain this.
• T &T participants shall be required to submit an itemized lodging
bill showing both charges and payments for reimbursement.
• T &T participants submitting receipts for parking fees shall be
reimbursed in the amount noted on the receipt.
• When two or more T &T participants travel to the same
destination by the same vehicle, mileage and parking fee
reimbursement will be made to only one person.
It is expected that all participants in T &T will receive a documentable
benefit from attending a T &T event. It is a goal of the T &T program that
participants share that benefit with an appropriate audience. Therefore,
upon return from a T &T event participants are required to communicate
the gained benefit. Acceptable mediums for this requirement, which
should be chosen based on appropriateness, include, but are not limited
to:
• Written report to supervisor, co- workers, or others who would
gain from knowledge;
• Verbal discussion at a staff or department meeting;
• Distribution of materials obtained to other employees who may
benefit; and
• Discussion with supervisor.
18.9 COMPUTING WORK TIME WHILE IN TRANSIT
In order for the City to assess the obligations for paying travel time, the
determining factor is whether or not the travel involves an overnight stay in
another city. If a non - exempt employee is staying overnight in another city, travel
occurring during the normal working hours, regardless of the day of the week,
must be considered hours worked. If a T &T participant is directed to travel to
another city, but returns home that evening, all travel time, less the T &T
participant's normal commute, will be considered time worked.
The employer can direct when the T &T participant should travel. This may
sometimes involve a cost - benefit analysis. For example, it may be cheaper to
pay travel time on a Saturday if the cost for the airfare is less for staying over on
a Saturday night. This travel time may be overtime if the T &T participant is
eligible per the appropriate labor agreement/personnel policy.
The employer can change work hours for non -union T &T participants in order to
schedule around a T &T event. For bargaining unit employees, the applicable
labor agreement should always be reviewed.
Exempt employees will be paid their normal salary. Travel time outside the
normal work schedule is not paid, under any circumstances, to exempt
employees.
18.10 EXCEPTIONS
Exceptions to this policy may be allowed, with prior approval of the City
Administrator or designee,
18.11 EDUCATION POLICY
The Education Policy is not currently funded. At such a time that funds become
available, the provisions of this section will be revisited.
18.12 BUSINESS TRAVEL AND EXPENSES (NON- EDUCATIONAL) AND
AUTOMOBILE FRINGE BENEFITS
Miscellaneous Expenses: An employee shall be reimbursed for his /her actual out -
of- pocket expenses expended for approved purchases on behalf of the City. Such
expenses will be subject to the guidelines established in Section 16.
Automobile Fringe Benefits: Department Heads issued cars are required to
commute to and from work in the City vehicle. Other authorized use of city
vehicles is defined as travel to and from city - related meetings, seminars, or other
City functions.
Income will be determined according to IRS guidelines, and will be considered
taxable income and reported on the W -2 for any personal benefit, including
commuting. Monthly allowances and per -mile allowances are considered taxable
income and will be included on the W -2 form. It is the employee's responsibility
to maintain records for any deductions from this income due to miles driven, gas
purchased, or expenses incurred.
Clearly marked police and fire vehicles are considered exempt under IRS
guidelines and, therefore, will have no additional income for automobile fringe
benefits derived from the use of City -owned vehicles.
Automobile fringe benefit income is paid monthly, and appropriate withholding of
state and federal income taxes from this income is handled through payroll.
18.13. MEMBERSHIPS
The purpose of memberships to various professional organizations must be
directly related to the betterment of the services of the City. Normally, one City
membership per agency, as determined by the City Administrator is allowed,
providing funds are available. Upon separation of employment, individual
memberships remain with the City and are transferred to another employee by
the supervisor. Human Resources will maintain a list of approved memberships.
Any memberships not on the maintained list must be approved by the City
Administrator. The City will not pay membership dues for any organization that is
not on the maintained list and /or approved by the City Administrator.
Employees, who are considering participation on a committee for a professional
organization, or some other work - related task, shall obtain approval of their
department head prior to accepting appointment to the committee. The
department head shall also be notified if an employee is considering becoming a
Board member of a professional organization.
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of
Cottage Grove, County of Washington, State of Minnesota, that the above listed
section of the City of Cottage Grove Personnel Policy be amended.
Passed this 20th day of April 2011.
Myron Bailey, Mayor
Attest:
Caron Stransky, City Clerk