Travel and Training
|EXPENSE POLICY FOR ELECTED OFFICIALS
RESOLUTION NO. 2010-92
Section 1. Short Title. This Policy shall be known as and may be cited as the Expense Policy for Elected Officials.
Section 2. General Policy. All expenses which are to be paid by the City and County of Broomfield must be reasonable, necessary, and directly attributable to the participation in and attendance at the function involved.
Section 3. Training and Travel
- 3.1 Annual Allowance - Establishment. Each year, the City Council shall establish an expense allowance for each Councilmember and for the Mayor (hereinafter the "Annual Allowance" or "Allowance").
- 3.2 Amounts of Annual Allowances Established. The amount of the Annual Allowance shall be the same for each Councilmember and shall be as determined annually by the City Council for the Mayor.
- 3.2 (a) For City Council Members. The amount of the Annual Allowance for each member of the City Council is hereby set as $6,000.
- 3.2 (b) For the Mayor. The amount of the Annual Allowance for the Mayor is hereby set as $10,000.
- 3.2 (c) Adjustments. Adjustment to the aforesaid amounts may be made by the City Council annually.
- 3.2 (d) Pro-rations. When any elected official assumes office during the calendar year, that elected official's Annual Allowance shall be pro-rated through the end of the year.
- 3.2 (e) Timing of the expense. Allowances are intended for travel during a calendar year. Allowances must be spent in the same calendar year as the actual travel.
- 3.3 If Annual Amounts Are Not Established. In the event the City Council in any given year fails to establish such Annual Allowances, the amount of the Allowances shall remain at the prior year's level, provided that there are sufficient funds budgeted for such purposes in the City and County's budget.
- 3.4 Purpose. The Annual Allowance is intended to cover all expenses related to training and travel, including but not limited to, transportation, registration, mileage, meals, and lodging.
- 3.5 Mileage and Parking. Elected officials may request reimbursement for mileage, tolls, and parking when using their personal vehicle while engaging in City and County business in their capacity as an elected official (other than Community Relations Events), including travel for the purposes of attending training, seminars, meetings, or conferences. IRS guidelines shall be used to allow reimbursement. Any mileage, tolls, and parking reimbursement shall be charged to and shall be counted as an expenditure of the Annual Allowance. Reimbursement requests shall include information describing date of travel, the origination point, the destination point, the distance traveled, the business purpose of the trip, and a description (with receipts where possible) of reimbursable tolls and parking.
- 3.6 Meals. Regarding meals during training and travel activities and programs, elected officials shall be reimbursed for meals only on a per diem basis. The per diem is in lieu of reimbursement for actual expenditures for food. The per diem will be calculated using IRS guidelines. When the cost of a meal is included in any registration fee for an event, no per diem will be allowed for said meal. Meal costs shall be charged to and counted as an expenditure of the Annual Allowance.
- 3.7 International Travel Prohibition. This policy does not allow for any travel or training outside the 50 United States of America.
- 3.8 Travel Companions. Companions are permitted to travel with an elected official. However, any additional expenses related to travel for companions must be reimbursed to the City and County. The City and County Manager's office will, within reason, assist the elected official with airfare and hotel arrangements for companions, so that travelers can travel on same flights and stay in same hotels. Further travel arrangements for companions should be made by the elected official, and whenever possible, expenses for companion travel should be paid directly by the elected official.
- 3.9 Procedures, Advance Payments, and Costs
- 3.9 (a) Training and Travel Arrangements. Elected officials will work with the City and County Manager's office regarding training and travel plans, including conference or seminar registrations, meetings, lodging accommodations, and travel arrangements
- 3.9 (b) Advance Payment. An elected official may request an advance of funds to cover anticipated training and travel expenses. When possible, expenses should be pre-paid by the City and County rather than the elected official seeking reimbursement.
- 3.9 (c) Unused Advances and Other Reimbursements. Except for the previously described per diem, all monies due to the City & County in the form of any unused advance funds, expenditures in excess of specified limits, or other expenses (including expenses for travel companions) must be submitted to the City and County Manager's Office within five business days of the elected official's return, along with receipts documenting how the advance was used in compliance with this expense policy.
- 3.9 (d) Final Decisions Regarding Policy Compliance. Any final decisions necessary regarding compliance with this policy shall be made by the City Council.
- 3.10 Documentation and Reports
- 3.10 (a) Documentation. Each elected official shall work with the City and County Manager's Office's staff to complete the reporting and documentation requirements established by the Finance Department in accordance with B.M.C. 2-02- 040(B).
- 3.10 (b) Report to City Council. After attending a conference, seminar, or any other training and travel function for which the City and County has paid, each elected official shall provide a written report to the City and County Manager's Office for posting on the website. Such report shall be made within 30 days of completion of the conference, seminar, or other training and travel function. Councilmembers shall use the official reporting form, attached hereto as Exhibit A. All reports will be posted to the official Council Travel Website. If no report is filed by the deadline, a message of "NO REPORT FILED" will be posted on the website. The date, cost, and title of the event will also be posted on the website by the deadline, whether or not a report is filed.
- 3.10 (c) Report from the Finance Department. On a quarterly basis, at a regular council meeting, Council shall receive a special report from the Finance Department regarding the annual allowance expenditures for travel and training for elected officials year to-date Section 4. Community Relations Expenses 4.1 Annual Community Relations Allowance - Establishment. The City Council recognizes the positive public and community benefits that result from participation by elected officials and their spouses in community activities and events. Direct participation by elected officials in these activities promotes interaction and communication with citizens, volunteers, and local businesses thus facilitating healthy relationships with city government. In addition to the Training and Travel Allowance, each year, the City Council shall establish a community relations expense allowance for each Councilmember and for the Mayor (hereinafter the "Community Relations Allowance"). Such activities and events include, but are not necessarily limited to, the activities, events, and meetings of the Broomfield Chamber of Commerce, the Metro North Chamber of Commerce, the Broomfield Economic Development Corporation, Denver Regional Council of Governments events, and other community organizations, and the cost of meals associated with community relations and City and County business activities. (This policy does not address ward meetings.)
- 4.2 Amounts of Annual Allowances Established. The amount of the Community Relations Allowance shall be the same for each Councilmember and shall be as determined annually by the City Council for the Mayor.
- 4.2 (a) For City Council Members. The amount of the Community Relations Allowance for each member of the City Council is hereby set as $500.
- 4.2 (b) For the Mayor. The amount of the Community Relations Allowance for the Mayor is hereby set as $1,000.
- 4.2 (c) Adjustments. Adjustment to the aforesaid amounts may be made by the City Council annually or at such other times as the Council may desire.
- 4.2 (d) Pro-rations. When any elected official assumes office during the calendar year, that elected official's Community Relations Allowance shall be prorated through the end of the year.
- 4.3 If Annual Amounts Are Not Established. In the event the City Council in any given year fails to establish such Community Relations Allowances, the amount of the Allowances shall remain at the prior year's level, provided that there are sufficient funds budgeted for such purposes in the City and County's budget.
- 4.5 Invited Guests. Invited guests of elected officials may attend community relations events at the expense of the City and County of Broomfield; however, the elected official must also be in attendance at the event. Any expense incurred as a result of an elected official's guest attending a community relations event shall be counted as an expenditure of the elected official's Annual Community Relations Allowance.
- 4.6 Mileage. Mileage for community relations and activities shall not be paid for by the City and County.
- 4.7 Procedures, Advance Payments, and Costs.
- 4.7 (a) Reservations and Arrangements. Reservations, arrangements, and payment for Community Related events will be made by the City and County Manager's office.
- 4.7 (b) Final Decisions Regarding Policy Compliance. Any final decisions necessary regarding compliance with this policy shall be made by the City Council.
- 4.8 Report from the Finance Department. Once a month, at a regular council meeting, Council shall receive a special report from the Finance Department regarding the expenditures for community relations activities and events for elected officials, by each elected official, since the last prior report.