Travel Policy
 adopted December 11, 2002

I. Purpose

To provide guidelines for determining travel expenses eligible for employee reimbursement and maintain appropriate internal controls to insure compliance with federal regulations.

II. Policy

The City and Library will fairly reimburse employees in a timely and efficient manner necessary and reasonable travel costs incurred while on official authorized Library business. Failure to follow this policy may result in discipline up to and including discharge.

III. Discussion

Travel advance requests are for the mutual benefit of the City, Library and the employees. Advances are a privilege and not intended to provide all costs in advance but limit the burden of travel on the employee.

IV. Guidelines

  1. Employees are expected to travel at the lowest reasonable cost as possible.
  2. Spousal travel or expenses are not eligible.
  3. Fines (example traffic or parking) resulting from traveling on Library business are not reimbursable.
  4. Non-exempt employees paid time-off for out of state travel is based on air travel time (unless stated differently in the employee's bargaining contract). If the employee chooses another means of transportation, any resulting additional time required for travel shall be charged to vacation or floating holidays.
  5. Non-exempt employees that choose to fly for approved out of state travel, will be paid their travel time that occurs outside of their normal working hours from the time the flight departs to when the flight arrives at the destination, unless stated differently in the employees' collective bargaining agreement.
    Non-exempt employees that choose other means of transportation for approved out of state travel, will be paid travel time based on the hours that a commercial flight would have taken (from departure to arrival) had the employee chosen to fly. Any resulting additional travel time shall be charged to the employee's available paid time off.
  6. Mileage reimbursement is based on the standard IRS mileage rate in effect. Commuting expenses between an employee's residence and his/her normal place of business are not eligible. Parking fees and tolls are reimbursable.
  7. The Library Director and other employees (subject to Library Director and Human Resources Director approval to insure City wide consistency) who have to regularly travel between City facilities are eligible to opt for a $30 monthly local mileage allowance in lieu of itemized tracking. This per diem is subject to payroll taxes according to IRS regulations.
  8. Lodging will be reimbursed at the single room rate. Lodging within a fifty mile radius is not eligible for reimbursement.
  9. Tips for lodging, valet services or parking are not reimbursable.
  10. Meals are reimbursed according to the standard IRS per diem rate. The rate in effect for 2000 is $30 per day for most parts of the United States. ($6 for breakfast or 20% of rate, $9 for lunch or 30% of rate, and $15 for dinner or 50% of the rate). Areas qualifying for higher rates are listed in Appendix A of the City of Appleton Travel Policy. Employees are eligible for breakfast reimbursement when out of the City prior to 6:00 a.m. and dinner if out after 6:00 p.m. The employee is not eligible for meal reimbursement for any meals that are included in the registration (continental breakfast not included). This per diem is not subject to payroll taxes according to IRS regulations.
  11. There may be other miscellaneous eligible expenses from time to time. Examples include books or supplies needed for a conference and telephone calls for Library business. Other expense reimbursements are subject to review for reasonableness by the Library Director and for City wide consistency by the Finance Director.
  12. The City will provide travel advances for the following purposes:
    1. Registration: The check will be made payable to the vendor when supported by a complete copy of the conference brochure.
    2. Lodging: The check will be made payable to the vendor, The City's tax exempt number is ES 42073 and should be used to insure that the City is exempted from room, state and local taxes. Business cards with the number on it are available in Finance and have been distributed to departments. (Within state there will be no exceptions while out of state travel varies whether states honor our exemption or not. If not honored, the expense is reimbursable.)
    3. Meal Advances: Payment in advance can be requested when travel exceeds two consecutive overnight stays. Amount will equal number of days times the IRS standard per diem rate.
    4. Air Fare: Written reservation information must be provided and the check will be payable to the vendor.

V. Procedure

  1. A separate "City of Appleton Travel Report" will be completed for each employee and each event.
    1. Section A is completed for all requests.
    2. Section B, C, D and E are completed when requesting travel advances. Section B will require a copy of the complete brochure and Section E will require reservation documentation before a check is processed. After Finance processes the advance payments, the original white copy of the form will be returned to the individual for completion of Section F.
    3. Section F is filled out upon completion of the travel. Lines 1-10 recap all expenses incurred related to the travel. Lines 2,7,8 and 9 require detailed backup documentation/receipts (some may have been previously provided with an advance payments request). Lines 3,4,and 5 do not require backup but are limited to applicable per diem. Line 6 does not require back up documentation for cumulative amounts under $20. Anything over this amount needs a detailed receipt.
    4. The remainder of the form (lines 10 to 14) calculates what is due to or from the employee.
    5. Registrations for a group of employees attending a seminar on the same day, for the same cost, and using the same general ledger account number may be submitted on one form provided no other expenses will be incurred. Since this would be considered the final payment on the form, the preparer will complete the Expense Report (Section F) and attach a listing of the individuals attending along with any necessary backup.
    6. Approval signatures required are:
    Claimant Approval
    Employee Library Director or Designated Signer
    Library Director Mayor
    Mayor Mayor
    Alderperson Council President
  2. Travel Reports follow the same schedule as vendor payments for check processing. Reports submitted by Tuesday at noon will be processed and released on Thursday. Anything submitted after noon on Tuesday will be processed with the following week's checks.

- adopted by the Library Board of Trustees, December 11, 2002.

home  |  libraries & catalogs  |  internet  |  magazines & newspapers  |  kid's home page  |  search 

Appleton Public Library / 225 N. Oneida St. / Appleton, Wisconsin 54911  (920) 832-6170
contact us: who to call or write  / feedback  / ask a librarian

 Latest revision 10-Sep-2004