Policy Text
Revisions or additions are highlighted 1 (05/01/2024 ) ST. PETERSBURG POLICE DEPARTMENT
GENERAL ORDER
Subject: EMPLOYEE TRAVEL
Index as: Employee Travel Reimbursement Travel Procedures
Accreditation Standards: 33.1.3
Cross Reference : City of St. Petersburg Administrative Polic y #040900
City of St. Petersbur g Rules and Regulations Section 5 -13
§ 112.061, F lorida Statutes
Replaces : G.O. II -16, Employee Travel ( March 5, 202 1)
This Order establishes guidelines and procedures for Police Department employees who are traveling on City business
outside of St. Petersburg's City limits. The Order consists of the following sections:
I. Policy
II. General Travel Procedures
III. Air Travel
IV. Department or Personal Vehicle Use
V. Rental Vehicle
VI. Meals , Lodging, and Miscellaneous
VII. Accounting and Reimbursement
I. POLICY
A. Training registration and t raining -related t ravel arrangements will be made by the Training Division. Exceptions will
be approved the Bureau Assistant Chief.
B. Travel arrangements for all other travel will be coordinated, planned, and scheduled by the Bureau bearing budgetary
responsibility for the travel .
C. Employees are prohibited from benefitting by frequent flyer and all other promotional offers being issued by airlines,
car rentals, hotels or other travel service providers while traveling on City business.
II. GENERAL TRAVEL PROCEDURES
A. Travel requests will be initiated by the originating Bureau . Employees must obtain prior supervisory authorization
to incur any expenses to travel or attend school or training to ensure expenses claimed are reasonable, appropriate,
and for the benefit of the City .
1. Travel requests will be submitted by the traveler at least thirty (30) days prior to departure. Exceptions will be
made for emergency travel.
2. Travel requests approved at the Bureau level , regardless of the purpose, will be forwarded to the Training
Division upon approval by the appropriate Bureau Assistant Chief. This is to facilitate sta tistical tracking of
agency training and travel. DATE OF
ISSUE EFFECTIVE DATE NUMBER
August 2017 Immediately II-16
Distribution: All Employees
General Order II -16
Revisions or additions are highlighted 2 (05/01 /2024 ) B. Registration/tuition will be prepaid unless special arrangements are made to pay on site.
C. Employees may not use a purchasing card for the payment of any travel expenses except for lodging, flights, meals
or transportation.
D. Travel arrangements will be made in accordance with Administrative Policy #040900, Employee Per Diem and
Travel Expense Policy .
III. AIR TRAVEL
A. Travelers will not change pre -booked flights without prior approval from the approving Bureau Assistant Chief ,
unless necessary while actually in transit in order to arrive at the scheduled destination. This often results in
additional fees being charged to the City.
B. When traveling by plane, the City will reimburse the traveler for reasonable round -trip expenses to and from the
airport, unless the employee is receiving a car allowance.
IV. DEPARTMENT OR PERSONAL VEHICLE USE
A. If the traveler wishes to drive in lieu of flying or because the destination is not served by a regularly scheduled
airline, the following conditions will apply:
1. Whenever possible, the traveler will utilize a City vehicle. If no City vehicle is available, the traveler will be
reimbursed for use of a personal vehicle at the rate identified by the City, per mile based on the most direct
route from St. Petersburg (thi s rate covers all maintenance and fuel expenses), up to an amount not exceeding
round -trip coach fare to the destination.
2. Approval for reimbursement for use of a personal vehicle must be made by the Bureau Assistant Chief , prior to
commencement of the tra vel.
3. Travelers using a City vehicle must submit receipts for vehicle -related expenses i.e., garage services, parking ,
gas card and tolls, in order to receive reimbursement and/or process travel orders. When traveling in a city
vehicle, a city gas card wil l be the preferred method of payment. A gas card can be obtained from the Training
Division .
4. If the traveler uses a City vehicle, it must be used ONLY as a method of transportation to and from the
destination location and for travel necessary at the desti nation city. The traveler cannot consume alcoholic
beverages eight (8) hours prior to driving the City vehicle.
B. Employees traveling together are encouraged to use the same vehicle. If one employee uses a City vehicle and the
other opts to use a personal vehicle, no reimbursement will be provided for the personal vehicle. If both employees
use personal vehicles, reim bursement will be provided for one vehicle. If more than one employee is traveling to
the same destination, only one City vehicle will be used, unless approved by the Bureau Assistant Chief .
V. RENTAL VEHICLE
A. A rental vehicle will be provided for any traveler who, upon reaching the provided hotel, has a reasonable distance
to travel to accomplish City -assigned business. When transportation is provided by the school, conference or other
agency, the traveler will use the provided tra nsportation.
B. The rental vehicle must be booked by the Training Division prior to traveling. The vehicle reservations will be made
at the time the airline reservations with a City purchasing card .
1. The state contract covers insurance so the traveler should REFUSE the insurance offered by the rental agency.
2. When the car is returned to the rental agency, the traveler must