Policy Text
DEPARTMENTAL
GENERAL
ORDER Effective Date:
10 Sep 15
F-2
Index as:
OPD Travel on City Business Evaluation Coordinator:
Fiscal Services Division Manager
Evaluation Due Date:
6 months after effective date
Automatic Revision Cycle:
3 Years
i
Contents
I. POLICY 1
II. DEFINITION OF TERMS 2
A. City Business .............................................................................................................................................. 2
B. GSA CONUS Rates .................................................................................................................................... 3
C. Local Travel ................................................................................................................................................ 3
D. In-State Travel ............................................................................................................................................ 3
E. Out-of-State Travel ..................................................................................................................................... 3
F. International Travel ..................................................................................................................................... 3
III. PROCEDURES AND GUIDELINES 4
A. Responsibilities ........................................................................................................................................... 4
1. Traveler ................................................................................................................................................. 4
2. Traveler’s Commander ......................................................................................................................... 5
3. Traveler’s Deputy Chief ....................................................................................................................... 5
4. OPD Training Section ........................................................................................................................... 5
5. OPD Fiscal Services Division ............................................................................................................... 6
B. Emergency Travel ....................................................................................................................................... 6
C. Mode of Transportation .............................................................................................................................. 7
1. Travel by Air Carrier ............................................................................................................................ 7
2. Priority Use of Oakland International Airpor t ...................................................................................... 7
3. Rental Vehicles ..................................................................................................................................... 8
4. Personal Vehicle Use ............................................................................................................................ 8
D. Meals ....................................................................................................................................................... 10
E. Lodging .................................................................................................................................................... 11
F. Incidental Expenses ................................................................................................................................. 12
DEPARTMENTAL GENERAL ORDER
OAKLAND POLICE DEPARTMENT F-2 Effective Date
10 Sep 15
ii G. Other Expenses ........................................................................................................................................ 12
H. Non-Allowable and Non- Reimbursable Costs ........................................................................................ 13
I. Personal Expenses ................................................................................................................................... 14
J. Lost Receipts ............................................................................................................................................ 14
K. Travel Ad vance ......................................................................................................................................... 14
IV. COMPLIANCE 15
V. TRAVEL MORATORIUM 16
VI. TRAVEL TO ARIZONA 16
APPENDIX A 17
DEPARTMENTAL
GENERAL
ORDER Effective Date:
10 Sep 15
F-2
Index as:
OPD Travel on City Business Evaluation Coordinator:
Fiscal Services Division Manager
Evaluation Due Date:
6 months after effective date
Automatic Revision Cycle:
3 Years
Page 1 of 18
BUSINESS TRAVEL
The purpose of this order is to define business travel, to set forth Departmental policy and
procedures for obtaining approval to travel (including budgeting and reporting of
expenditures), to state Departmental policies and travel procedures governing travel for business , and to state procedur es governing travel associated with the extradition of
fugitives.
I. POLICY
The City of Oakland requires all officers and employees to observe the following
guidelines regarding travel on City business:
A. Before committing City funds, incurring costs or commencing travel, employees shall receive prior written authorization for travel by completing OPD Travel Request Memorandum form TF -796 per established procedures
for travel, including travel paid for or provided by a sponsoring agency or organization and travel for which there is no cost to the City.
B. Approving o fficials shall exercise due diligence to ensure that all expenses
associated with travel are reasonable and necessary for the conduct of City business, within budgetary limits and consistent with this travel policy.
C. Travel shall be cost -effective with due consideration given to factors
including suitability, convenience, the nature of the business, and shall comply with applicable rules and r egulations as well as terms of grants. The
City encourages travel necessary to improve employee skills and professional development, but travel shall be prudent, fiscally responsible and within the department budget.
D. Travelers may incur only expenses t hat a reasonable and prudent person
paying for their own travel would incur. Travel expenses shall be reimbursed based on the most cost -effective and direct travel route among
all modes of transportation available or the lowest cost of transportation (rega rdless of mode or route).
DEPARTMENTAL GENERAL ORDER
OAKLAND POLICE DEPARTMENT F-2 Effective Date
10 Sep 15
Page 2 of 18
E. Travelers shall be reimbursed for their actual and necessary expenses for
transportation, parking, tolls , and other reasonable costs . Lodging and meals
reimbursement shall be within the limits established by General Services Administration (GSA).
1. All expenses incurred shall be properly documented and reported on the OPD Travel Expense Voucher, regardless of the method of payment (e.g. City purchasing card, City vendor check, or direct payment from sponsor agency).
2. Original receipts are required except when a different public agency is the reimbursing agency and it requires the original receipts.
3. Group expenses shall be clearly disclosed, itemized and accounted for in the travel reimbursement form.
F. The Traveler is responsible for any additional costs related to the extension
of stay beyond the conclusion of the approved conference/training. Except in an unforeseen emergency such as, but not limited to, natural disasters, federal or state government shutting down travel, major airline delays, or a legitimate reason outside of the employee's control.
G. The City shall not authorize the transportation of minors or non- City
individuals, with the exception of transporting public officials, other public employees, or the extradit ion of prisoners/suspects.