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Home My WebLink AboutMINUTES - 11142000 - HA1 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Robert McEwan, Executive Director DATE: November 14, 2000 SUBJECT: REVISIONS TO THE TRAVEL POLICY FOR THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA. SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: APPROVE pages 2 and 3 of the Travel Policy of the Housing Authority of the County of Contra Costa, which have been revised to conform with the Board Order approved December 14, 1999(C. 142), increasing the Executive; Automobile Allowance to$450 per month plus$.25 (25 cents) per mile, and APPPROVE increasing the mileage allowance for the use of personal vehicles for travel on Housing Authority business to be paid according to the rates allowed by the Internal Revenue Service(IRS), (the current IRS rate is $.32.5(32.5 cents) per mile). 11. FINANCIAL IMPACT: The increase associated with the mileage allowance will increase the mileage and local travel costs of the Housing Authority staff and the Advisory Housing Commission by approximately 5%. The increased cost will be distributed among the various programs of the Housing Authority. No change in travel cost is associated with the change in the Automobile Allowance for the Executive Director since it had previously been approved and this allowance level is currently in use. Ill. REASONS FOR RECOMMENDATION/BACKGROUND On December 14, 1999 the Board of Commissioners approved a new Automobile Allowance for the Executive Director($450 per month). However, the Travel Policy was never changed to reflect this approval. Further, on November 16, 1999 the Board of Supervisors adopted Resolution 99/585 changing the mileage allowance for County employees for the use of personal vehicles for travel on County business to be paid according to the rates allowed by the Internal Revenue Service(IRS). Again, our Travel Policy was not revised to effect this change. Changes in the agency's Travel Policy are needed to conform Travel Policy with the above mentioned Resolutions and Board Order. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to approve the revisions to the existing policy, the Housing Authority would not be in conformance with the County's current mileage allowance and the Authority's approved Executive Automobile Allowance. CONTINUED ON ATTACHMENT: YES SIGNATUURE RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON N_pyarber 14, 2000 APPROVED AS RECOMMENDED XX OTHER VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A XX UNANIMOUS (ABSENT - - - - - - - ) 'TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: _ ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED n-nxw+jar 14, 20M_ PHIL BATCHELOR,CLERK.OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR ,DEPUTY bo-trvlp HOUSING AUTHORITY of the COUNTY OF CONTRA COSTA TRAVEL POLICY Purpose: To specify policy concerning transportation, travel and parking for all employees and officials of the Housing Authority during the conduct of Housing Authority business and to establish related procedures. Policy: Authorization for travel outside the local area will only be granted if the necessary funds are budgeted and are available, and if the purpose of the trip is directly related to a Housing Authority service and if the Housing Authority will benefit from attendance. Procedure: I. AUTHORITY TO APPROVE TRAVEL The AHC/Executive Director or his/her designee may authorize Employee or Advisory Housing Commissioner travel. In deciding whether or not to authorize, the Advisory Housing Commission/Executive Director may consider the following: 1. Availability of funds. 2. The travel has priority in relationship to other travel request. 3. Scheduled absences are made with consideration of ongoing operations and supervision. 4. The number of nights authorized for overnight lodging is limited to the period of the meeting plus timely travel and availability of public transportation. 5. The information gained and/or contributed is important and relevant to the employees work. \\HOUSAU`rH_1\USER\judyhmtz\MSOFFICE\WINWORD\BOARD\Travel Policy-Nov.2000.doc 1 11. ADVANCE FOR AUTHORIZED TRAVEL Employees authorized to travel outside the state on official business may obtain a salary advance equal to the estimated expenses to be incurred by contacting the Fiscal Director. The advance will be offset by a salary deduction and, therefore, in claiming expense reimbursement, employees should make claim for the total amount of the reimbursable expenses incurred. Any other requests for advances shall be submitted to the Executive Director for review and, as required, for action by the Board of Commissioners. 111. TRANSPORTATION Air travel is encouraged where any appreciable distance is involved. First class air travel is prohibited, and advance reservations are encouraged to obtain the least expensive airfare. Special and round trip tickets may be used. Unused portions of travel tickets are subject to refund and the traveler shall take all steps necessary to secure refunds. For ground transportation, an Authority car will be used when practical, however travel by private automobile on Authority business is encouraged. When personally owned cars are used for trips involving more than one day for employees' convenience, reimbursement will be on the basis of use of the most economical common carrier. ----�+ Mileage: Mileage allowance for the use of personal vehicles for travel on Housing Authority business shall be paid at the IRS currently approved rate per mile that has been approved by the County. IV. ELIGIBLE EXPENSES FOR LODGING, MEALS AND OTHER INCIDENTALS Hotel -- Hotel cost will be limited to actual lodging cost. Meals and Incidentals —The allowance for meal and incidental costs is limited to the MAXIMUM AMOUNT allowed by the General Services Administration (GSA). The Executive Director may approve and authorize full reimbursement to cover actual meals and incidental costs if above the current maximum. The above per diem allowance will only be authorized for payment if your departure is at or before the times indicated below: 7:00 a.m. Breakfast ($10.00) 11.00 a.m. Lunch ($14.00) 4:00 p.m. Dinner ($18.00) \1HOUSAUTH_I\USER\judyhmtz\MSOFFICE\WINWORD\BOARDkTravel Policy-Nov.2000.doc 2 Similarly, out-of-town travel meal allowance will cover the following meals if your return to the Contra Costa County or the Bay area is at or after the times indicated below: 11:00 a.m. Breakfast only 2:00 p.m. Breakfast and lunch only 6:00 P.M. Breakfast, lunch and Dinner only Other Incidentals The items listed below are not included in the per diem rates above and are reimbursable at actual cost. 1. Registration fees —for conventions, conferences, seminars, workshops, training, etc. 2. Taxicab or bus fare. 3. Car parking or storage fees. 4. Rental car charges when authorization for use is obtained in advance from the Executive Director. 5. Telephone and Fax charges when in connection with Housing Authority business. ----- V. EXECUTIVE AUTOMOBILE ALLOWANCE An Executive Automobile Allowance of$450.00 per month, plus $.25 (25 cents) per mile will be provided for the Executive director who will provide, as a condition of employment, a private automobile for use on all Housing Authority business. \1HOUSAUTH_1\USERyudyhmtrlMSOFFICE\WINWORD\BOARD\Travel Policy-Nov.2000.doc 3