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\n\n--- Page 1 ---\n\nTALLAHASSEE POLICE DEPARTMENT GENERAL ORDERS MANUAL SUBJECT Travel and Training Expenses CHIEF OF POLICE Signature on file Proudly Policing Since 1841 Nationally Accredited 1986 NUMBER ISSUE DATE REVISION DATE TOTAL PAGES 58 11/15/2001 04/08/2004 1 of 9 AUTHORITY/RELATED REFERENCES City Administrative Procedures 602, Travel Procedures ACCREDITATION REFERENCES CALEA Chapter 33 KEY WORD INDEX Court Travel Procedure VI Exceptions Procedure VII Expense Guidelines Procedure IV One Day Travel Procedure V Travel Authorization Procedure I Travel Expenses Procedure III Travel Documentation Procedures Procedure II POLICY The Tallahassee Police Department shall implement guidelines for the expenses incurred as a result of authorized travel and training costs. DEFINITIONS Travel Request Form: The document developed for employees to request authorization to travel and an advance for expenses. This is a per trip document that shall also include the Travel Expense Form. Travel Expense Form: The document developed for employees to report expenses incurred during travel. This is a per trip document that shall also include the Travel Request Form.\n\n--- Page 2 ---\n\nTALLAHASSEE POLICE DEPARTMENT Traveler: A city official, employee, or other authorized member traveling for an authorized department purpose. Out of Town: Outside the four county area that includes Leon, Gadsden, Jefferson, and Wakulla. PROCEDURES When it is necessary to travel for city business, expenses shall be paid in accordance with City Administrative Procedure 602. The traveler is responsible for complying with both departmental and city policy. The member shall comply with the following procedures for travel authorization, funding, and reimbursement: I. TRAVEL AUTHORIZATION All travel shall be conducted in relation to city business and conducted pursuant to authorized annual budget allocations. Prior to incurring any travel expense for which reimbursement or advance payment is requested, a traveler shall obtain approval from the appropriate designated authority or their designee. Actual travel should be in conformance with schedules and amounts requested. If not, the travel should constitute a reasonable exception of higher priority. The number of persons traveling should be limited to the minimum number required to accomplish the purpose of the travel. II. TRAVEL DOCUMENTATION PROCEDURES The City’s Travel Request Form shall be used to document the purpose, destination, dates, times, and authorization for the traveler. Therefore, all expenses associated with travel shall be captured on this form. A. Travel Request All travelers shall utilize the city’s authorized Travel Request Form for out-of-town travel requiring an overnight stay or a reimbursement of expenses for one-day travel. The form may be obtained from the city’s intranet web site and shall be signed by the traveler and the appropriate designated authority. 1. When the traveler is requesting advance payment for registration, lodging, etc., a completed Travel Request Form shall be forwarded to the Financial Management Office no later than twenty-one (21) days prior to commencement of travel, with documentation supporting the purpose of the travel attached. Supporting GENERAL ORDER 58-2\n\n--- Page 3 ---\n\nTALLAHASSEE POLICE DEPARTMENT documentation shall include, but is not limited to: a. The purpose of the travel, b. The location of the event, c. The dates of the event, and d. The cost of attending the event. e. A registration form and agenda for the event should be provided, if published. 2. To facilitate the efficiency and accuracy of advance payments, the traveler shall record the following information in the ‘Remarks’ section of the Travel Request Form: a. Any confirmation numbers issued by hotels and other vendors, b. The availability of continental breakfasts pursuant to travel, c. Any meals or other expenses that have been included in the registration and/or vendor payment. 3. In addition to the original hard copy, a second copy of the Travel Request Form shall be sent to the Financial Management Office by electronic mail for the purpose of account coding and modification of payment amounts or methods. 4. An advance payment request that is less than $25.00 shall not be processed for payment prior to the traveler’s departure. 5. Travelers may choose to personally pay for all expenses associated with City travel and then be reimbursed upon return. If exercising this option, the traveler shall submit a Travel Request Form requesting no advance payment to the Financial Management Office prior to commencement of travel. 6. In addition to the Travel Request Form, the traveler shall complete a Second Dollar Fund Form (PD 138A) for any travel authorized from this account. Prior to submission to the Financial Management Office, the form shall be signed by the traveler, the Second Dollar Fund Coordinator, and the appropriate designated authority. B. Travel Expense Form GENERAL ORDER 58-3\n\n--- Page 4 ---\n\nTALLAHASSEE POLICE DEPARTMENT Upon completion of travel, all travelers shall complete the Travel Expense Form. In the event that the travel was cancelled, the Travel Expense Form shall also be completed. 1. The Travel Expense Form shall be signed by the traveler, and together with all required receipts, shall be submitted to the Financial Management Office no later than seven (7) days following the completion of the travel. Travel advances must be fully reconciled within fourteen (14) calendar days following completion of the travel. 2. If, upon reconciliation of expenses, the amount due to/from the city is less than $5.00, no reimbursement/payment shall be processed. However, when the traveler owes the city $5.00 or more, payment shall be submitted together with the Travel Expense Form. III. TRAVEL EXPENSES A. Travel expenses, which are eligible for advance payment, shall be included on the Travel Request Form. All other expenses incurred by the traveler, which are eligible for reimbursement, shall be submitted on the Travel Expense Form. B. Registration, lodging, meal per diem, transportation, and miscellaneous expenses, as allowed pursuant to City Administrative Procedure 602, are eligible for advance payment. C. There shall be no advance payment for tips or gratuities. Reimbursement may be requested on the Travel Expense Form and shall not exceed $10 per trip. The traveler shall report only actual expenses. Gratuities for meals are included in the amount allowable under the Runzheimer-Lodging Meal Cost Index and shall not be otherwise reimbursed. D. Expenses for a traveler’s spouse or family member shall not be reimbursed. Reimbursement is limited to the traveler only. IV. EXPENSE GUIDELINES A. Transportation Economics shall be the primary consideration when making travel arrangements. The method, class, routing, and other arrangements associated with the travel shall be the most economical available and result in the shortest time away or lowest over-all cost consistent with GENERAL ORDER 58-4\n\n--- Page 5 ---\n\nTALLAHASSEE POLICE DEPARTMENT the distance to be traveled and purpose. 1. If travel is by air, the following shall be considered: a. The City’s designated airline provider shall be utilized if the traveler’s destination is served. b. Coach fare class shall be used for all travel by air, except under emergency conditions when coach accommodations are not available. c. All flights shall originate in Tallahassee unless an exception is authorized. d. The traveler should obtain flight information via the Internet or a travel agent to complete the request form. This information shall be provided to the Financial Management Office, who is responsible for the actual booking of airline flights. e. The actual expense incurred for parking a personal vehicle at the Tallahassee Regional Airport while the traveler is away shall be reimbursed. Only long-term parking expenses shall be reimbursed and a receipt sh