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Home My WebLink AboutMINUTES - 05111999 - SD3 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO. BOARD OF COMMISSIONERS FROM: Robert McEwan,Acting Executive Director DATE: May I1, 1999 SUBJECT: APPROVE REVISIONS TO THE TRAVEL POLICY FOR THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA. SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATIO'\T I. RECOMMENDED ACTION: ADOPT Resolution No. 4065 approving revisions to the"Travel Policy for the Housing Authority of the County of Contra Costa as recommended by the Advisory Housing Commissioners at their regular meeting held on April 19, 1999. 11. FINANCIAL IMPACT: Insignificant. Amounts reimbursable now limited to rates approved by the General Services Administration(GSA). Ill. REASONS FOR RECOMMENDATION/BACKGROUND Revisions streamline the procedures and criteria for approving travel requests and to bring the maximum amount reimbursable in line with GSA rates. IV. CONSEQUE=NCES OF-,NEGATIVE ACTION: Should the Board of Commissioners elect not to adopt Resolution No.4065 approving the revisions to the existing policy the current policy will be maintained but the amounts reimbursable will not be in line with GSA rates. CONTINUED ON ATTACHMENT: YES SIGNATURE LD ,f RECOMMENDATION OF EXECUTIVE DIRECTOR _ RECOMMENDATION OF BOARD COMMITTEE APPROVE ---OTHER SIGNATURE(S): � 9 ACTION OF BOARD ON 1 e 1.99 - APPROVED AS RECOMMENDED XX OTHER VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A x%I.f'NANIMOUS (ABSENT - m - _ - - _ ) TRUE AND CORRECT COPY OF AN AYES: NOES: __ ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE PATE SHOWN, ATTESTED - PHIL BATCHELOR,CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR B )EPUTY bo-trvip i THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RE,SOL,UTION, NO. 4065 RESOLUTION REVISING THE TRAVEL POLICY FOR.THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA. WHEREAS,the Housing Authority of the County of Contra Costa Employees and Commissioners need to travel in order to attend trainings, professional organization meetings and conferences to effectively operate the Dousing Authority programs; and WHEREAS,the Housing Authority desires to streamline the current Housing Authority Travel Policy procedures and criteria for approving travel request, and also limit travel related expenditures to rates currently approved by the General Services Administration(GSA)of the Federal Government, NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing Authority of the County of Centra Costa that the changes in the Travel Policy become effective immediately. PASSED ANIS ADOPTED ON may 11,1999 by the following vote of the Commissioners. AYES. COMMISSIONERS GIOIA, UILKEMA, GERBER, Bea ULNIER and CANCIAMILLA NOES; NONE ABSENT: NONE ABSTAIN--': NONE I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN ANIS ENTERED ON THE MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED May 11, 1999 PML BATCHELOR, CLERK OF THE BOARD OF COMMISSIONERS AND COLN- TY ADMINISTRATOR h { V ,� BY �° a owervsnr 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. Proqedure. 1. 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 AHC/Executive Director may consider the following: I 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 HAedsidmWTRVPLCY.D0C lie 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 submit a 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. Ill. 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 air- fare. 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 private vehicles for travel on Housing Authority business shall be paid at the rate of$.31 (thirty-one cents) per mile or IRS currently approved rate per mile. IV. ELIGIBLE EXPENSES FOR LODGING, MEALS AND OTHER INCIDENTALS Motel ® Hotel cost will be limited to actual lodging cost Meals and Incidentals - The allowance for meal and incidental assts is limited to the MAXIMUM AMOUNT allowed by the General Services Administration (GSA). The current Per Diem rates for California is attached. 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 Ginner ($18.00) H:edstamtz\TRVPLCY.00c 2 Similarly for 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 rn Breakfast only 2:00 p rn Breakfast and Lunch 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 Dental 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$350.030 per month, plus $. 31 cents per mile will be provided to the Executive Director who will use, as a condition of employment, a private automobile on all Housing Authority business. Attachment. Per Diem rates for California-Effective 111199 H:ledsidmtztTRVPLCY.DOC 3 CALIFORNLA Per Diem Rates http://policyworks.gov/org/main/n "m?st�ALIFORNIA&yr=lggg&print=yt Per Diem rates for CALIFORNIA Effective January 1, 1999 Per diem locality Maximum lodging ? amount (room rate only - Maximum County and/or •No F M & IE other defined 'Taxes rate per diem location included) ' rate( } Key city (1) (b) I (c) Barstow City Limits of 58 34 9 2 Barstow Bridgeport Mono(except (Apr 1 - Oct 31) Mammoth Lakes) 66 108 (Nov 1 - Mar 31) 53 t 42 95 Clearlake Lake (Apr 1 - Sep 30) 59 38 97 (Oct 1 - Mar 31) 50 38 88 Contra Costa County Contra Costa 69 42 ill County 10, �.�.�..�.� 1...._.__.. Death Valley ` Ino 85 46 131 _ - -- Eureka H=boldt ' (May 1 - Sep 30) 38 97 (Oct 1 - Apr 30) 1=55 38 88 Fresno Fresno 53 ` 38 j 91 Gualala City limits of 114 38 152 Gualala(see ' t Mendocino County) Dern County Dern County59 38 97 Los Angeles Los Angeles; 95 46 1 141 Edwards AFB; Naval Weapons € s ` Center and Ordnance gest Station., China ` Lake Madera I Madera(except 50 34 84 Oakhurst) L9 Maamnoth Lakes City limits of (Nov 1 - Apr 30) Mammoth Lake. 85 131(May 1 - Oct 31) (see Mono County) 62E746 108 I of 3 3/23/99 9:37 AM CALIFORNIA Per Diem hates http://policyworks.gov/orgimain/n 'm?st=C:ALIFORN'IA& 1999&print—y Marin County ° Marin County $2 � 42 124 Merced Merced 5$ �8' 96 odesto Stanislaus 5$ 34 92 • • Monterey Monterey ' (Jun I Clot 3 I) 1 941 4136 (Nov I a May 31} 71 42 113 Napa `� Napa (Apr I - Oct 31) 9$ � 1 140 (Nov I - .Mar 31) 75 42 117 Oakhurst 1 City Limits o 76 ' 3$ 114 Oakhurst(except ` Madera) • OaklandAlameda 93 38[Ontario San 3 San Bernardino, 55 3$ 93 except Barstow �� € range County Orange County 7546 :[11 121 Palm. Springs Riverside an 1 - May 31) 73 1 42 115 (Jun I - Aug 315 1 € 50 42 ' 92 (Sep 11 - Dee 31) 55 1 42 97 Palo Alto 1 City limits of Palo157 Alta(see Santa 1� Clara. y)Count ' � 1 Point Arena Mendocino (except 100 38 13$ Gualala) � Redding Shasta 52�� 3$ 90 t Redwood City City limits of 94 1 42 136 1 Redwood City(see San Mateo County) E Sacramento �i Sacramento �i 79 � 42 San.Diego � San Diego 1]1=146 1 135 LSara Francisco San.Francisco 129 � 46 � 175 i San Jose Santa Clara(except 99 46 145 Palo Alto & 1 r Sunnyvale) San Luis Obispo San suis Obispo 543$ 92 Sara Mateo San Mateo(except 74 42 116 Redwood City) 2 of 3 3/2.3/99 9:37 AM CALIFORNIA Per Diem Mates http://policyworks.gov/org/main/i frn?st—CALIFORNIA&yr=1999&print=y n " Santa Barbara Santa Barbara Sun 1 m Sep 30) 1 10 384$ Oct l -May 31) 92 38 130 Santa Cruz Santa Cruz i (J,dn i - Sep 30) 7542 11'7 (Oct 1 ¢ May 31) E 55 42 9'7 I Seta Rosa �L Sonoma 67 D 42 1 9 South Lake Tahoe El Dorado (See 108 42 150 also Stateline, _ n - San Joaquin `'( 38 88 Stocl�ton 50� �1 Sunnyvale City limits of 116 421 158 Sunnyvale (see Santa Clara County) Tahoe City , Placer 86 42 []F---T278 -- Venturat✓ountyl Ventura Coon 99 n 38 s 13'7 Victcrville City limits of 60 34 94 Victorvi Ile VisaliaTulare 58F-378 []71 __976 Fest Sacramento �: Yolo 641 30 []f 94 FY(Aoip��r ernite Natl Park Mariposa 1 • Oct 31 j 189 '174 E23 5(Ni ov 1 - Mar 31) 79 125 of 3 3123/99 9:37 Ail �o6tnotes for Per Dierr,tables http://policyworks.[ 'erg/apps/travel/footnote98.htm#Footnote-} Footnotes for Per Diem tables: I, Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries." 2. Per diem localities with county definitions shall include "all locations within., or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties." 3. When a military installation or Government-related facility (whether or not specifically named) is located partially within more than one city or county boundary,the applicable per diem rate for the entire installation or facility is the higher of the two rates which apply to the cities and/or counties, even though part(s) of such activities may be located outside the defined per diem locality. 4. Federal agencies may submit a request to GSA for review of the costs covered by per diem in a particular city or area where the standard CQNi..iS rate applies when travel to that location is repetitive or on a continuing bads and travelers' experiences indicate that the prescribed rate is inadequate. Other per diem localities listed in this appendix will be reviewed on an annual basis by GSA to determine whether rates are adequate. Requests for per diem,rate adjustments shall be submitted by the agency headquarters office to the General Services Administration, Office of Governrnentwide Policy, Attn: Travel and Transportation Management Policy Division (MTT), Washington, DC 20405. Agencies should designate an individual responsible for reviewing, coordinating, and submitting to GSA any requests from bureaus or subagencies. Requests for rate adjustments shall include a city designation, a description of the surrounding location involved (county or other defined area), and a recommended rate supported by a statement explaining the circumstances that cause the existing rate to be inadequate. `/"rue request also must contain an estimate of the annual number of trips to the location,the average duration of such trips, and the primary purpose of travel to the locations. Agencies should submit their requests to GSA no later than :`+,clay 1 in order for a city to be included in the annual review. 5. The standard CONUS rate of$80($50 for lodging and$30 for M&lE) applies to all per diem localities in the State of North Dakota. of 1 3/23/99 9:37 AM