Policy Text
POLICE
To: All Police
Departmental Memorandum
From: A/Capt. Greg Galliano, Fiscal Operations
Volume 24-16
Katherine Lester, Chief of Police
Travel and Training Update
12-04-2024
The purpose of this departmental memorandum is to provide information about city-issued digital cards when
traveling for authorized training. This memorandum expires upon publication of General Order 260.01
(Travel/Training Requests), current revision of 04-06-2006.
Recently, Fiscal has been made aware of the increased difficulties employees have experienced not being
able to use city-issued digital cards when checking in to their hotels. While Fiscal diligently escalates these
matters to City Procurement for resolution, Fiscal recognizes that issues like these can cause stress, and
create a possibility of personal financial loss for employees. In partnership with Procurement, Fiscal has
discontinued the practice of using digital cards at check-in. Instead, Procurement will pay for hotels/lodging in
advance (at the time of booking). As determined by each hotel's policy, travelers may still be required to
provide a physical card for holds and/or incidentals at the time of check-in.
Key Travel Policies
It is essential to understand the distinction between "travel" and "training:"
⚫ "Travel" refers to activities/events that occur outside the Local Area (the City of Sacramento and the
immediate 25-mile radius surrounding the City of Sacramento).
"Training" refers to activities/events that enhance the skills, knowledge, and abilities of attendees.
⚫ "Emergency Travel" refers to any unscheduled or urgent travel to address critical, unforeseen situations that
require immediate attention. In these instances, it is understood that the traveler's presence is essential for
providing direct support, decision-making, or problem resolution that cannot be effectively handled remotely.
Staff is expected to understand the program requirements, which come from the City Travel Policy (API 4200)
and SPD General Order 260.01, and are necessary to implement the City Manager's Office (CMO) Travel and
Training Directive from January 17, 2024:
1. General. An individual shall not sustain personal financial loss for reasonable and necessary costs related
to authorized travel and training requests.
2. Requests. Travel and training requests must be initiated on a Travel and Training Form (SPD 430), with
appropriate attachments. For example:
a. Event announcement/agenda.
b. Registration confirmation.
c. Registration invoice/receipt.
d. Preferred flight itinerary, if applicable.
POLICE
FOL
Departmental Memorandum
Volume 24-16
To: All Police
From: A/Capt. Greg Galliano
Katherine Lester, Chief of Police
3. Rental Cars. As specified in API 4200, rental cars are permissible when:
a. Multiple business meetings require travel between multiple locations.
b. Three or more employees are attending the same event.
c. It is less expensive to rent a car as compared to alternate methods of transportation.
4. Pre-Authorization Requirements. In accordance with the CMO Travel and Training Directive, prior
authorization is required for any request that meets one or both of the following criteria:
a. Travel, regardless of cost.
b. Training, when there is an additional cost to the city (e.g., a registration fee).
5. Due Dates. Requests must be submitted in accordance with the below dates. It is important these due dates
are observed so the Department can effectively manage its travel and training activities.
a. Travel and trainings subject to Pre-Authorization. To the Office of the Chief, at least 45 calendar days before
the departure or start date, as applicable.
b. Travel and trainings not subject to Pre-Authorization. To the Travel Coordinator, at least 30 calendar days
before the start date.
c. Upon Return. Travelers/Trainees must submit required receipts to the Travel Coordinator within 7 calendar
days of returning to work. Typical receipts required upon return include:
1. Final, itemized hotel bill.
2. Ground transportation (e.g., taxi/ride share between airport & hotel, hotel & training location, etc.).
3. Parking receipts - limited to $11 per day for economy lot.
4. Final, itemized rental car receipt - extra insurance and refueling by the rental company will not be
reimbursed; must fill gas tank prior to returning rental vehicle (this expense is reimbursable with receipt).
6. Coordination. To safeguard against financial risks to both the Traveler/Trainee and the City, all
arrangements must be coordinated in advance with the Travel Coordinator. Employees should not use their
personal cards for booking travel or training without prior approval from the Travel Coordinator. The use of
personal credit cards is reserved for exceptional circumstances when the City's standard payment
mechanisms are unavailable.
7. Reimbursements. Reimbursements to Travelers/Trainees are limited to the reasonable and necessary
costs of Authorized travel and training. The program does not pay for or reimburse expenses from
POLICE
FOL
Departmental Memorandum
Volume 24-16
To: All Police
From: A/Capt. Greg Galliano
Katherine Lester, Chief of Police
unauthorized requests nor those that do not comply with program requirements. Be advised that a non-
compliant request may lead to administrative consequences.
8. City-Issued Purchasing Cards (P-Cards). Unauthorized or unallowable travel and training expenses that
are paid on a City-issued p-card are the cardholder's responsibility and must be reimbursed directly to the City
upon return via personal check made out to "City of Sacramento."
9. Personal Travel. Travelers combining