2024-01-25 Work SessionKodiak Island Borough
Assembly Work Session
Assembly Chambers
Thursday, January 25, 2024, 6:30 p.m.
Work Sessions are informal meetings of the Assembly where Assembly members review the upcoming regular
meeting agenda packet and seek or receive information from staff. Although additional items not listed on the
work session agenda are discussed when introduced by the Mayor, Assembly, or staff, no formal action is taken
at work sessions and items that require formal Assembly action are placed on regular Assembly meeting agenda.
This work session is open to the public and will be broadcast on the Borough's YouTube Channel. Meeting
packets are available online.
Page
1. CITIZENS' COMMENTS 1-907-486-3231 or Toll Free 1-855-492-9202
(Limited To Three Minutes Per Speaker)
2. AGENDA ITEMS
a. Review the 2018-2023 Strategic Plan 3-38
Agenda Item Report - Pdf
b. Consideration And Discussion To Change The Travel Policy 39- 107
Agenda Item Report - Pdf
3. PACKET REVIEW
a. PUBLIC HEARING
• State of Alaska Alcohol and Marijuana Control Office
Liquor License Transfer of Ownership From The Liquor
Cabinet, Inc To Back Bay LLC DBA Liquor Cabinet/Cost
Savers #4044
OTHER ITEMS
• Declaring A Seat Vacant On The Parks And Recreation
Committee Of Mr. Travis Cooper
• Authorization To Cancel The February 8, 2024, Work
Session and February 15, 2024, Regular Meeting
EXECUTIVE SESSION
• Litigation Update Regarding Kodiak Area Native
Association v. Kodiak Island Borough, Case No. 3 KO -21-
57C1
• Litigation Update And Discussion Regarding Claims Filed
By Rebecca Nelson Against The Kodiak Island Borough
And Bayside Fire Department
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4. MANAGER'S COMMENTS
a. Borough Manager's Report 108
20240125 Borough Manager's Report
5. CLERK'S COMMENTS
a. Borough Clerk's Report 109
20240125 Borough Clerk's Report
6. ASSEMBLY MEMBERS' COMMENTS
7. MAYOR'S COMMENTS
8. EVENTS CALENDAR
• February 9-13, NACo Conference, Washington, DC
• February 14-16, Federal Lobbying, Washington, DC
• February 20-22, AML Winter Legislative Conference, Juneau,
Alaska
• March 7-8, SWAMC Economic Summit and Membership
Meeting, Anchorage, Alaska
• April 5, Cook Inlet Regional Citizens Advisory Council Board
Meeting, Kenai, Alaska
• August 13-15, AML Summer Legislative Conference, Kodiak,
Alaska
This meeting is open to the public and will be broadcast on the Borough's YouTube Channel. Meeting packets are available
online. Please subscribe to get meeting notifications when meeting packets are published. For public comments, please call
(907) 486-3231 or (855) 492-9202.
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AGENDA ITEM #2.a.
KODIAK ISLAND BOROUGH
STAFF REPORT
JANUARY 25, 2024
4 '
x ASSEMBLY WORK SESSION
SUBJECT: Review the 2018-2023 Strategic Plan
ORIGINATOR: Aimee Williams, Borough Manager
RECOMMENDATION:
At the December 14, 2023, work session, the Assembly postponed this item to this work
session. During the agenda setting of January 2, 2024, it was decided to approach the
discussion by reviewing the 2018-2023 Strategic Plan. This review will help inform next steps
in the process.
DISCUSSION:
ALTERNATIVES:
FISCAL IMPACT:
OTHER INFORMATION:
Kodiak Island Borough
Review the 2018-2023 Strategic Plan
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AGENDA ITEM #2.a.
Introduced by: Borough Assembly
Requested by: Borough Assembly
Drafted by: Borough Assembly
Introduced on: 03/22/2018
Adopted on: 03/22/2018
KODIAK ISLAND BOROUGH
RESOLUTION NO. FY2018-30
A RESOLUTION OF THE KODIAK ISLAND BOROUGH ASSEMBLY ADOPTING THE
KODIAK ISLAND BOROUGH STRATEGIC PLAN FOR THE YEARS 2018-2023
WHEREAS, a strategic plan consisting of priorities of the Borough is needed to guide the
budget process and ensure that the Assembly clearly communicates its priorities to Borough
staff and the public; and
WHEREAS, the Kodiak Island Borough Assembly conducted a strategic planning meeting on
Saturday, January 21, 2018 to determine the priorities for the Borough; and
WHEREAS, the Assembly identified five strategic directions for its strategic plan and desires
to adopt these by resolution.
NOW, THEREFORE BE IT RESOLVED BY THE KODIAK ISLAND BOROUGH ASSEMBLY
THAT the Kodiak Island Borough Strategic Plan for the years 2018-2023 is hereby adopted.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS TWENTY SECOND DAY OF MARCH, 2018.
KODIAK ISLAND BOROUGH
Daniel A. Rohrer, Mayor
ATTEST:
liv, —0 Q416'�-
Nova M. Javier, MMC, Ierk
UNANIMOUS VOTES:
Ayes: Kavanaugh, Schroeder, Skinner, Smiley, Symmons, Van Daele, Crow
Kodiak Island Borough, Alaska
Resolution No. FY2018-30
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AGENDA ITEM #2.a.
STRATEGIC PLAN
(FISCAL YEARS 2018-2023)
PURPOSE
The Kodiak Island Borough government exists to provide effective and efficient government
services within our powers and duties that will improve the quality of life in our community.
ENVISIONED FUTURE 2030
Citizens have entrusted the Kodiak Island Borough government with powers that promote a
vibrant, diverse, and healthy economy and community centered on Kodiak's unique assets like
our natural resources, people, and history. This includes a focus on a reasonable cost of living
and a great quality of life where diverse cultures and viewpoints come together; and an engaged
community of citizens who are working, living, and thriving together.
STRATEGIC DIRECTION
ENCOURAGE LAND AND NATURAL RESOURCES MANAGEMENT FOR MAXIMUM
BENEFIT OF BOROUGH CITIZENS.
a. Review Comprehensive Plan to ensure it is current and accurate, then develop land plan
consistent with the Comprehensive Plan to maximize potential for our community's
economic growth and quality of life.
b. Create a long range natural resource development plan.
2. OPTIMIZE THE EFFECTIVE USE OF COMMUNITY RESOURCES AND ASSETS
THROUGH PARTNERSHIPS FOR THE BENEFIT OF BOROUGH CITIZENS.
a. Explore ways to collaborate with local governments to capitalize on community
partnerships through fostering positive relationships with cities, school district, service
areas, tribes and rural communities within the borough.
b. Work in partnership with State and Federal Agencies.
c. Promote a culture of public trust of elected officials, appointed officials, and staff through
involvement of all citizens, and strive to ensure all citizens feel comfortable, empowered
and desirous of participating in local government.
3. FOSTER RESPONSIBLE ECONOMIC GROWTH THROUGHOUT THE BOROUGH.
a. Promote economic development policies that enhance a diverse economy and business
development.
b. Advocate for a healthy and vibrant fisheries industry.
c. Advocate for enhancement of local resources such as Kodiak based seafood and marine
science and education opportunities, tourism, agriculture, energy, Pacific Space Port,
mineral extraction, etc.
d. Encourage options to meet the local need for housing affordable for citizens with
financial capacities.
Kodiak Island Borough, Alaska Resolution No. FY2018-30
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AGENDA ITEM #2.a.
4. PROMOTE FISCAL POLICIES THAT ENSURE STABILITY AND RESPONSIBLE
GOVERNMENT
a. The Borough Assembly will be prudent in deliberations on revenue required to fund
Borough operations.
b. Balance expenditures to revenues on an annual basis to ensure the health of our
community.
c. Foster public understanding of borough finances and operations.
d. Periodically review the long-term solid waste plan and revise as necessary.
5. PROVIDE EFFICIENT, EFFECTIVE, AND RESPONSIVE PROCESSES REFLECTIVE OF
A HIGH PERFORMING GOVERNMENT
a. Evaluate opportunities for restructuring local government (e.g., consolidation or other
options available under Alaska law).
b. Understand the service area boards activities and borough's responsibility in regards to
service area boards.
c. Seek ways to integrate committees in borough and city that maximize participation and
capacity.
d. Provide clear and concise direction to committees on an annual basis.
2018 Priorities
(Not in Priority Order)
1. Focus on staffing structure and ensure a smooth transition for new key leaders.
2. Establish expectations and accountability for each committee, and ensure codes and roles
are clear and understood by members.
3. Explore ways to collaborate with local governments to capitalize on community partnerships
through fostering positive relationships with cities, school district, service areas, tribes and
rural communities within the borough, seek opportunities for restructuring or consolidation
with expectations to have a report at year's end on opportunities for restructuring or
consolidation and progress made on joint committees, shared staffing.
4. Identify potential policies for adoption to enhance economic development.
5. Develop a catalog of all available land to begin the process of developing a comprehensive
land plan.
6. Look into cost of securing specialist(s) to forecast and recommend the most viable economic
strategies.
Suggested Metrics For Measuring Outcomes of Priorities
1. (Including measures such as)
• Every quarter present information to the assembly on jobs filled -open.
• Have all new staff leaders address the assembly
• At end of year complete final report describing the transitions with candid feedback, in
exec session, to the assembly if all positions were successfully filled with the right
people.
2. (Including measures such as)
• Develop clear expectations for each committee
• Have clear "job descriptions" for all members of each committee.
Kodiak Island Borough, Alaska
Resolution No. FY2018-30
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AGENDA ITEM #2.a.
• Establish priorities, from the assembly, for issues to review and expectations for every
committee; the committee could adopt additional priorities as they see needed.
• Work to integrate at least (#?) of committees between borough and city.
3. (Including measures such as)
• Seeks to establish an ad hoc joint committee of assembly and council members to meet
regularly to ensure maximum coordination occurs with current structures.
• Meet with other entities such as tribes and/or KANA to better coordinate with tribal
citizen governments
• Meet with Coast Guard officials on ways to better coordinate.
• Determine if it is time to seek an independent review of data and options for increased
re -organization and/or consolidation.
4. (Including measures such as)
• Ask staff or assembly members to recommend specific policies to enhance economic
advantages.
• Identify (#?) policies to introduce for assembly vote.
5. (Including measures such as:)
• Have staff continue efforts to develop the land catalog.
• At specific time complete and review the catalog.
• Assembly spends time to better understand the Comprehensive Plan and what benefit
there would be in a land plan.
• Discuss need and timing to implement a more comprehensive land plan.
6. (Including measures such as:)
• Establish a scope of work for an economic analysis that would benefit the assembly's
understanding of viable options and trends.
• Develop an RFP to understand the cost of project desired.
Borough Assets
Identified by the Assembly
Top Three
• People
• Natural Resources
• History/Culture
Supportive Assets
• Energy Infrastructure
• Fishing Industry with Diverse Species
• Coast Guard
• Overall Infrastructure
• Diverse Economy
• Schools
• Location/Environment/Place
• Weather
• "Make it Work" Attitude
• Self Sufficient AND Work Well Together
Kodiak Island Borough, Alaska
Resolution No. FY2018-30
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AGENDA ITEM #2.a.
A Message
From the Steering Commitee
In Sitka, we value community and quality of life. We
are known for our natural beauty, rich history, and
cultural heritage. We have a small-town atmosphere
where neighbors know each other and are willing to
lend a helping hand. Over the past several decades,
Sitka has grown from a quiet logging and fishing town to
a bustling tourism destination and a thriving maritime
industry. This growth has given way to additional
developments, such as a vibrant downtown showcasing
locally owned businesses, growing regional community
healthcare system, and expanded government services
to support the community.
With growth comes change, but also the opportunity
to chart our own course for the future. Our community
has weathered a lot over the past few years — a
global pandemic, record -high inflation, and political
polarization, to name a few. Additionally, we are
facing complex challenges, such as increased demand
for housing options, record levels of tourism, food
security, rising costs and demands for infrastructure
maintenance, and changing needs to support today's
workforce.
While we have a lot of priorities in our community, the
reality is we, as the local government entity, cannot
focus on everything at the same time. As we look
ahead to the future of our community, we have the
opportunity to collectively decide the direction in
which we want to go. Equally important, we must be
strategic about our resources and the decisions we
make to ensure we arrive at our desired destination.
Review the 2018-2023 Strategic Plan
Our core purpose is to provide public services that
support a livable community for all. For this reason,
we pursued the development of a strategic plan in
early 2022. This plan is a five-year road map to guide
our organization in achieving our shared vision. Rooted
in a substantial outreach effort to gather input from
the Assembly, community members, local partner
organizations, and the CBS organization, the strategic
plan is focused on goals and tactical actions for the
CBS to achieve the community's highest priorities over
the next five years. The planning process also accounts
for the significant input gathered during the recent
Comprehensive Plan update process as well as an
analysis of current community conditions and trends.
Over the past year, we have engaged hundreds of
community members and collected thousands of
comments to make Sitka a sustainable and livable
community for all. We are grateful to everyone who
shared their ideas through the community survey,
interviews, community group conversations, and focus
groups. Thank you for your investment in the future of
Sitka!
We will use this plan to chart the course for the CBS
organization and seek out the partnerships that will
bring our goals to life. We will regularly communicate
our progress and keep this plan updated to maintain
its responsiveness and relevance to our community.
Our team looks forward to growing the future together.
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99
Alone we can do so little;
together we can do so much.
- Helen Keller
form
Acknowledgments
ASSEMBLY
Steven Eisenbeisz, Mayor
Kevin Knox, Deputy Mayor
Kevin Mosher, Vice Deputy Mayor
Thor Christianson
Crystal Duncan
Rebecca Himschoot
David Miller
CONSULTING TEAM
Sara Wilson, Owner/Principal
Ashley Sonoff, Associate
n
SSW CONSULTING
STEERING COMMITTEE
Steven Eisenbeisz, Mayor
Rebecca Himschoot, Assembly Member
John Leach, Municipal Administrator
Melissa Henshaw, Public & Government Relations Director
Amy Ainslie, Planning Director
Robert Baty, Police Chief
Scott Elder, Electric Utility Director
Melissa Haley, Finance Director
Michael Harmon, Public Works Director
Jess leremia, Library Director
Valerie Ruff, Human Resources Director
Ron Vinson, Asset Manager
For
I -a
Table of
Contents
06 Introduction
(07 Goals + Process
11 Mission, Vision, Values +Goals
14 Action Plan
20 Plan Implementation
22 Appendix
74�
In the face of uncertainties,
planning defines the particular
place you want to be and how
you intend to get there.
- Peter Drucker
66 A6
Introduction
WE ARE GROWING THE FUTURE
TOGETHER!
Sitka is known for its small-town friendly
atmosphere, vibrant local economy, and
stunning natural beauty. We want to preserve
what residents love about Sitka while ensuring
our community is a livable place for all Sitkans
for years to come.
The CBS Strategic Plan is our five-year road
map to guide the organization as we pursue
the vision and goals reflective of the current
community and organizational needs.
WHAT IS A STRATEGIC PLAN?
The Strategic Plan is an opportunity for the
community to reflect on the current state of
our community and organization, determine
what we want Sitka to be in the future, and
ultimately define how the organization will
drive this vision forward in alignment with our
mission and values.
A strategic plan acts as a compass. It helps our
organization focus on a set of shared goals and
guide it toward achieving them. The strategic
plan provides defined goals and actions,
rooted in community -identified priorities
and informed by an understanding of current
trends, along with an action plan and key
performance indicators to measure progress
over time. Furthermore, it fosters a culture of
strategic management for the organization by
serving as a resource to guide both long-term
planning as well as daily decisions concerning
the organization's delivery of services and the
community's future.
The Strategic Plan will guide the work of the
CBS organization over the next five years
through the development of a mission, vision,
values, goals, and actions that will help improve
the services we provide to our community. The
plan includes an implementation structure to
promote accountability and transparency as
we pursue our goals and actions. Additionally,
the implementation structure supports
regular updates to keep the plan relevant and
responsive to community and organizational
needs. The process builds on the input
collected from the comprehensive planning
effort in 2018 and includes a significant
outreach effort in 2022 to gather input from the
community, its partners, and the organization.
WHY NOW?
The City and Borough of Sitka (CBS)
organization has weathered many changes over
the last few years. This period of transition
is a great opportunity to refocus with the
development of a mission, vision, goals, and
how to strategically align the resources to best
serve our community over the next five years.
Our community is facing complex challenges,
such as housing needs, growth in tourism,
cost of living affordability, infrastructure, food
security, and supporting our local economy.
To address these issues, it will require focused
efforts, collaboration with community and
regional partners, and strategically aligning
our community resources to create positive
change.
We highly value our community and want CBS
services to be responsive to the needs of all
Sitkans. The strategic planning effort has been
an opportunity to come together to decide the
future direction of our community. While we
can't focus on every issue simultaneously, this
is a way to understand the community's highest
priorities for the next five years and guide the
organization in addressing those needs.
AGENDA ITEM #2.a.
Strategic Plan
Goals + Process
We set out to achieve the following goals during this process:
Build a plan to guide Sitka over the next five years
Develop a plan informed by the public engagement gathered through the
Comprehensive Plan update and through additional targeted outreach
Identify the vision and values, critical strategic initiatives, high-level goals, and a
reporting framework to guide the City's work
WHAT IS THE DIFFERENCE BETWEEN A COMPREHENSIVE PLAN AND A STRATEGIC PLAN?
Sitka's Comprehensive Plan is a long-term (10+ years) guide for policy decisions related to
community land use and development. The City and Borough of Sitka's Comprehensive Plan
has been in existence since 1976 with regular reviews and updates, the most recent being May
2018. In contrast, the Strategic Plan takes a shorter -term look (5 years) and is focused on the
delivery of services to the Sitka community. The strategic plan will help us focus on our goals
and guide us toward achieving them with tactical action items.
Strategic
Shorter -term (5 years)
Strategic management
to guide delivery of
services
Focused on setting
goals for organization
and tactical actions to
achieve them
STRATEGIC PLAN PROCESS
F
40
term (usually 10+
years)
Guides land land -use
policy and development
Focused on
land -use, development, I
transportation, and
infrastructure
Community and organizational engagement is the foundation of the strategic planning process.
Building on the results of the large-scale community engagement conducted during the
Comprehensive Plan update process in 2015-2018, the strategic plan community engagement
focused on facilitating inclusive opportunities to ensure the vision and values are reflective of
all people in Sitka. CBS staff was also engaged in the process to provide input and direction
on operational improvements for the organization.
VA
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Shorter -term (5 years)
Strategic management
to guide delivery of
services
Focused on setting
goals for organization
and tactical actions to
achieve them
STRATEGIC PLAN PROCESS
F
40
term (usually 10+
years)
Guides land land -use
policy and development
Focused on
land -use, development, I
transportation, and
infrastructure
Community and organizational engagement is the foundation of the strategic planning process.
Building on the results of the large-scale community engagement conducted during the
Comprehensive Plan update process in 2015-2018, the strategic plan community engagement
focused on facilitating inclusive opportunities to ensure the vision and values are reflective of
all people in Sitka. CBS staff was also engaged in the process to provide input and direction
on operational improvements for the organization.
VA
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AGENDA ITEM #2.a.
GROWING THE FUTURE TOGETHER WAS ORGANIZED INTO THREE PHASES
PHASE 1: GATHERING COMMUNITY IDEAS
After kicking off the project in February 2022, the Steering Committee, comprised of 12
representatives from CBS Departments and the Assembly, developed a Communications
and Engagement Plan to assist with gathering ideas. The Steering Committee committed to
an inclusive process that sought to include the input of all voices, whether through previous
engagement in the Comprehensive Plan update process or through new outreach opportunities
for the strategic plan. Additionally, the Steering Committee prioritized process integrity
throughout the outreach efforts to build relationships and create trust that enables reliable
government activity in a transparent environment.
The Steering Committee guided the process and designed multiple opportunities and tools to
engage the community and organization in the Strategic Plan development, including:
• Strategic planning workshop
• Community survey
• Presentations and outreach to
Boards, Commissions, +
Community Groups
• Community leader interviews
• CBS staff survey
• Focus groups
• Utility bill insert
Fact sheet
• Social media, media release,
and radio
• Project website
Communication + Engagement Goals
The following goals and values guided the team's engagement efforts:
Engage targeted stakeholders to develop a five-year strategic plan that will guide CBS
Build on the results of the broad community engagement conducted for the
comprehensive planning process
Create project awareness across the community and organization and facilitate
inclusive outreach opportunities to ensure the vision and values are reflective of Sitka
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AGENDA ITEM #2.a.
Communication + Engagement Values
INCLUSIVE: this will be an inclusive process that seeks to include the input of all voices -
whether through their previous engagement in the comprehensive plan process or through
new outreach opportunities for the strategic plan. The process will seek to be inclusive and
accessible to foster trust and build relationships to help achieve the resulting goals and actions.
INTEGRITY: We will ensure process integrity through our outreach efforts. Process integrity is
the ability to build relationships and create trust that enable reliable government activity in a
transparent environment.
STRATEGIC PLAN
Engagement - •
TASK /PROCESS MAR APR MAY UN UL AUG IEP
Strategic Planning Workshop
sit kag rowing thef u turetog eth a r. org
NGAGEMENT BY THE #'S
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AGENDA ITEM #2.a.
PHASE 2: DEVELOPING THE STRATEGIC PLAN
The project team carefully analyzed the thousands of community comments gathered through the
outreach activities to identify common ideas, comments, and trends. Following the analysis, the project
team organized the information into six outreach themes representing community priorities as shown
below.
Strategic Planning Outreach Themes
Access to chi ldcare
Afforda bi liDebt management and master plan
Affordable Quality of Fiscalneeds
Utility costustainabili
Life
ision Themes:
Discipline to create/fostersustainability
Impacts of tourism
Food Security
Collaboration
DiversitIncrease engagement and
Support existing industries:y+ Inclusion
Fiscal Sustainabilityparticipation
Tell CBS's story
Economic Energy sustainability mmunicati
Build relationships with a focus
tourismInfrastructure
Sustainable economic growthevelopme Economic development Engaggroups
City's role to supporteme
ommunications + engagemen
Address barriers to participation
economic growthProactive vs. reactive
CBS as a convener
Business support services
Safety
and training
Proactive management
Right size to level of service and Workforce development
resources to support Succession planning
Find revenue to address existing
frastructur
rganization
evelneeds vs. adding new policies and procedures
opmeIntegration and standardization of
Address deferred maintenance
Focus on asset management
PHASE 3: ADOPTING THE STRATEGIC PLAN
The project team presented the draft strategic plan to the Sitka Assembly on September 1st to gather
feedback. The project team incorporated the Assembly's comments into the revised draft strategic plan
and invited community members to review the revised draft online and provide comments. The project
team incorporated the community comments to develop a final version of the strategic plan, which was
presented to the Assembly for adoption on September 27th.
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AGENDA ITEM #2.a.
Mission, Vision
Values + Goals
WHY WE EXIST
Provide public services for Sitka that support a livable
community for all.
OUR DESIRED FUTURE STATE
CBS is an organization that values everyone and proactively works
together to serve the community. We are fiscally sustainable,
supporting a diverse economy and well-managed infrastructure.
We are innovative in seeking ways to protect and preserve Sitka's
natural environment. We are a respected employer where people
enjoy their work and provide valued public services.
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AGENDA ITEM #2.a.
WHAT GUIDES US
PEOPLE INNOVATION INTEGRITY
People are our greatest Innovation supports a Integrity guides our
asset. We value all proactive approach to service delivery,
people including our fulfilling our mission. We processes, and
community, employees, are forward thinking and communication. We
and visitors. We continuously working to are accountable to the
appreciate the diversity improve our processes Sitka community, and
of Sitka, and we respect and our people to we provide services in a
and celebrate all people. provide efficient and transparent, honest, and
We foster a safe and effective services to our ethical manner.
welcoming environment community.
for all.
SQA
SUSTAINABLE SERVICE
Sustainability ensures we Serving the community
plan and deliver services is our job. We
with the future in mind. provide service with
We are good stewards compassion, kindness,
of taxpayer resources and excellence. We care
as well as our natural about our community and
environment. organization, and this is
reflected in our service
levels.
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Goals
WHAT ARE OUR DESIRED OUTCOMES FOR OUR COMMUNITY AND
ORGANIZATION?
1
Quality of Life
Preserve the quality of life and
affordability for all
Sitkans
Communication
Improve communications and strengthen relationships
within the community and organization
000
Sustainability
Align resources and financial and
economic policies
with CBS'goals for a sustainable community
Infrastructure
Plan invest in infrastructure for future
r*i
and sustainable
generations
##
Service
CBS is recognized as being a great place to work and
excellent service provider to the community
T
1�
Action Plan
The Action Plan contains the policies,
programs, and projects CBS will implement to
fulfill the organization's mission and achieve
the five-year vision and supporting goals.
WHAT IS AN ACTION?
The actions represent a policy, program, or
project. The actions are organized by goal
areas and support the overall organization
mission and vision. The actions were informed
directly by the ideas and priorities shared
by community members and CBS employees
during the strategic plan outrn—k mr—nec
The scope and timeline of
Some actions are signifi
and will require multiple
while others are smaller in
achieved in a shorter time
of size and scope, all acti
role in improving the deliver
community.
AGENDA ITEM #2.a.
WHO IS RESPONSIBLE FOR IMPLEMENTING
THESE ACTIONS?
The actions of the strategic plan are internally
focused with the CBS organization responsible
for implementing these actions. Each action
will be assigned to a project lead and team of
CBS employees. While CBS plays a critical role
in achieving these actions, the organization,
and ultimately the community, will be most
successful through working together with
community partners to implement the plan.
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AGENDA ITEM #2.a.
Goal 1:
Preserve the quality of life for
all Sitkans
1.1 Convene community partners to develop a
community -wide strategy to improve access to
childcare
1.2 Develop a plan to improve housing options
for all in Sitka
Identify opportunities to
relieve the burden of utility costs
1.4 Review the impacts and
benefits of tourism, and developi, <�
policies that prioritize the quality
Z
of life for all Sitkans��`_
1.5 Convene community partners
to develop an action plan that will
address the challenges of food
security --
15
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AGENDA ITEM #2.a.
Goal 2:
Improve communications
and strengthen relationships
within the community and
organization
2.1 Develop a communication and engagement plan
to increase engagement and participation through
storytelling and enhancing Sitka's communication
tools and networks
Identify opportunities to foster relationships
with underrepresented groups/populations in the
community and implement findings to improve
service delivery to these groups
?.3 Annually convene non -profits, CBS boards
and commissions, and other community groups
for a summit to discuss community challenges,
updates, and opportunities for collaboration
16
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AGENDA ITEM #2.a.
Goal 3:
Align resources and financial
and economic policies for a
sustainable community
3.1 Develop a fiscal policy that includes guidelines
for areas of fiscal operations such as debt
management, infrastructure replacement, metrics
for fiscal health of funds, reserves, and other
a rea s.
3.2 Prepare financial forecasts and life cycle models
for all assets to bring resources in alignment with
the City's top priority needs
3.3 Convene economic partners to explore
the addition of business support services and
employment training programs
Identify and implement policies that will
balance the economic benefits of tourism with
the impacts on Sitkan's quality of life
17
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AGENDA ITEM #2.a.
Goal 4:
Plan and invest in sustainable
infrastructure for future
generations
4.1 Identify and pursue funding to address existing
capital needs and deferred maintenance
,I -t./- Develop asset management plans for future
capital investments
4.3 Identify the levels of service
for CBS's infrastructure and
identify the resources needed
to support these levels
3 4.4 Collaborate with public
land management agencies
w► and stakeholders to maintain
and develop sustainable active
transportation infrastructure,
■ including parks, fields, cabins,
trails, and water access
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Goal 5:
CBS is recognized as being a
great place to work and ex-
cellent service provider to the
community
5.1 Develop a workforce development plan that
outlines clear policies for staff training and
professional development
Prepare a succession plan that addresses
development of the current workforce and future
workforce recruitment and retention strategies
5.3 Improve customer service levels and evaluate
process improvements for service delivery
Identify and develop necessary standard
policies and procedures to promote organization -
wide stability and service -level consistency
Develop an internal communication and
engagement plan and policies to improve the flow
of information in the organization and increase
employee engagement
19
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STRATEGIC PLAN NEXT STEPS
Following the Assembly's adoption of the
strategic plan, CBS staff will use input and
direction from the Assembly to prioritize the
actions for implementation based on staff
capacity and available resources. CBS staff
will identify leads for each action. These
leads will be responsible for the following:
Overseeing the implementation of
the action
Developing a project charter (will
identify the project team,
stakeholders, timeline, key
performance indicators, etc.)
Identifying resources for
implementation
Engaging and updating the
Assembly,Boards/Commissions,
Organization, and the Community as
needed
Reporting progress, challenges,
and opportunities to consider
during implementation
Recommending updates to the action
if needed
Review the 2018-2023 Strategic Plan
AGENDA ITEM #2.a.
rI
Once the action leads have been assigned
and the work has been prioritized, the
actions prioritized for implementation will
be considered in the budget development
process. This will help in identifying
resources for the action implementation if
needed.
At the end of 2023, CBS staff will coordinate
an annual progress report for the strategic
plan. The progress report will document
progress, challenges, opportunities, and
potential updates to the actions as needed.
This report will serve as a communication
tool back to the Assembly and the
community to maintain accountability in
implementing the vision and goals.
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AGENDA ITEM #2.a.
FOSTERING A CULTURE OF STRATEGIC MANAGEMENT
While this is the first iteration of this strategic plan, it is intended to foster a culture of strategic
management and guide the organization in developing a more efficient, effective, and transparent
system of providing public services. The process below describes the recommended system for
implementing the plan and making regular annual updates to it to ensure it remains relevant in
meeting current community and organizational needs.
Regular engagement from the community, the Assembly, Boards/Commissions, and the
organization are essential to fostering a system that is responsive and accountable. The graphic
below illustrates what the annual process will look like going forward to maintain alignment
between the strategic plan, the budget, and the departments' work plans. It also highlights where
the engagement will take place, so the community, elected officials, and staff understand when
and how to participate and get involved in this process.
It is recommended the strategic plan undergo a complete update every five years to conduct more
comprehensive engagement, review the mission, vision, and values, and examine the broader
community context. These major updates will ensure the five-year vision continues to serve as a
North Star in guiding the community and organization. These community engagement efforts also
help to foster strong relationships with Sitka's community and its partners and build support for
implementing the goals.
Strategic Plan
Progress
Implementation
•
Road Map Check -in
Ongoing
October/ •
This road map shows how the Assembly, community, November
Annual Report
+ Celebration
and organization can get involved in identifying
December
goals for CBS. The process repeats each year with
the destination being continuous community and
•
organizational improvement.
Assign
Assembly Priorities,
Community Strategic Project Leads,
Department
et
Survey/Town Planning KPIs, Budget
Work Plans
Hall Workshop Timelines Adoption
December January/February December June
June
44 • • • •
ache Future l
Boards + Strategic Plan Budget
Commissions Update + Development
o��
�°
Workshop Adoption February-
January February April
Key 0—
Sitka, Alaska
Community Assembly/ Staff/
Engagement Policy Administration
• • •
21
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AGENDA ITEM #2.a.
The appendix provides more detailed engagement results gathered through the strategic planning process. These
details provide additional context for the vision, goals, and actions in the strategic plan.
COMMUNITY SURVEY
Building off the community engagement data gathered as part of the Comprehensive Plan update process, the
community survey aimed to capture what community members enjoy most about Sitka, how Sitka can be a better
place for residents, what areas CBS should prioritize in the next five years, and their communication preferences
for receiving information from CBS. The project team promoted the community survey using both traditional and
digital methods, including an insert in the utility bill mailings, press release, promotion on local radio stations,
CBS website, and social media channels.
The community survey resulted in the most significant community response (689 respondents) of all outreach
activities. To support our goal of inclusivity and include perspectives from all groups in our community, the survey
included an optional question to collect respondents'demographic information. The following chart displays the
demographic information provided by respondents who chose to answer the optional questions.
The project team carefully reviewed thousands of comments to identify common themes and trends that would
lay the groundwork for the strategic plan goal areas.
`Source: American Community Survey 5 -Year Estimates Data Profiles, U.S. Census Bureau, 2019
*"Sum of responses is greater than 635 as some respondents made more than one selection. 22
-includes ACS categories "Some other race" and "Two or more races"
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Number of
Respondents
Percentage of
Respondents
Sitka
Demographics"
Total Population
635
7.7%
8,257
Gender
Male
193
30.4%
51.4%
Female
363
57.2%
48.6%
Prefer not to say
4
0.6%
Other
26
4.1%
Did not respond
49
7.7%
Age
18 and under
12
1.9%
23.6%
18-24
55
8.7%
5.3%
25-34
117
18.4%
14.3%
35-44
114
18.0%
14.5%
45-54
90
14.2%
12.7%
55-64
98
15.4%
14.5%
65+
99
15.6%
15.1%
Did not respond
50
7.9%
face/Ethnicity"
White
445
70.1%
61.2%
Hispanic, Latino, or Spanish origin
29
4.6%
5.9%
Black or Afr can -Amer c
12
1.9%
0.4%
Asian
22
3.5%
6.8%
American Indian or Alaskan Native
1 77
12.1%
14.8%
Native Hawaiian or Other Pacific Islander
16
2.5%
0.2%
Middle Eastern or North African
2
0.3%
Other(pl ease
37
5.8%
16.7%
Did not respond
62
9.8%
`Source: American Community Survey 5 -Year Estimates Data Profiles, U.S. Census Bureau, 2019
*"Sum of responses is greater than 635 as some respondents made more than one selection. 22
-includes ACS categories "Some other race" and "Two or more races"
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AGENDA ITEM #2.a.
Share what you like most about Sitka that we should we preserve into the future?
wilderness
arts culture
downtown traii,sfriend ly small
beauty safe public
air
great feel community
water
aCC2SS
hiking
owned sitka people activities town schools
safety environment recreation
fishing natural parks
nature atmosphere businesses
beautiful trail
clean ocean sense
opportunities outdoor
local
support
events
What is the most important thing Sitka should focus on in the next five years?
haulneeds businesses childcare affo rd a b le
Living energy live road
housing land COSI
need care families development
industry making town tourism
food economic City boat focus S itka locals
education affordability residents
keep community people use
economy local climate keeping children
infrastructure
fishing
better
The Strategic Plan Steering Committee and Assembly completed stakeholder exercises to help the project
team identify the groups and people for focused engagement through interviews and presentations. The
project team met with 11 groups, including CBS volunteer boards/commissions as well as community
organizations. The presentations included an overview of the strategic planning process and a discussion of
what the group loves about Sitka, upcoming challenges, and how CBS should address those challenges. The
community leader interviews included representatives from various community organizations throughout
Sitka and gathered information related to what they love about Sitka, significant changes and/or trends,
opportunities on the horizon, the community's most pressing challenges, priorities for the strategic plan, and
recommendations for communications and engagement.
The stakeholder exercises identified the Sitka Tribe of Alaska and Filipino community for targeted engagement
in the for the strategic plan community outreach and the project team prioritized reaching these groups.
While representatives from these groups participated in the outreach activities, there is an opportunity for
more dialogue. Ongoing engagement will be important in strengthening relationships with these groups for
more effective outreach in the future.
23
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AGENDA ITEM #2.a.
FOCUS GROUPS
The project team invited interested community members to participate in a series of three focus groups
during the first week in August to discuss the following topics:
Key themes from community engagement survey
Tourism + Economic Development
Food Security
The first focus group discussed the key themes that emerged from the community survey, community
leader interviews, and presentations to Boards, Commissions, and community groups. These topics
included housing, cost of living, tourism, sustainability, infrastructure, financial stewardship, economic
development, and communications and engagement. The second focus group included representatives
from the local business community and discussed tourism and economic development specifically,
as well as the relationship between tourism and quality of life. The third focus group included
representatives from the Sitka Local Foods Network, Alaska Food Policy Council, food banks, grocery
stores, local food producers, and other community organizations. This group discussed food security
and explored opportunities to alleviate high cost of food, increase access to fresh produce, improve
environmental sustainability, and support disaster preparedness.
Participants were encouraged to share their experiences, develop ideas, and discuss the role CBS
should take in addressing these community priorities. The themes that emerged from the focus groups
were consistent with the community input gathered in the survey, interviews, and presentations. The
discussions helped guide the project team in finetuning the goals and actions to support community
priorities.
OUTREACH SUMMARY
The project team provided opportunities throughout the process for the community to learn about the
strategic planning process and provide input on the strategic plan. The following matrix outlines the
themes from each outreach activity.
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AGENDA ITEM #2.a.
Outreach Activity
Date
Participants
Themes
Strategic Planning Workshop
March
18
Cost of Living/Quality of Life
• Fiscal Sustainability
• Communications + Engagement
• Organizational Development
• Infrastructure
• Economic Development
Community Group Presenta-
March -July
11 groups
Love the community feel and access to nature
tions
Affordability— housing, food, cost of living
• Growing retiree population/workforce shortage
• Isolated economy/not enough services to support residents
• Infrastructure maintenance
• Encourage/support youth to stay in community
• Housing
• Support economic development
• Workforce development
Community Survey
May - July
635
Cost of living
• Housing
• Food security
• Cost of utilities
• Childcare
• Tourism
• Quality of life
• Economic development
• Education
Community Leader Interviews
June - July
8
Love the community, nature, and quality of life
• Housing — need more availability, concern about high cost
• Balancing tourism with protecting quality of life
• Cost of living — people are being pushed out
• Lack of childcare
• Housing - More efficient land use, open up new land,
multi -family
• Food — remove sales tax on food
• Continued relationship with the Sitka Tribe of Alaska
• Continued community engagement effort by City to build trust
and positive relationship with community.
Staff Survey
June -August
56
• Opportunity to improve communication and engagement with
employees
• More employee support programs are needed
• Employee pay should be evaluated
• More access to professional development
• Shared vision and goals for the team
• Imbalance of workloads for departments
• Need for customer service training
• Cost of living has a major impact on staff
Focus Groups
June - August
35
Housing availability and affordability
• Economic development
• Tourism
• Fiscal sustainability
• Community engagement
• Food security
W.
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AGENDA ITEM #2.a.
The community outreach process gathered thousands of comments from community members for the
strategic plan. The chart below provides a matrix of the goals and actions with comments gathered during
the community engagement activities to provide context for action implementation.
•.
jAction
Community
1. Preserve the quality of
1.1
Convene community
Work with Sitka School District and other organizations to develop
life for all Sitkans
partners to develop a
options for more before/after school care for school -aged children
community -wide strate-
and daycare for infants/toddlers.
gy to improve access to
childcare
1.2
Develop a plan to improve
Apply for grants and/or other funding options to develop permanent
housing options for all in
af-fordable housing units.
Sitka
Open additional land for develop-ment.
Change building code to allow for higher -density housing.
Designate CBS employee to coordi-nate efforts, write grants, and
work with community organizations.
Workforce housing.
1.3
Identify opportunities to
Explore utility bill credit program for sustainability measures taken on
relieve the burden of utility
property.
costs
1.4
Review the impacts and
Limit the days and numbers of cruise ships. Consider only allowing
benefits of tourism, and
cruise ships on weekdays. Create policies that support locally -owned
develop policies that pri-
downtown storefronts, including the transfer of ownership/manage-
oritize the quality of life for
ment. Planning for the boom and bust cycles of tourism and revenue.
all Sitkans
Allow one-way street option on cruise ship days to allow local access
while giving tourists enough space. More opportunities for year-round
employment. Branding and wayfinding to support town identity and
consistent look and feel of community.
Shop local first efforts. Convene local business owners to hear direct-
ly from their experience in summer 2022 season.
1.5
Convene community part-
Sitka Assembly declare food security a priority.
ners to develop an action
Secure land for community gardens.
plan that will address
Designate CBS employee to support community garden coordina-
the challenges of food
tion, gardening labor, grant writing and other funding opportunities to
security
support efforts, establishing and coordinating neighborhood resil-
iency districts for community disaster preparedness. Remove the tax
on food. Agricultural zoning to allow lower tax rate for people growing
food. Lower utility rate for vertical gardening.
Improve access to fresh produce. Vertical indoor gardening to provide
year-round produce. Support soil health through composting. Priori-
tize edible landscaping over ornamental on public land. Potential part-
ners: Sitka Tribe of Alaska, University of Alaska, Sitka School District,
local radio stations, Alaska Longline Fishermen's Association (ALFA),
local grocery stores, etc. Town hall meeting with community mem-
bers to discuss food security. Conduct a citywide emergency food
drill. Educational programming for emergency food storage. Establish
neighborhood resiliency districts to support emergency food pre-
paredness. Work with fishing industry partners to donate seafood to
food insecure community members. Create a pool of funds to support
processing of seafood, storage, and distribution.
44
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2. Improve communi-
2.1
Develop a communi-
Town hall meetings with trained moderators.
cations and strengthen
ca -tion and engagement
Social media.
relationships within the
plan to increase en -gage-
Local media (newspapers, radio, etc.)
community and organiza-
ment and participa-tion
Update CBS website.
tion
through storytelling and
Public education on role of taxes, how money is allocated, etc.
enhancing Sitka's com-
munication tools and
networks
2.2
Identify opportunities
Sitka Tribe of Alaska
to foster relationships
Filipino community
with underrepresented
groups/populations in the
community and imple-
ment findings to improve
service delivery to these
groups
2.3
Annually convene
non -profits, CBS boards
and commissions, and
other community groups
for a community summit
to discuss community
chal-lenges, updates, and
opportunities for col -lab -
oration
3. Align resources and
3.1
Develop a fiscal policy
financial and economic
that includes guidelines
policies for a sustainable
for areas of fiscal op -
community
erations such as debt
management, infrastruc-
ture replacement, metrics
for fiscal health of funds,
reserves, and other areas
3.2
Prepare financial forecasts
and life cycle models for
all assets to bring resourc-
es in alignment with the
City's top priority needs
3.3
Convene economic
Internships and mentorships with local businesses.
partners to explore the ad-
Align industries with courses offered at high school so graduates are
dition of business support
more prepared for available jobs.
services and employment
Foster partnerships between business community and Sitka School
training programs
District.
Support working waterfront, fix seawall, affordable harbor rates
3.4
Identify and implement
policies that will balance
the economic benefits of
tourism with the impacts
on Sitkan's quality of life
PVA
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4. Plan and invest in sus-
4.1
Identify and pursue fund-
Higher property tax for non-residents.
tainable infrastructure for
ing to address existing
Progressive income tax.
future generations
capital needs and de-
Revisit property tax and sales tax exemptions for senior residents.
ferred maintenance
4.2
Develop asset man-
agement plans for future
capital investments
4.3
Identify the levels of
service for CBS's infra-
structure and identify
the resources needed to
support these levels
4.4
Collaborate with public
land management agen-
cies and stakeholders
to maintain and develop
sustainable active trans-
portation infrastructure,
including parks, fields,
cabins, trails, and water
access
5. CBS is recognized as
5.1
Develop a workforce
Training varies greatly by department - communicate opportunities
being a great place to work
development plan that
and make it accessible to all
and excellent service pro-
outlines clear policies for
vider to the community
staff training and profes-
sional development
5.2
Prepare a succession plan
Conduct a salary survey.
that addresses develop-
Evaluate employee support and wellness programs.
ment of the current work-
Develop internship opportunities targeted for Sitka students.
force and future workforce
recruitment and retention
strategies
5.3
Improve customer service
Provide customer service training for employees.
levels and evaluate pro-
Bring more services online to allow people to do business with CBS
cess improvements for
outside of business hours.
service delivery
Evaluate improvements to trash service and receptacles.
5.4
Identify and develop nec-
essary standard policies
and procedures to pro-
mote organization -wide
stability and service -level
consistency
5.5
Develop an internal com-
munication and engage-
ment plan and policies to
improve the flow of infor-
mation in the organization
and increase employee
engagement
28
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AGENDA ITEM #2.a.
SUMMARY OF COMMENTS RECEIVED SEPT. 5-19 ON THE STRATEGIC PLAN
The draft strategic plan was presented to the Assembly on September 1, 2022. Following the presentation,
the plan was posted online with a community comment form to submit feedback on the draft plan. Twenty one
comments were submitted, and a summary of those comments are provided below:
Do you feel the CBS Strategic Plan reflects your priorities for the next five years?
21 Responses:
» 13—No
» 5—Y
» 3 — Somewhat
Comments:
» Doesn't include access to nature
» Doesn't include commercial fishing industry — shipyard
» Want more separation from U.S. Forest Service
» No mention of active transportation (walking and biking)
» No mention of trails, parks, or recreation, access to nature
» No boat haul -out
» No sure it is feasible for Sikta to limit # tourists
» Get buses off road
» Make arts a priority
» Keep quality of schools
» Substance abuse/domestic violence
» It does not require robust financial analysis, quantitative analysis, and marketing research to support key resource
allocation decisions.
» Does not include aging school infrastructure or plans for replacement
» Concern that succession planning will never happen
What would you add, remove, or change?
» Tourism
» Financial transparency and stewardship with infrastructure, utilities
» Access to nature/trails, cabins, etc.
Comments:
» Work with other agencies to support trail and cabin system (Sitka Trail Works)
» Wants transparency on enterprise fund and electrical infrastructure upgrades
» More time for public comment — difficult for commercial fishing industry to weigh in
» Work with other agencies to develop an off-road trail system
» Work with legal team to remove fees the U.S Forest Service charges the community of Sitka
» I would like to see more attention given to
» size and shape of tourism and the benefits vs. the impact on quality of life for residents
» tax structure for seasonal residents, especially as it relates to income producing operations and property ownership
» sustainability and support of our substantial fishing industry, which also strongly supports our quality of life
» Look at financial models for utility master plans
» Under the infrastructure topic we need to closely evaluate the assumptions that engineering planners use to develop our utility
Master Plans to ensure we are not inflating future costs unnecessarily.
» Second, we need to closely evaluate the financial models used by Finance to make sure we are not duplicating and thus
compounding inflation factors that may already be embedded in the utility Master Plans.
» The community should consider a local annual dividend payment for residents, so we feel we are sharing in the financial windfall
from the cruise income.
» I would add improvements for walkers and bikers. Young and many older people cannot drive.
» If CBS is to support the essential service of walking and biking facilities, CBS staff need to actively collaborate with other public
land management agencies and stakeholders to maintain and develop shared infrastructure. Sitka Trail Works recommends
an action, under Goal 1 or Goal 4, that encourages improved planning and coordination. 4.4 Collaborate with public land
management agencies and stakeholders to maintain and develop sustainable active transportation infrastructure, including parks,
fields, cabins, trails, and water access.
» As the only non-profit dedicated solely to improving Sitka's outdoor recreation infrastructure, Sitka Trail Works is currently
leading a multi -jurisdictional trail planning process. Our public engagement process has reached over 800 Sitkans, including 787
who responded to the 2022 Trail Plan Survey, 94% of whom reported using the trails at least several times a year.
» Eliminate the"sustainability"effort. This is simply virtue signaling and a waste of time, effort, and money. Simply focus on
delivering services as cheaply and efficiently as possible. Get out of the way of private industry and let market forces take care of
affordability and availability.
» One area I do applaud this effort is the area of tourism and quality of life. I am suspicious that the effort will be not focused on
quality of life, but on the almighty tourist dollar at the expense of quality of life. This past summer the unrestricted onslaught of
cruise ship passengers definitely lowered the quality of life for residents. There has to be a balance and a serious discussion
about this. Independent travelers had no chance to go visit the many sites around Sitka because of the crush of humanity.
29
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Residents couldn't enjoy them either. The number of ships needs to be restricted with a few days a week with none so residents
and independent travelers have opportunities. If part of this effort is to help local businesses why not focus on businesses that
stay open all year and not shut down when the tourist season is over.
n Fewer visitors
• 1.3 Identify opportunities to relieve the burden of utility costs Explore utility bill credit program for sustainability measures
taken on Property —this sounds like it would only benefit property owners. What about renters? People who rent have no
control over the sustainability measures that a building owner might take. How can utility costs be made more manageable for
renters?
• I personally was less invested in the communication and the City employee development aspects.
• There is focus on affordable housing and utilities. However, there are parts talking about income tax, reduction of sales tax
exemptions, etc. sustainability includes taxes. Saving money from utilities to only increase taxes is a fools errand. The city needs
to leverage new revenue streams not from residents. Invest that into the community and stop increasing taxes. There is
a breaking point. Also, limiting tourism due to a minority of the population is foolish. Sitka's growing tourism industry is the only
growing economic industry, other than government. Don't stop this growth, as this is the future of our economy.
• Add: let residents be financially secure and use their homes the way they want, short term rentals.
• Engage with former employees to learn from their experiences, pass on institutional knowledge, etc.
• Set up system to tie strategic plan and budget so as to not inadvertently fund anything that is not in the strategic plan
• Healthcare services + costs
• Staff communication with the public+ customer service
• Prioritize cultural equity
[Cie]
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AGENDA ITEM #2.a.
�9tihe Future To
3` 9
`o
�o
\\Sitka, Alaska//
Sitl�a
City and Borough of Sitka
100 Lincoln Street
Sitka, AK 99835
_
www.cityofsitka.com
907.747.1800
her z,
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AGENDA ITEM #2.b.
KODIAK ISLAND BOROUGH
STAFF REPORT
JANUARY 25, 2024
4 '
x ASSEMBLY WORK SESSION
SUBJECT: Consideration And Discussion To Change The Travel Policy
ORIGINATOR: Dora Cross, Finance Director
RECOMMENDATION:
Update the travel policy to define eligible expenditures and clarify procurement requirements
associated with allowable repayment per the IRS and GSA travel requirements.
DISCUSSION:
ALTERNATIVES:
FISCAL IMPACT:
OTHER INFORMATION:
Kodiak Island Borough Page 39 of 109
Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.b.
Kodiak Island Borough
Travel Policy
Date Issued: xx/xx/xxxx
PURPOSE
To outline the Borough's travel arrangement procedures and guidelines for business
related travel.
SCOPE
This policy applies to all employees and elected or appointed officials who are
authorized to travel for Borough business. It does not address expenses associated
with travel not specified in the policy, nor compensation for time spent working at the
destination.
POLICY
All Borough travel must be approved and processed in accordance with this policy.
The Borough will not reimburse expenses incurred that violate this policy. Travelers
should attempt to travel by the most economical method possible and travel only when
necessary to perform Borough duties and to further Borough objectives. Employees in
positions classified as non-exempt, under the Fair Labor Standards Act (FLSA), may
be eligible for compensation for the time they spend traveling. The compensation of a
non-exempt employee receives depends on the type of travel and times of travel.
POLICY DETAIL
A. COMPENSATION
Since the regular working hours of full-time Borough employees consist of five-day
weeks, Flexible Scheduling Agreements can be used to document a change in the
regular Monday — Friday work week. For example: If travel on Sunday is necessary for
a Monday conference, a Flexible schedule Agreement could temporarily change the
Monday — Friday work week to a Monday — Thursday and Sunday work week.
The chart below summarizes compensation requirements for travel as they relate to
normal work hours and normal workdays:
Normal Workday Not a Normal Workday
Normal work hours Compensable Compensable
Non -work hours Generally non -compensable Generally non -compensable
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1) All in a Day's Work (see definition at H.1)
Non -compensable time:
a. Travel from the employee's residence (home, hotel, etc.) to the airport,
ferry terminal, etc., and vice versa (considered regular commuting)
b. Meal breaks
Compensable time:
c. Time spent traveling, as a passenger, excluding [la -b] above
d. Flight delay
e. If an employee is unable to return on the same day due to
circumstances beyond their control (weather, mechanical problems,
etc.), review overnight section.
2) Overnight (see definition at H.5)
Non -compensable time:
a. Traveling from the employee's residence (home, hotel, etc.) to the
airport, ferry terminal, etc., or vice versa (considered regular commuting)
b. Meal breaks
c. Time spent traveling, as a passenger, outside of normal working hours
on any day
Compensable time:
d. Time spent traveling as a passenger, during regular work hours on any day
excluding [2a -c] above
e. Time spent picking up or arranging for the shipment or transportation of
Borough equipment
f. Time spent traveling as a driver, excluding [2a -c] above
g. Flight delay which requires remaining at the airport
3) Home to Work and Work to Home (see definition at H.3)
Non -compensable time:
a. Traveling to and from the principal work activity
b. Traveling from a town to an outlying site to get to the employer's premises
and the return
c. Driving a Borough vehicle while going to and from home
d. Traveling to work when an employee is called back to work after going
home for the day
Compensable time:
a. Chauffeuring other employees to and from work, as directed by the
employer
b. Driving a Borough vehicle on business
c. Traveling from one job site to another job site during the workday
d. Traveling from an outlying job at the end of the scheduled workday to the
employer's premises
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B. PROCEDURE
1) Approval of Travel Authorizations
Prior to traveling, a Travel Authorization form must be submitted to Finance including
pre -travel cost estimates and approval signatures. The Travel Authorization will be
returned to the employee so that after travel is completed, the post -travel section
and final cost documents can be attached and resubmitted to Finance.
2) Calculating and Reporting Travel Time
Employees are responsible for accurately tracking, calculating and reporting
travel time on their timesheet(s) in accordance with this policy.
Meal periods should be deducted from all travel time.
Travel time should be calculated by rounding up to the nearest quarter hour.
3) Payment of travel and related travel expenses
The Borough is responsible for paying for business related travel and travel related
expenses. Personal payment of expenses is not allowed except for those items,
such as ground transportation, that cannot be paid for in advance of travel.
The Borough will not pay for, nor reimburse, items related to any travelers that are
not the employee, entertainment, movies, laundry service, room service, extra beds
or cribs or other similar expenses.
Under no circumstances will the Borough pay for alcohol.
C. AIRFARE
1) All airfare must be purchased by the Borough and must be in coach class. Travelers
are not required to fly "red-eye" nor stay over a Saturday night to obtain a lower fare.
Travelers may use their personal upgrades to fly business or first class if there is no
extra cost to the Borough.
2) The Borough will not reimburse employees for frequent flyer miles used to fly on
Borough business, however, fees and taxes incurred to use the miles may be
reimbursed.
3) The Borough will pay business related baggage fees.
D. LODGING
1) When traveling, the Borough will pay for lodging the night before official business,
and for each night of an official business day. However, Travelers should attempt to
return on the last official business day (rather than the next day) whenever possible.
2) If a Saturday layover results in lower airfare, the Borough will pay for additional
lodging if the end result is a net savings.
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E. GROUND TRANSPORTATION
1) Use public transportation, shuttles, ride services and taxis if reasonable and less
expensive than rental cars.
2) The Borough is insured for rental car use; rental car insurance will not be
reimbursed. Borough insurance does not cover periods the vehicle is used for
personal reasons.
3) Parking/traffic violations and locksmith fees are not reimbursable.
F. PER DIEM
1) Per diem is an allowance for meal rates only and does not include lodging or
incidentals.
2) The U.S. General Services Administration (GSA, gsa.gov) establishes the per diem
reimbursement rates that federal agencies use to reimburse their employees for
subsistence expenses incurred while on official travel within the continental U.S.
(CONUS), which includes the 48 contiguous states and the District of Columbia.
3) The U.S. Department of Defense (DOD) establishes rates for travel in non -foreign
areas outside of CONUS, which includes Alaska, Hawaii and U.S. Territories. The
U.S. Department of State establishes rates for travel in foreign areas. For more
information on rates established by DOD and the State Department
visit www.defensetravel.dod.mil and aoprals.state.gov.
4) Day travel, during regular working hours, does not include per diem.
5) First and Last Day of Travel - On the day of departure from the permanent work site
and on the day of return, a Traveler receives 75% of the applicable meal rates
regardless of departure or return time.
G. INTERRUPTIONS OR DEVIATION OF TRAVEL FOR TRAVELER CONVENIENCE
1) Any interruption or deviation from the most direct and efficient means of travel for
Traveler's convenience requires prior approval by the manager. Such approvals
must weigh the interests of the Borough as Travelers are not automatically entitled
to deviations for personal convenience. Any abuse of the privilege will result in the
employee losing the privilege to combine personal travel with business/training travel
and can result in disciplinary action.
2) Any additional time or expense resulting from an interruption or deviation for
Traveler convenience shall be borne solely by the Traveler. Travelers are
responsible for researching and purchasing air, car, and lodging for the personal
portion of the travel on their own time. Booking personal travel is not a work function,
and Borough travel planners cannot research or purchase travel outside of the
minimum itinerary required to conduct Borough business.
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3) Travelers should be aware that personal deviations from the Borough -authorized
itinerary may negate workers' compensation coverage and any other Borough
provided travel insurance.
4) When a Traveler interrupts business travel for personal reasons, the following apply:
a) Airfare, per diem, travel allowances, and reimbursements are calculated for the
minimum itinerary that is required to conduct Borough business, without regard
for the actual itinerary that includes the deviation for personal convenience.
a. For example: A Traveler is traveling on Borough business (in Seattle) and
the business is concluded at noon on Wednesday and for personal
reasons, the Traveler will be taking a side trip to Portland and will be
returning to the work site the following Monday from Portland. In this
example, the Traveler's entitlement to airfare, per diem, mileage, wages
and other travel reimbursements ends at the conclusion of the conference.
b. For example: A Traveler is traveling on Borough business (in Seattle) and
the business begins at 8am on Monday and for personal reasons, the
Traveler begins travel on Saturday from Las Vegas. In this example, the
Traveler's entitlements for airfare, per diem, mileage and other travel
reimbursements begin Sunday at the check in at the hotel.
b) If the only deviation is an extension of dates on either end of the Borough -
authorized business destination, no additional per diem or travel allowances will
be allowed for the non -business portion of the stay.
a. For example: A Traveler is traveling on Borough business (in Seattle) and
the business is concluded at noon on Wednesday and for personal
reasons, the Traveler has delayed the trip returning to the work site until
Sunday. In this example, the Traveler's entitlement to per diem, mileage,
wages and other travel reimbursements ends at the conclusion of the
conference. However, since the origin of the flight for the return trip to the
work site has not changed, airfare, per diem, wages and other travel
reimbursement is reinstated at the resumption of travel.
c) A Traveler requesting to use personal discount coupons, purchase companion
travel, or travel that increases airfare, will make the transportation arrangements
for the entire trip on their own time. These arrangements will be purchased by the
Traveler using a personal form of payment instead of a Borough form of
payment. Request for reimbursement of the Borough's portion of the airfare can
be requested after travel is complete.
d) A Borough -authorized fare quote must be obtained before personal travel is
booked or at the time the travel is approved, whichever is later, for a price
comparison to determine Traveler reimbursement. After travel is complete, the
Traveler must present a copy of the ticket receipt or itinerary showing payment
and the Borough -authorized fare quote to obtain reimbursement. The Borough
will reimburse the lesser amount of either the deviated ticket purchased or the
Borough -authorized fare quote.
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AGENDA ITEM #2.b.
e) Rental cars obtained for official Borough business are authorized only for the
minimum business itinerary. The rental period may not extend to personal
travel.
f) Any additional time that reduces the Traveler's work week related to indirect
travel will be charged to leave or leave without pay. In the example 4 a)
above, the employee's leave status would begin Wednesday at noon at the
conclusion of Borough business. Leave in conjunction with business travel
must be documented in prior approval and supervisors are responsible for
ensuring that leave is reported appropriately for Travelers they supervise.
g) Per diem is allowed when a Traveler is granted leave due to illness with the
Manager's approval. However, the per diem allowance shall not be
authorized for a period of illness exceeding three calendar days in any one
period of absence.
h) Employees combining business and personal travel are responsible for being
informed regarding the travel policies and cautioned that airfares may result
in a liability to the employee, should the reason for the business travel be
cancelled. Employees leaving on vacation in conjunction with the business
event will become responsible for all costs should the business event be
cancelled. Employees opting not to travel if the business event is cancelled
will be responsible for the cost of travel that the Borough cannot recover that
was attributable to the personal portion of the airfare. The employee may be
reimbursed, at the Borough's option, for the business portion of unused
tickets. The business portion of unused tickets paid to employees must be
monitored as Borough assets until they are used or expire. Employees
leaving the Borough prior to the expiration of such a ticket are required to
return the Borough payment for any business portion that is still available for
use by the employee.
Voluntary denied boarding compensation where the Traveler voluntarily
vacates their seat and takes a later flight may be retained by a Traveler
(viewed as an insignificant personal travel credit under ethics rules). A
Traveler cannot volunteer for denied boarding on an outbound flight unless
the Traveler has previously approved personal travel for the beginning of the
travel period. Nor may a Traveler volunteer for denied boarding if it may
cause a delay in return to work. By accepting a voluntary bump on the return
portion, the Traveler puts himself on personal travel rather than Borough
business. Travel Status ends, no further per diem is allowed, and all Borough
insurance coverage ceases for the duration of the trip. The Traveler is
responsible for any additional travel expenses caused by the voluntary
action.
j) Frequently Asked Questions: httr):Hdoa.alaska.gov/dof/travel/fags.html
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H. DEFINITIONS
1) All in a Day's Work
An employee sent out of town for one day is not paid for the time spent traveling
from home to the local plane or ferry terminal. The employee must be paid for all
other travel time, except meal periods. When an employee is directed to
temporarily report to another work site for training, which is within normal
commuting distance from the employee's assigned work site, it is considered
home to work travel.
2) Crossing Time Zones
Compensable time is based on the place of origin. For example, when an
employee travels from Kodiak to Washington, D.C., compensable time is based
on Kodiak time. For the return, compensable time is based on Washington, D.C.,
time.
3) Home to Work and Work to Home
Home to Work and Work to Home is also called commute time. It is well
established that normal travel from home to work is not working time, no matter
how long the commute. An employee is not at work until they are at the work
site.
4) Normal Commuting Distance
Normal travel between home and work is not working time, no matter how long
the commute. In an ordinary situation where an employee commutes to and
from the work site, even if the employee must travel to different work sites, the
employee is not entitled to additional compensation for the travel time.
5) Overnight Travel or Travel Involving more than One Work's Day
When an employee travels overnight on business, they must be paid for time
spent traveling (except for meal periods) during their normal working hours on
their non -working days (such as Saturday, Sunday and holidays), as well as on
their regular working days.
For example, if an employee is scheduled to work 8:00 a.m. to 5:00 p.m.
Monday through Friday and the employee is required to travel between the
hours of 6:00 p.m. and 11 p.m. (on any day of the week), the employer is not
required to pay for the travel time. If, however, the employee is required to
travel between the hours of 8:00 a.m. and 5:00 p.m. (on any day of the week),
the employer is required to pay for the travel time.
6) Traveling with Coworkers
When traveling with more than one employee, the compensable hours may
vary for each employee. For example, an employee who drives to the airport
to attend training with three coworkers as passengers. If the trip is made
before or after normal work hours, only the driver is working. If the trip occurs
during normal business hours, all employees are compensated.
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AGENDA ITEM #2.b.
7) Waiting to Engage vs. Engaged to Wait
Waiting to engage is the time an employee may appear to be on company
time but is not required to be on company time. For example, an employee is
traveling all in a day and is required to check-in one hour before their flight is
scheduled to depart. If the employee chooses to arrive at the airport 1 '/2
hours before the scheduled departure time, the initial'/2 hour is not
compensated. If there is no designated check-in time by the carrier, check-in
time with default to 1 hour before departure.
Engaged to wait is the time an employee is required to wait during travel. For
example, an employee's flight is delayed and they are directed by the airline
to remain at the airport in preparation for boarding, if they are unable to use
the time effectively for their own purposes, they are compensated for the
duration of the delay.
Note: Waiting time is compensable if it is not of sufficient duration that an
employee could reasonably use the time to do other things. For example: if a
flight is delayed four hours and the employee does not have to remain in the
airport, the entire four hours may not be compensable. If the employee is
required to remain in the airport for the entire delay, regardless of its length,
the time is compensable.
8) Work
Work includes the commonly understood productive employee time.
9) Work Site
Work site is the location where the employee begins work, as assigned by the
employer. For example, an employee is directed to report to local convention
center to attend training.
I>�7��•1�13��
Defense Travel Management Office:
https://www.travel.dod.mi[fTravel-Transportation-Rates/Per-
Diem/#:—:text=Per%20die m%20is%20a%20set,whi le%20on %20official%20government
%20travel.
State of Alaska: https://doa.alaska.gov/dof/payroll/traveltime.html
U.S. Department of Labor: https://www.dol.gov/general/topic/workhours/traveltime
U.S. General Service Administration: https://www.gsa.gov/travel/plan-book/per-
diem-rates/frequently-asked-questions-per-diem#1
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STATE OF ALASKA
DEPARTMENT OF ADMINISTRATION
DIVISION OF PERSONNEL
STANDARD OPERATING PROCEDU
III. Travel as Time Worked
A. Purpose
AGENDA ITEM #2.b.
State Admin Travel
Procedures
To provide departmental human resources staff with guidelines regarding when to
credit work time to an overtime eligible employee who is in travel status.
B. Scope
All classified and partially exempt overtime eligible employees are subject to this
policy.
C. Authority
29CFR
AS 39.25.150(18)
2 AAC 07.390
The collective bargaining agreements provide additional specific provisions.
D. Policy
Overtime entitlements shall be identified in accordance with the Fair Labor
Standards Act (FLSA), unless a more favorable benefit is provided by contract.
When determining entitlements for an employee in the Labor, Trades and Crafts
Unit, special attention must be paid to the collective bargaining agreement as its
provisions are significantly different from the other agreements.
E. Procedures
1) Verify the employee's overtime eligibility.
2) Review relevant timesheet, travel questionnaire or report, and other materials as
needed. Confirm accuracy of data.
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Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.b.
STATE OF ALASKA
DEPARTMENT OF ADMINISTRATION
DIVISION OF PERSONNEL
STANDARD OPERATING PROCEDUR
3) In accordance with the applicable contract or the FLSA, identify:
a) Any periods of travel time; and
b) All travel time that is also time worked.
4) Determine if travel time is compensable in accordance with:
a) Applicable contract;
b) The FLSA
i) All in a Day's Work (see definition at F.6)
(1) Non -compensable time:
(a) Travel from the employee's residence (home, hotel, etc.) to the
airport, ferry terminal, etc., or vice versa
(b) Meal breaks (one-half hour or longer) while in travel status
(2) Compensable time:
(a) Time spent traveling, as a passenger, excluding (1)(a) above
(b) Flight delay
(c) If an employee is unable to return on the same day due to
circumstances beyond his/her control (i.e., weather, mechanical
problems, etc.), the overnight section (ii) below is applied.
ii) Ovemight (see definition at F.7)
(1) Non -compensable time:
(a) Traveling from the employee's residence (home, hotel, etc.) to the
airport, ferry terminal, etc., or vice versa
(b) Meal breaks (one-half hour or longer) while in travel status
(c) Time spent traveling, as a passenger, outside of normal working
hours on any day
(2) Compensable time:
(a) Time spent traveling as a passenger, during regular work hours on
any day excluding ii(1) above
(b) Time spent picking up or arranging for the shipment or
transportation of State equipment
(c) Time spent traveling as a driver, excluding ii(1) above and in
accordance with Section 472 of the Thompson Guide on FLSA
29.C.F.R.785.38
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AGENDA ITEM #2.b.
STATE OF ALASKA
DEPARTMENT OF ADMINISTRATION
DIVISION OF PERSONNEL
STANDARD OPERATING PROCEDU
(d) Flight delay which requires remaining at the airport
iii) Home to Work and Work to Home (see definition at F.3)
(1) Non -compensable time:
(a) Traveling to and from the principal work activity (Portal -to -Portal
Act; 29 CFR, Chapter 9)
(b) Traveling from a town to an outlying site to get to the employer's
premises, and the return
(c) Driving a State vehicle while going to and from home
(d) Traveling to work when an employee is called back to work after
going home for the day
(2) Compensable time:
(a) Chauffeuring other employees to and from work, as directed by the
employer
(b) Driving a State vehicle on business
(c) Traveling from one job site to another job site during the workday
(d) Traveling from an outlying job at the end of the scheduled workday
to the employer's premises
5) Pay employee according to applicable contract provisions first. If none exist,
then pay employee according to the FLSA.
F. Definitions
1) Work
Work includes the commonly understood productive employee time. Work also
includes break periods of 15 minutes or less, training required or approved by the
employer, and certain employee travel (discussed below).
2) Travel Time
According to the FLSA, certain travel time is compensable. The FLSA's
definition of travel is independent of the definition of "travel" or "travel status" as
it relates to per diem, meal allowances, or employer liability for worker's
compensation purposes. Travel time includes check-in and baggage pick up
time. Employee status during travel time is either as a passenger or a driver or
pilot.
AAM60.Travel is applicable when determining mileage and per diem only. It is
not applicable when determining Travel as Time Worked as outlined in this SOP.
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AGENDA ITEM #2.b.
STATE OF ALASKA
DEPARTMENT OF ADMINISTRATION
DIVISION OF PERSONNEL
STANDARD OPERATING PROCEDU
3) Home to Work and Work to Home
Home to Work and Work to Home is also called commute time. It is well
established that normal travel from home to work is not working time, no matter
how long the commute. An employee is not at work until s/he is at the work site.
4) Work Site
Work site is the location where the employee begins work, as assigned by the
employer. Example: employee is directed to report to local convention center to
attend training.
5) Crossing Time Zones
Compensable time is based on the place of origin. For example, when an
employee travels from Juneau to Washington, D.C., compensable time is based
on Juneau time. For the return trip, compensable time is based on Washington,
D.C., time.
6) "Travel, All in a Day's Work"
An employee sent out of town for one day is not paid for the time spent traveling
from home to the local plane or ferry terminal. The employee must be paid for all
other travel time (except any time spent eating while traveling).
When an employee is directed to temporarily report to another work site for
training, which is within normal commuting distance from the employee's
assigned duty station, it is home to work travel.
7) Overnight Travel or Travel Involving more than One Work Day
When an employee travels overnight on business, s/he must be paid for time
spent traveling (except for meal periods) during his/her normal working hours on
his/her non -working days (such as Saturday, Sunday, and holidays), as well as
on his/her regular working days.
8) Waiting to Engage vs. Engaged to Wait
Waiting to engage is the time an employee may appear to be on company time
but s/he is not required to be on company time. For example: the employee is
traveling all in a day and is required to check-in one hour before his/her flight is
scheduled to depart. If the employee chooses to arrive at the airport 1 '/z hours
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AGENDA ITEM #2.b.
STATE OF ALASKA
DEPARTMENT OF ADMINISTRATION
DIVISION OF PERSONNEL
STANDARD OPERATING PROCEDUR
before the scheduled departure time, the initial 1/2 hour is not compensated. It is
waiting to engage time.
Engaged to wait is the time an employee is required to wait during travel. For
example: an employee's flight is delayed. S/he is directed by the airline to
remain at the airport in preparation for boarding and is unable to use the time
effectively for his/her own purposes. S/he is compensated for the duration of the
delay. It is engaged to wait time.
Note: Waiting time is compensable if it is not of sufficient duration that an
employee could reasonably use the time to do other things. For example: if a
flight is delayed four hours and the employee does not have to remain in the
airport, the entire four hours may not be compensable. If the employee is
required to remain in the airport for the entire delay, regardless of its length, the
time is compensable.
9) In Conjunction with a Day's Work (LTC only)
Time may be considered as in conjunction with a day's work when it is directly
attached to the scheduled workday. For example: the employee's scheduled
work day is 8:00 — 4:30. S/he travels from 4:30 to 5:30. This travel time is in
conjunction with a day's work for LTC employees only.
10)Normal Commuting Distance
Normal travel between home and work is not working time, no matter how long
the commute. In an ordinary situation where an employee commutes to and from
the work site, even if the employee must travel to different work sites, the
employee is not entitiled to additional compensation for the travel time.
G. Addenda
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AGENDA ITEM #2.b.
State of Alaska
Travel Policy
AAM 60. TRAVEL
60.010
Introduction to Travel
04/13
60.020
Travel Definitions
11/22
60.030
E -Travel
04/14
60.040
Travel Approvals
08/20
60.050
Travel Purchase Policies
10/15
60.060
Payment Methods for Transportation and Expenses
10/19
60.065
Taxes Related to Travel
01/11
60.070
Travel Advances
06/18
60.080
Interruption or Deviation of Travel for
01/21
Traveler Convenience
60.090
Unused Transportation and Accommodations
07/14
60.100
Airline Delays, Rescheduling, and Overheading
01/07
60.110
Excess Baggage
04/05
60.120
Rental Cars
10/15
60.130
Airport Shuttle, Courtesy Van, and Taxi Service
10/15
60.140
Privately Owned Vehicles
10/16
60.150
Privately Owned Aircraft
11/22
60.160
Charters and Group Transportation
01/10
60.170
Alternatives to Travel
04/05
60.180
Boards and Commissions
01/07
60.190
Health and Safety of Travelers
01/10
60.200
Travel Related to Contracts
10/08
60.210
Traveler Reimbursement
11/22
60.220
Travel Expenses - Required Receipts and
10/15
Documentation
60.230
Third Party Reimbursements
01/07
60.240
Lodging Types and Rates
05/16
60.250
Meal and Incidental Expense Allowances
10/19
60.260
Contracting for Subsistence
07/05
AAM 60.010 Introduction to Travel (04-13)
The travel policies of the State of Alaska are adopted by the
Commissioner of the Department of Administration in accordance with
AS 39.20.160. State agencies and Travelers are required to comply with
these policies whenever traveling on state business and are prohibited
Alaska Administrative Manual — Accounting
Travel
60.1
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from adopting their own policies that differ from statewide policies
without the approval of the Commissioner of Administration.
Commissioners or designee may approve policy exceptions on a trip -by -
trip basis for subordinate personnel within their agency based on
documented circumstances or unique business requirements. Policy
exceptions for commissioners must be approved by the Commissioner of
the Department of Administration. Policy exceptions for the Department
of Administration must be approved by the Governor's Chief of Staff.
The purpose of the travel policies is to provide approval to travel on state
business, and to provide reimbursement for actual and necessary expenses
incurred by Travelers while traveling on state business. The policies apply
uniformly to all Travelers unless otherwise provided for by a collective
bargaining agreement. When there is a conflict between these policies and
a collective bargaining agreement, the relevant provisions of the collective
bargaining agreement supersede. State agencies may not impose more
restrictive rules than set forth in the travel policies or in collective
bargaining agreements.
AAM 60.020 Travel Definitions (11-22)
Commercial Lodeina Facili
A Commercial Lodging Facility is a licensed entity that is in the business
of selling lodging to the general public and includes hotels, inns, motels,
apartments, and campgrounds.
Travel Administrator
Travel Administrators are agency personnel responsible for maintaining
the travel profiles for their agency. They may or may not also be the
Travel Coordinator.
Travel Coordinator
Employee designated within an agency to oversee the travel function.
Travel Coordinators assist and train travel planners, monitor travel
operations, and make recommendations on statewide travel policy.
Du1y Station
The Duty Station of a Traveler includes the city, town, or village within 50
miles of where the Traveler spends the major portion of their working
time, or the place to which the Traveler returns to duty on completion of
special assignments. On a case-by-case basis, commissioners or designee
may identify a radius or commuting area that is broader than 50 miles
within which Per Diem will not be allowed for travel within one calendar
day.
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A Traveler that performs official state business duties within their defined
Duty Station is not eligible for privately owned vehicle mileage
reimbursement. Commissioners or designee may approve exceptions on a
case-by-case basis based on documented circumstances or unique business
requirements. See AAM 60.140 for details on taxability of such an
allowance.
Emergency
An Emergency is defined as an unforeseen set of circumstances that calls
for immediate action. Emergencies include those that are the result of
business-related occurrences, as well as personal situations. Personal
emergencies generally do not affect Travel Status, except in the following
cases:
• Traveler suffers a serious health condition [as defined by
AS 39.20.550(5)1 while in Travel Status
• Death of an immediate family member [as defined by
2 AAC 08.999(c)] occurs while Traveler is in Travel Status
• Other situations deemed by agency management as severe enough
to affect Travel Status
E -Travel
Managed travel program for the State of Alaska Executive Branch.
E -Travel Management Team
Comprised of the State Travel Manager, as well as others from the
Division of Finance that support this program.
E -Travel Online
Online booking tool used for travel arrangements provided by the travel
management contractor.
Lodging Allowance
Lodging Allowance is the portion of Per Diem that covers lodging,
generally the actual cost of the Traveler's hotel room, unless otherwise
stated in individual bargaining unit agreements.
M&IE
Meals and Incidental Expense allowance is the portion of Per Diem that
reimburses Travelers for the cost of meals and incidental expenses
including discretionary tips.
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Non -Commercial Lodeine Facili
A Non -Commercial Lodging Facility may include, but is not limited to, a
public facility in a rural setting such as a community building or school,
motor home, or private home. Such facilities will generally lack amenities
such as shower, kitchen, and bedroom/sleeping quarters.
Per Diem
Per Diem allowance is a daily payment instead of reimbursement for
actual lodging and meal expenses. It is separate from transportation and
other miscellaneous expenses.
Residence
The Residence of a Traveler is the location, or within 50 miles thereof,
where the Traveler maintains the primary dwelling.
If a Traveler maintains multiple residences, the commissioner of the
agency shall designate the residence that bears the most logical
relationship to the Traveler's Duty Station as the Traveler's primary
residence. Factors to be considered in determining the primary residence
include: the time ordinarily spent performing duties at each location; the
degree of business activity at each location; the relative amount of state
wages earned at each location. Agencies may also contact the Division of
Finance for assistance.
Ticket Class
Lowest ticket class on a regularly scheduled airplane, ship, or train that is
the most direct route to accomplish the business purpose of the travel.
Travel Planners
Individuals within each agency that support Travelers by making travel
arrangements, explaining policies, ensuring travel is approved prior to
purchase, and ensuring reimbursement occurs timely after travel is
complete.
Traveler
Throughout these policies, Traveler usually means a state official or a
person employed by a state agency. At times, an agency may require board
or commission members, volunteers, wards of the state, or other
nonemployees to travel on state business. The agency must generally
apply the same travel policies for nonemployees, except when travel
reimbursement terms under a professional service contract differ as
discussed in AAM 60.200.
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Travel Authorization
A form approved by the Department of Administration used to document
pre -travel approval and final travel related expenses.
Travel Expenses
Transportation expenses consist of commercial carrier fares,
vehicle mileage allowances, taxi fares, bus fares, and other
essential transportation expenses while on official state business.
The Per Diem consists of two parts, meals and incidental expenses,
and lodging.
Other expenses consist of charges for business telephone calls,
internet, parking fees, Emergency purchases of supplies, and other
charges necessary to conduct official business.
Travel Status
Travelers shall be considered in Travel Status from the time an authorized
trip begins until it ends. An "authorized trip" is a trip approved in
accordance with administrative manual guidelines and where a Traveler
travels outside the boundaries of the Duty Station. An authorized trip
begins when a Traveler is leaving the Duty Station and:
• A Traveler leaves the normal work location during normal work
hours; or
• A Traveler leaves the residence outside normal work hours.
An authorized trip ends when:
A Traveler returns to the normal work location during normal work
hours; or
A Traveler returns to the residence if the trip ends outside normal
work hours; or
A Traveler accepts voluntary denied boarding compensation. Refer
to AAM 60.080 Interruption or Deviation of Travel for Traveler
Convenience.
Refer to:
h":Hdoa.alaska.gov/dop//ppdb/SOP/ChO8TravelasTimeWorked/traveltim
eworkSOPrevl .pdf for policies on compensation for travel as time
worked.
Travel Status is either short-term or long-term and Per Diem allowances
vary according to status. The determination of short-term or long-term is
based upon the duration and type of lodging facility provided to the
employee. See AAM 60.240 for further guidance. A brief return of the
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employee to their Duty Station for business or personal convenience does
not disrupt the long-term status of the trip.
A Traveler is not in Travel Status for local travel or day trips. The
following are some examples of Travelers who would not be considered in
Travel Status under the local travel or day trip provision:
A state trooper while on patrol in his/her assigned territory.
A safety inspector whose normal duties include driving from
his/her normal Duty Station to a construction site for purposes of
conducting an inspection.
A health inspector whose normal duties include driving from
his/her normal Duty Station to various communities to inspect
facilities.
A mileage reimbursement form or suitable documentation must be used to
reimburse transportation costs when the Traveler has met Travel Status by
performing official state business duties outside their defined Duty
Station.
AAM 60.030 E -Travel (10-19) j
The Department of Administration has established E -Travel as the
managed travel program serving the State of Alaska Executive Branch,
including employees, members of boards and commissions, inmates,
witnesses, and other individuals that travel on official State business.
E -Travel is comprised of:
• Travel policies contained in AAM 60.
• E -Travel Online, which is the online booking tool configured for
State of Alaska travel policies used for researching and purchasing
travel.
• Travel management contractor.
• Other contracts with vendors in the travel industry including
airlines, hotels, and rental car agencies.
• E -Travel Management Team.
• Travel Coordinators, Travel Administrators, and Travel Planners
within each agency.
• Employees and others traveling on official State business.
Travel Management Contract
All travel paid by a State of Alaska Executive Branch agency must use the
travel management contractor unless it is listed as optional under the
service standards for performance on the Division of Finance travel web
site, or a waiver has been granted by the Department of Administration.
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All contracted travel personnel are required to sign and adhere to a
confidentiality agreement. The confidentiality agreement prohibits
contracted personnel from discussing state travel arrangements with
anyone that does not have a valid State of Alaska -related business need to
know. The agreement includes a liquidated damage clause for breach of
confidentiality.
Traveler Profile
An electronic Traveler profile is required for booking travel. As a general
rule, employees who will travel as part of their jobs should have individual
Traveler profiles. The state information in these profiles is maintained by
Travel Administrators. Optional information such as mileage number or
seat preference may be entered by the Traveler. Traveler profile
instructions are available on the Division of Finance travel web site.
Aeencv Travel Policies
Within the confines of this section, agencies may establish more specific,
but not more restrictive travel policies.
Travel Purchase Process
Travel may be purchased using E -Travel Online or by calling the travel
management contractor for agent assist services.
Travel Planners should confirm the details of the itinerary before
purchasing. After purchase, the agency is responsible for the carrier's
change fee and any additional service fees to cancel and reissue the ticket.
The Traveler is personally responsible for the change fee when the change
is for personal convenience.
Travel purchases must include the name of the approving official
authorizing the purchase.
Fare Increases
Fares may increase before purchase. The state agency pays the increased
fare unless it is a travel management contractor delay, in which case the
contractor will absorb the fare increase.
Refunds
Agencies may request a refund for a refundable ticket at any time by
replying to the final itinerary asking the contractor to refund the ticket.
Any unused refundable ticket will be refunded 30 days after the return
date on the ticket by the travel management contractor and the state
agency will be notified.
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AAM 60.040 Travel Approvals (08-20)
Pre -trip Approvals
All travel shall be approved in advance. Travel included on an agency's
commissioner approved travel plan for the fiscal year submitted on the
designated template meets the pre -trip approval requirement. Requests for
travel approval not included on the commissioner approved travel plan
shall be in writing and must document essentials of the travel including
purpose, destination, departure and return dates, a total not -to -exceed
amount, and whether a personal deviation is requested, with any related
leave requests. Other aspects necessary for planning travel include
whether a rental car, travel advance, or reimbursement of actual lodging
costs are requested by the Traveler. Approval of financial coding for the
trip may be required in advance at the agency's discretion. The approval
required depends on the location of the travel:
• Travel within Alaska - Prior approval is required by the agency
and the department's commissioner or designee.
• Travel to the Contiguous United States, Hawaii, British Columbia,
and Yukon Territory - Prior approval is required by the agency, by
the department's commissioner or designee, and by the Governor's
Office.
• Travel Outside the United States - Prior approval is required by the
agency, the department's commissioner or designee, and the
Governor's Office.
Post -travel Expense Approvals
Following completion of travel, actual travel expenses must be
documented for approval in the Travel Authorization Form.
General Travel Approval Policies
• All state travel shall be work-related and essential for state
business.
• Agencies may document pre -approval for certain types of travel
that does not fit the specific trip -by -trip approval process.
• Personal travel plans of the Traveler shall not influence the
approval of state -funded travel. Refer to AAM 60.080 Interruption
or Deviation of Travel for Traveler Convenience.
• Travel Status should be confined to the minimum amount of time
required to conduct the business of the state. As a rule, a Traveler
may travel the day prior if the only available scheduled flights
depart prior to 7:00 a.m. and a Traveler may stay an extra night if
the only available scheduled flights arrive after 10:00 p.m.
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Supervisors may approve exceptions to these travel times when
circumstances justify.
When the required travel period exceeds 15 consecutive days,
division directors may authorize employees to return home on days
off at state expense. Such trips shall not curtail productive work
time, and shall be limited to no more than one per month.
Authorized costs for such trips are limited to the amount of
avoided Per Diem and rental car expense.
Whenever a Traveler and the state opt to share the cost of business
travel, the agreement will be documented in advance, including the
duration of state business within the travel period. For bargaining
unit members, such agreements require the concurrence of the
union and must be authorized by the Division of Labor Relations.
AAM 60.050 Travel Purchase Policies (10-15)
Alaska Statute 39.20.140(b) requires that the state pay no more than "the
lowest ticket class fare for the most direct route" unless specific
exemptions are met:
• lowest ticket class accommodation is not available;
• waiting for lowest ticket class accommodation would cause a delay
harmful to the state; or
• Department of Administration finds that travel by lowest ticket
class accommodation is not in the best interest of the state, and
authorizes other accommodation.
First or business class is allowed if it is offered to the Traveler on a
complimentary basis because of frequent flyer status and upgraded by the
airline involved, except when acting as an escort.
The statutes require purchasing the best fare for the most direct route that
meets the state's business needs. This requirement also applies to
contractors traveling on behalf of the state, regardless of whether the state
is paying the travel expenses directly or reimbursing the contractor. The
best fare does not require the purchase of nonrefundable tickets; agencies
should make this business decision based on the nature of the travel.
Federally funded or reimbursed Travelers are required by 49 U.S.C.
40118, commonly referred to as the "Fly America Act," to use U.S. flag
air carrier service for all air travel. However, an exception to this
requirement is transportation provided under a bilateral or multilateral air
transportation agreement to which the United States government and the
government of a foreign country are parties, and which the Department of
Transportation has determined meets the requirements of the Fly America
Act.
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These agreements are called "Open Skies" agreements. Any international
travel being reimbursed by the federal government should be booked
accordingly. Failure to follow these regulations can affect travel
reimbursement by the federal government.
Travelers and approvers are required to document reasons for declining
savings where the lowest available airfare is not purchased. Variances
from State of Alaska travel policy may be reported to the agency for
analysis.
Electronic ticketing is the method preferred by the state. Paper tickets will
be issued only when necessary.
Travel planners must confirm the name on the Traveler's government -
issued ID before an airline ticket is issued using a generic profile. The
airline ticket must be issued in the name on the government -issued ID.
All air and ferry travel must be ticketed using E -Travel except as noted in
the service standards.
Travelers are generally required to use State of Alaska contracted /
preferred travel providers to ensure we obtain the best fares, rates, and
insurance coverage. The Department of Administration, Division of
General Services has negotiated travel contracts, some of which are
mandatory. All contracts are listed in the Contract Award Manual, and
terms, including allowable exclusions, should be reviewed and understood
before travel is purchased.
State contract airfares are not available for travel by consultants and
contractors, even if their travel is reimbursed by the state.
If an airline lowers a fare and a state -purchased ticket is reissued to a
lower fare, the difference in fare belongs to the state. Airlines sometimes
issue a nonrefundable electronic discount code credit (e -certificate) in lieu
of refunding the form of payment used to purchase the original ticket. This
e -certificate belongs to the state. Travelers are not allowed to use these e -
certificates for personal travel, even if deposited in their personal account
by the airline. The e -certificate number must be given to the Traveler's
agency to be used for future state travel.
Excess costs, circuitous routes, delays, or luxury accommodations
unnecessary or unjustified in the performance of official state business
travel are not acceptable. The Traveler will not be reimbursed for any
additional costs that result from unauthorized travel arrangements.
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AAM 60.060 Payment Methods for Transportation and Expenses (10-19)
The State of Alaska uses two primary methods to purchase transportation
for individuals traveling on official state business:
1. One Card Alaska Corporate Charge Card (Card) -- Agencies shall
issue corporate charge cards to employees who travel. Corporate
charge cards include One Cards and Managed Spend (declining
balance) Cards. Employees with Cards are required to use them for
purchases when the state pays actual costs, as in the case of
transportation and actual lodging expenses.
2. Central Travel System (CTS) Accounts - The State of Alaska has
established CTSs, which are used to purchase airfares and pay for
rental cars for Travelers without Cards. CTSs are ghost accounts for
which plastic cards are not issued.
There may be occasions when neither the Card nor the CTS can be used to
purchase transportation. In these cases, it should be purchased using EFT
or a state warrant.
Alaska Marine Hiahwav
Transportation on state ferries may be authorized when in the best interest
of the state. All ferry transportation will be paid by the employee using
their Card, or by the agency through use of the CTS or an
interdepartmental billing. Staterooms may be paid in advance utilizing the
Card only if the appropriate authorization has been obtained in advance.
Meals are to be paid directly by the Traveler. The Traveler may be eligible
for reimbursement of lodging expenses and/or M&IE in accordance with
AAM 60.240 and AAM 60.250.
LodginE
Frequent Travelers should use their Card to pay for lodging. When the
Card is not available, agencies may choose to use direct billing as the
method of payment.
Meals and Incidental Exnenses
For meals and discretionary tips, the Traveler receives a meals and
incidental expense allowance as described in AAM 60.250. Personal
expenses for meals, phone calls, movie rental, and entertainment must not
be commingled with purchases for lodging expenses on the state Card.
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AAM 60.065 Taxes Related to Travel (01-11)
The travel policies of the state are generally intended to be in compliance
with current IRS regulations as an accountable plan. See AAM 320 for tax
implications related to state travel reimbursement policies.
Travel purchases are expenditures of the state and are generally tax-
exempt under local Alaska tax ordinances when purchased with the Card
or other means of direct payment by the state. The state is subject to the
taxes of other states or localities outside Alaska, and many federal fees
and taxes.
State employees are ultimately responsible for making sure state or local
sales taxes are not charged if using a state charge card to purchase services
or products in Alaska.
Vendors should not be held responsible when Travelers fail to identify
themselves as state employees, and some judgment based on cost/benefit
criteria should be applied when determining when to call the vendor for
credits/refunds for small amounts of taxes on state purchases after the fact.
State agencies should reflect any action taken to retrieve taxes on the
Travel Authorization.
Taxes resulting from purchasing with the Traveler's personal form of
payment are the responsibility of the Traveler unless state payment
methods were not available to the Traveler.
Lodain�
Hotel charges paid directly by the state are generally exempt from local
taxes within Alaska. State exemption from hotel taxes does not extend to
lodging while staying at a hotel during a personal deviation.
It is a Traveler's responsibility to review the hotel bill prior to signing and
ask that taxes, if any, be removed. If the hotel does not remove the taxes
immediately, report this issue to the agency Travel Coordinator.
This policy does not apply to lodging purchased by employees who are
reimbursed a Per Diem allowance for lodging per the terms of their
collective bargaining agreement. This lodging is a purchase of the
employee, not a direct state purchase, and is therefore subject to hotel and
sales tax under local ordinances.
Meals and Incidental Exnenses
The actual costs for meals and other out-of-pocket expenses, as described
in AAM 60.250, are purchases of the Traveler, and are therefore taxable
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transactions under local tax ordinances. The Card should not be used for
meals and incidental expenses to ensure proper tax treatment.
Ground Transportation
The state does not pay taxes on ground transportation within Alaska, but is
responsible to pay other states' taxes and fees. Travelers must identify
themselves as state employees when presenting a state form of payment
for tax exemption within Alaska. The Traveler should circle the fare
amount and write that amount on the total charge line of the receipt. Tips
should not be included with the fare for state payment.
Once the taxes are included they cannot be removed due to local city,
borough, or municipality regulations. It is the Traveler's responsibility to
pay any taxes not removed prior to issuance of receipt.
AAM 60.070 Travel Advances (06-18)
Travel advances are limited to payments made prior to travel
commencing, and are generally calculated at 80% of estimated meals and
incidental expenses. Agencies may authorize higher advances when
circumstances warrant. Agencies may choose to pay travel advances using
either EDI, or through use of the Card at an ATM.
All travel advances require employee notification that any monies owed
the State of Alaska by the Traveler may be deducted from the employee's
paycheck. The Travel Advance Authorization form, available on the
Division of Finance web site, needs to be signed only once by a Traveler
for recovering all subsequent advances through payroll deductions. These
forms should be kept on file by travel planners.
A Traveler shall not receive an additional travel advance until the previous
travel advance and trip has been reconciled and closed out.
A Traveler shall not receive travel advances for same day travel. These
payments are taxable and must be paid through payroll.
Agencies may make exceptions to policies in this section when
circumstances justify.
AAM 60.080 Interruption or Deviation of Travel for Traveler Convenience
(01-21)
Any interruption or deviation from the most direct and efficient means of
travel for Traveler convenience requires prior approval at the agency level
by the appropriate supervisor or designee. Such approvals must weigh the
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interests of the state as Travelers are not automatically entitled to
deviations for personal convenience.
Any additional time or expense resulting from an interruption or deviation
for Traveler convenience shall be borne solely by the Traveler. Travelers
are responsible for researching and purchasing air, car, and lodging for the
personal portion of the travel on their own time. This is not a work
function, and travel planners cannot research or purchase travel outside of
the minimum itinerary required to conduct state business. The business
itinerary must be documented in a state -authorized fare quote (see 3
below) when the travel is approved.
Travelers should be aware that personal deviations from the state -
authorized itinerary may negate workers' compensation coverage. The
greater the personal deviation, the more likely the departure from the
course of employment, and thereby workers' compensation coverage.
When a Traveler interrupts business travel for personal reasons, the
following apply:
Per Diem, travel allowances, and reimbursements are calculated for
the minimum itinerary that is required to conduct state business
without regard for the actual itinerary that includes the deviation for
personal convenience. For example, a Traveler (Anchorage Duty
Station) is traveling on state business (in Seattle) and the business is
concluded at noon on Wednesday. For personal reasons the Traveler
will not return to the Duty Station until the following Monday. In this
example, the Traveler's entitlement to Per Diem, mileage, and other
travel reimbursements ends an hour after the first flight that would get
the Traveler home Wednesday evening is scheduled to land. This
entitlement is not increased if the Wednesday evening flight does not
operate as scheduled, as Travelers relinquish their right to
reimbursement for flight delays once they choose to deviate from the
business itinerary. See Personal Travel FAQs for other examples.
2. A Traveler requesting approved personal air travel deviation for an
alternate routing, personal discount coupons to purchase companion
travel, or travel that increases airfare, will make the transportation
arrangements for the entire trip on their own time. These
arrangements will be purchased by the Traveler using a personal form
of payment instead of a state form of payment. Personal travel
segments cannot be purchased at state -contracted rates. Exception: If
the only deviation is an extension of dates on either end of the state -
authorized dates, agencies may opt to pay for the combined airfare
when purchased if the personal portion can be recovered from the
Traveler's reimbursement after travel is complete.
3. A state -authorized fare quote must be obtained before personal travel
is booked or at the time the travel is approved, whichever is later, for
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a price comparison to determine Traveler reimbursement. To ensure
contract rates are applied the fare quote (air, car, and hotel) must be
obtained in E -Travel Online by capturing the business itinerary and
fare on the purchase page (no fee), or by calling the contracted travel
agency (fee applies). After travel is complete, the Traveler must
present a copy of the ticket receipt or itinerary showing payment and
the state -authorized fare quote to obtain reimbursement. The state
will reimburse the lesser amount of either the deviated ticket
purchased or the state -authorized fare quote. If the Traveler cannot
produce a state -authorized fare quote as instructed above, the Traveler
will be eligible for a maximum allowance of $200 for a round-trip or
multi -destination itinerary or $100 for a one-way itinerary, plus the
authorized car and hotel expenses. The state will reimburse the lesser
amount of either the deviated ticket purchased or the predetermined
allowance.
4. Rental cars obtained for official state business are authorized only for
the minimum business itinerary. The rental period may not extend to
the personal travel. See AAM 60.140 for clarification on personal
travel involving privately owned vehicles.
5. Any additional time that reduces the Traveler's work week related to
indirect travel will be charged to annual leave, personal leave, or
leave without pay. In the example 1 above, the employee's leave
status would begin Thursday morning when the Traveler could have
returned to work based on the scheduled flights for the minimum
business itinerary. Leave in conjunction with business travel must be
documented in prior approval and supervisors are responsible for
ensuring that leave is reported appropriately for Travelers they
supervise.
6. Per Diem is allowed when a Traveler is granted leave due to illness.
However, the Per Diem allowance shall not be authorized for a period
of illness exceeding three calendar days in any one period of absence.
Per Diem is not authorized if the Traveler is hospitalized or otherwise
has no actual and necessary business expenses requiring
reimbursement.
Agencies must ensure that employees combining business and
personal travel are well-informed and cautioned that airfares may
result in a liability to the employee, should the reason for the business
travel be cancelled. Employees leaving on vacation in conjunction
with the business event will become responsible for all costs should
the business event be cancelled. Employees opting not to travel if the
business event is cancelled will be responsible for the cost of travel
that the state cannot recover that was attributable to the personal
portion of the airfare. The employee may be reimbursed, at the
agency's option, for the business portion of unused tickets. The
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business portion of unused tickets paid to employees must be
monitored by the agency as state assets until they are used or expire.
Employees leaving the agency prior to the expiration of such a ticket
are required to return the state payment for any business portion that
is still available for use by the employee.
8. Voluntary denied boarding compensation where the Traveler
voluntarily vacates his/her seat and takes a later flight may be retained
by a Traveler (viewed as an insignificant personal travel credit under
ethics rules). A Traveler cannot volunteer for denied boarding on an
outbound flight unless the Traveler has previously approved personal
travel for the beginning of the travel period. Nor may a Traveler
volunteer for denied boarding if it may cause a delay in return to
work. By accepting a voluntary bump on the return portion, the
Traveler puts himself on personal travel rather than state business.
Travel Status ends, no further Per Diem is allowed, and all state
insurance coverage ceases for the duration of the trip. The Traveler is
responsible for any additional travel expenses caused by the voluntary
action.
AAM 60.090 Unused Transportation and Accommodations (07-14)
When Travelers' plans change, Travelers shall release air, car, and hotel
reservations within the required time limits. Travelers may contact
vendors directly or contact the travel management contractor to cancel
reservations. The state shall not reimburse Travelers for charges incurred
as a result of failure to release reservations.
Travelers shall submit any unused portion of air or ferry tickets with the
Travel Authorization. Travel planners may forward unused tickets to the
travel management contractor to process refunds or the agency may retain
them for reissuing later. Any unused refundable ticket will be
automatically refunded 30 days after the return date on the ticket by the
travel management contactor and the state agency will be notified.
AAM 60.100 Airline Delays, Rescheduling, and Overheading (01.07)
When an airline assumes the cost of a Traveler's lodging and/or meals due
to airline delays or overheading, the Traveler shall be paid a Per Diem
allowance up to the originally scheduled arrival time. When the airline
does not assume the cost of a Traveler's lodging and/or meals, the Traveler
shall be paid the Per Diem allowance that applies for the actual trip.
Involuntary denied boarding compensation is payable to the state, not to
the individual employee. If a Traveler is performing official travel and a
carrier denies a confirmed reserved seat on a plane, the Traveler must
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submit to the agency any payment received for liquidated damages. The
Traveler must ensure the carrier shows the "State of Alaska" as payee on
the compensation. Any such compensation must be submitted with the
Travel Authorization.
AAM 60.110 Excess Baggage (04-05)
The state will only pay for excess personal and state baggage necessary to
carry out official state business. Such baggage shall be transported by the
most economical method (checked as excess baggage, shipped via
airfreight, etc.).
AAM 60.120 Rental Cars (10-15)
When necessary, the rental of a car may be authorized for Travelers in
Travel Status and should be included as part of the request for Travel
Authorization approval. The cost and intended use of the car must be
considered in determining the size and type of car to rent. As a rule, a
mid-size or less car should be rented, however a larger than mid-size car
may be allowed when several Travelers are traveling together or
circumstances require the use of a larger car. Such situations must also be
documented on the completed Travel Authorization.
All car rentals must be reserved using E -Travel.
Travelers are generally not authorized to upgrade their rental cars
at the airport. If a car upgrade is required for business or safety
reasons, the reason must be documented on the Travel
Authorization when it is finalized.
Travelers are responsible for refueling rental cars prior to returning
them to the rental car companies. If the rental car company refuels
the vehicle, a justifiable business purpose must be provided for
incurring the additional cost.
By most state laws, auto liability insurance (covering third party damage
or injury claims) is provided by the car -rental company as owner of the
vehicle. Excess auto liability coverage is provided through Risk
Management for authorized business travel. All liability insurance offered
by car rental companies must be declined by Travelers.
Collision or Physical Damage Waiver for any damage to a rental car
(collision, comprehensive coverage, and related loss of use claims) is often
offered by the car rental company at the time of hire and must be declined
by Travelers when hiring from a state contracted rental car company. Risk
Management will respond to any physical damage claims to rental cars
while used on state business related travel. If an agency elects not to use a
contracted rental car company where available, the agency accepts
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responsibility to cover any physical damage to the rental car should it
occur.
Rental cars may be driven on state business only, and Risk Management
self-insurance coverage applies only where the car is used on state
business. State business includes usual travel related activity (restaurants,
hotels, etc.), but does not extend to any personal deviations for individual
Traveler convenience. Refer to AAM 60.080 Interruption or Deviation of
Travel for Traveler Convenience.
If there is damage to any rental car:
Travelers are cautioned to never accept responsibility or admit
liability.
If the lessor requests information or payment, advise the lessor to
contact the Department of Administration, Division of Risk
Management.
If there is personal injury or an accident, telephone the Division of
Risk Management as soon as possible.
During the deviated portion of a trip, or when family members are
accompanying a Traveler, rental vehicles must be purchased by the
Traveler. The Traveler must possess the appropriate insurance coverage
that meets State of Alaska laws or purchase the insurance coverage from
the rental car company. Reimbursement of rental cars may be received at
the lesser of the state's daily contract rate or actual rental rate upon agency
approval and based on a business need. All invoices, contracts, and
receipts must accompany the Travel Authorization expense report.
See AAM 60.350 for use of rental cars connected with an employee move.
AAM 60.130 Airport Shuttle, Courtesy Van, and Taxi Service (10-15)
When a Traveler in Travel Status requires transportation either to or from
an airport or ferry terminal, an airport shuttle, courtesy van, taxi or
limousine service is allowed. When departing/returning on state travel, if a
Traveler uses a privately owned vehicle for transportation to or from an
airport or ferry terminal, the Traveler is allowed mileage and up to seven
days of parking reimbursement. Parking reimbursement for more than
seven days must be included on the request for Travel Authorization and
approved prior to travel. Additional days of parking may be reimbursed
when state business related itinerary changes occurred during Travel
Status that prevented pre -approval.
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AAM 60.140 Privately Owned Vehicles (10-16)
A Traveler may receive mileage reimbursement for using a privately
owned vehicle, such as auto, snowmobile, motorcycle, or boat when it is
in the best interest of the state and their official state business duties are
outside their defined Duty Station. The approving official shall be
responsible for substantiating that use of a privately owned vehicle is in
the state's best interest. The Traveler shall receive a mileage
reimbursement equal to the miles entered in the mileage form and the
established rates published on the Division of Finance web site at:
hq://doa.alaska.gov/dof/travel/resource/POV_Rate_Table.pdf.
When a Traveler uses a privately owned vehicle, the amount of
reimbursement shall be limited to what the lowest available commercial
alternative would have cost. Per Diem, actual hotel expenses and meal
allowances, or other travel reimbursements shall not exceed the amounts
that would have been incurred had the Traveler used common carrier
transportation. Only mileage incurred while engaged in official state
business is reimbursable.
Mileage incurred for commuting between an employee's residence and
normal work location is not reimbursable. If approval under section
60.020 is obtained, mileage incurred for commuting to/from a temporary
worksite is reimbursable to the extent that it exceeds the distance from the
employee's residence to the normal work location.
Any additional regularly scheduled work time away from the Duty Station
required as a result of using a privately owned vehicle for personal
convenience will be charged to annual leave, personal leave, or leave
without pay.
When two or more Travelers that are traveling in the same direction, and it
is possible to share a privately owned vehicle or airplane, the state will
reimburse the total mileage only once (AS 39.20.130).
AAM 60.150 Privately Owned Aircraft (11-22)
When a state employee who is a qualified pilot rents an aircraft or uses a
privately owned aircraft for state business, the following items must be
filed with the Department of Administration/Risk Management if the
employee does not have an insurance policy meeting the required limits.
Otherwise, the items must be filed with the agency Administrative Officer
before using the aircraft:
• A copy of a valid pilot's license.
• A copy of current medical certification.
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• Proof of aircraft liability insurance with limits not less than
$1,000,000 combined single limit for bodily injury and property
damage per occurrence/annual aggregate.
It is the responsibility of each agency to ensure these documents are on
file before authorizing or reimbursing a Traveler for the use of a privately
owned aircraft. No passengers are permitted to accompany a pilot except
other state employees who are also traveling on state business to the same
destination.
For Travelers who do not have the required $1,000,000 aircraft liability
insurance coverage, the Division of Risk Management has an insurance
policy to provide the required coverage for Travelers who meet certain
minimum pilot qualifications. This coverage is a separate aircraft liability
policy for $1,000,000 combined single limit liability, for bodily injury and
property and may be purchased on a per -flight basis with individual
coupons. In the event the aircraft owner has liability insurance, the state
policy applies as excess insurance over any other valid and collectible
policies.
To obtain individual trip coupons for this per -flight, aircraft liability
insurance, contact Risk Management at:
Division of Risk Management
Department of Administration
P.O. Box 110218
Juneau, AK 99811-0218
Phone (907) 465-2180
Fax (907) 465-3690
The cost is $50 per aircraft per round trip flight. The first order for
coupons must be accompanied by a copy of the Pilot Qualification
Certification (note minimum flight hour requirements on this form), a
copy of the pilot's license, and current medical certification. The coupons
may be purchased by the Traveler pilot or through a request to transfer the
funds via an interdepartmental billing (Journal Entry).
The original completed coupon shall be attached to the Travel
Authorization. A copy of the coupon must be returned to Risk
Management to comply with insurance policy requirements.
The reimbursement rate for privately owned aircraft is the lesser of the
state -published rate on the Division of Finance website at:
ho://doa.alaska.gov/dof/traveUresource/POV Rate Table.pdf or the
common carrier rate to the same destination. Bargaining unit agreements
may supersede this rate.
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AAM 60.160 Charters and Group Transportation (01-10)
When it is necessary to hire a boat, aircraft, or other special conveyance,
an explanation stating the facts constituting the necessity must be included
with the Travel Authorization. When two or more Travelers travel as a
group or with a group, the names and business relationship of each
member of the group shall be included with the Travel Authorization of
each Traveler.
All charters must be handled in compliance with the policies and
provisions of AS 36.30, purchasing regulations 2 AAC 12, and the
agency's delegation of purchasing authority. E -Travel may be used for
chartering transportation.
AAM 60.170 Alternatives to Travel (04-05)
Agencies are to develop and implement alternatives to travel, as well as
less expensive means of travel. These methods should include, but are not
limited to:
• Teleconferencing and video conferencing.
• Video recordings and published reports.
• Reduced frequency of regularly scheduled out of town meetings.
• Restrictions on the number of staff traveling to the same
destination.
• Coordinating between agencies for joint travel arrangements when
more than one agency is involved.
If an agency determines that a seminar, workshop, or training program is
essential to staff development for five or more employees, the agency will
investigate the option of bringing the trainer on-site instead of authorizing
employees to travel to an off-site location. The agency will document the
comparative cost of an on-site session and retain such documentation on
file with the agency's travel records. The agency must also explore the
practicality of fulfilling the desired staff development goals through use of
video teleconferencing or web -based conferencing where these options
may be more cost-effective.
AAM 60.180 Boards and Commissions (01-07)
Except for those board and commission members specifically covered in
statute, each state board and commission member is entitled to the same
reimbursement for lodging and M&IE allowances as provided to state
officials and employees in this section of the administrative manual.
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When the meeting or other business takes place in the vicinity of the
member's residences (see definition at AAM 60.020), members are not in
Travel Status and are not entitled to reimbursement or a Per Diem for
lodging. However, the commissioner of the department with oversight
authority of the board may authorize reimbursement of such lodging
expenses when deemed necessary and in the best interests of the state. For
example, it might be authorized if the travel home would present a
hardship due to the age and health of the board member. When such
payments are authorized, approval must be noted on the Travel
Authorization.
A board or commission member, who is not a state employee, attending a
board or commission meeting is entitled to a prorated M&IE if meals are
not provided. To be eligible for each meal period allowance requires the
member to be in attendance for at least three consecutive hours within that
meal period as defined in AAM 60.250. See AAM 320 for when this
allowance may be taxable to board and commission members.
State employees serving as board or commission members as part of their
official duties are not entitled to an M&IE allowance or reimbursement for
lodging expenses when the board or commission meeting is in the vicinity
of their residence and/or Duty Station. (AS 39.20.180, AS 39.20.1851
AAM 60.190 Health and Safety of Travelers (01-10)
The health and safety of Travelers is a top priority in the conduct of state
travel related activities. It is advantageous to the state for agencies to
establish and alter travel plans and itineraries with consideration of
hazardous weather and other situations that could threaten the health and
safety of state personnel. When this occurs, Travelers should note the
reason for any additional expense on the Travel Authorization.
Travelers with Physical and Medical Conditions
The impact of the medical conditions of Travelers on state travel should be
considered on a case-by-case basis. For Travelers weighing over
300 pounds, the state can pay for two seats in coach class or one first class
ticket, whichever costs less. Similar accommodations can be made for
Travelers weighing less than 300 pounds if the airline requires the
purchase of a second seat.
Compliance with the Americans with Disabilities Act (ADA) is
mandatory. Each agency has the authority to provide reasonable
accommodations during state travel for Travelers with disabilities.
Decisions regarding specific situations not addressed by policy shall be
made and documented by the agency, conferring with the Division of
Personnel and Labor Relations as necessary.
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All state personnel are to be afforded equal opportunity to perform travel
for official state business even if the travel costs for disabled Travelers
will exceed what would normally be most economical to the state. For
example:
When a Traveler uses a wheelchair and it is necessary to pay more
for an airline ticket so the Traveler can fly on a larger airplane that
can accommodate the wheelchair.
When a Traveler has hearing or vision impairments and there is a
cost of providing auxiliary aids and services to enable the Traveler
to successfully accomplish the purpose of the travel.
All special needs of Travelers should be documented in their travel profile.
The extra travel costs required to comply with the ADA shall be
documented and reviewed by the Division of Personnel and Labor
Relations. ADA supporting documentation should remain confidential
with no details on the Travel Authorization beyond a statement added
indicating the agency file location.
AAM 60.200 Travel Related to Contracts (10-08)
Agencies are encouraged to require the policies of AAM 60 in the terms of
their professional service contracts which include travel. When the state
reimburses a contractor for travel under these policies, the travel account
codes in the financial system may be used because the travel
reimbursements are excludable under the rules governing IRS accountable
plan.
When contract terms for travel reimbursement differ from the policies of
AAM 60, or the contractor does not account to the state for travel costs,
the services account codes must be used to ensure that travel
reimbursements are reported as taxable income to the contractor.
AAM 60.210 Traveler Reimbursement (11-22)
All travel expenses incurred by State of Alaska employees will be
reimbursed based upon collective bargaining contracts, Alaska Statutes,
and this section of the Alaska Administrative Manual. Failure to follow
State of Alaska travel policies may result in non -reimbursement or delayed
reimbursement. If, in an emergency situation, it is necessary for a Traveler
to deviate from travel policy (examples: booking outside of E -Travel or
First Class fares) then a memo should accompany the travel packet
explaining the circumstance.
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Within five business days after travel is complete, the Traveler, or
someone acting on behalf of the Traveler, is required to submit a
completed travel packet including final trip receipts, evidence of pre -
approval, and trip details to the financial entity responsible for processing
final reimbursements.
If the final amount to be reimbursed is $.49 or less, no
reimbursement will be processed. If the final amount to be
reimbursed is $.50 or more, the amount to be paid will be rounded
up to $1.00.
Any monies owed the state by the Traveler may be deducted from
employee paychecks. Travelers can alternatively give a personal
check or money order to the agency's fiscal office and a copy of
the payment must accompany the travel packet.
If the Traveler is due an additional amount, final payment shall be
certified within fifteen business days from when the financial entity
responsible for processing final reimbursements receives a properly
completed Travel Authorization expense report or final travel packet.
Travel packets containing errors may delay travel reimbursements. Travel
reimbursements are not subject to penalty pay or short pay provisions.
Depending on how the reimbursment is processed by the responsible
financial entity, the Traveler will receive their travel reimbursement via
their paycheck or direct deposit unless the Traveler chooses non -electronic
payment, in which case a warrant will be mailed to the Traveler's personal
address on file in the statewide financial system.
AAM 60.220 Travel Expenses — Required Receipts and Documentation
(10-15)
The following shall be attached to the Travel Authorization expense report
when submitted for final payment:
• Final itinerary.
• Itemized Commercial Lodging Facility receipts (short-term Per
Diem).
• Receipts for expenses exceeding $50.
• ATM receipt for any cash advances on state charge cards.
• Rental car agreement.
Though receipts for expenses of $50 or less are not required, total
reimbursement for which receipts are not available shall not exceed a
cumulative total of $75 per trip.
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Receipts are strongly encouraged. All expenses claimed are subject to
review and reimbursement of unsupported expenses may be disallowed.
Fraudulent claims will be subject to disciplinary action.
The following travel -related expenses are not reimbursable:
• Lost or stolen articles.
• Alcoholic beverages.
• Damage to personal cars, clothing, or other items.
• Services to gain entry to a locked car.
• Movies charged to hotel bills.
• All expenses related to the personal negligence of the Traveler,
such as fines, parking tickets and traffic citations.
• Entertainment expenses.
• Tips and gratuities.
• Towing charges.
• Expenses for children, spouses, and companions while in Travel
Status.
• Personal phone calls or faxes.
The above list is not all-inclusive.
AAM 60.230 Third Party Reimbursements (01-07)
Occasionally a third party (outside entity) may agree to pay all or a part of
a Traveler's travel expenses. In such cases, the Travel Authorization will
indicate the third party's involvement in the trip. The Traveler is only
entitled to reimbursement for travel expenses, Per Diem or other expense
allowances, etc., in accordance with state policies and is to be paid by the
state agency for which they are traveling and/or employed. Travelers may
not accept honorariums as long as they are traveling for and representing
the state.
The third party should be instructed to reimburse the state directly for the
travel expenses to reduce potential tax consequences to the Traveler.
When this is not possible, any third party reimbursement made directly to
the Traveler for travel expenses, Per Diem, and/or meal allowances shall
be turned over to the Traveler's state agency for deposit into the state
treasury.
Payments by a third party for state agency travel expenses must be
recorded appropriately in the state financial system. If the travel is
material to the agency's travel budget and is part of the agency's regular
duties or is connected with carrying out the purpose of the agency, the
costs must be recorded as an expenditure with an offset recorded as a
revenue. If the state incurs the expenditure and is reimbursed by the third
party, the reimbursement is to be recorded as revenue.
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However, if the travel is not directly related to the state agency's program,
is not a recurring event, or is immaterial to the agency's travel budget, this
transaction does not need to be recorded as an expenditure and a revenue
of the state agency. If the state incurs the expenditure and is reimbursed by
the third party, the reimbursement may be recorded as an abatement. If the
third party pays directly for state expenses, such as purchasing the airline
ticket for the Traveler, these expenses do not need to be recorded.
However, any receipts obtained by the Traveler showing the cost of the
airline ticket or lodging must be attached to the Travel Authorization
expense report.
Any time a third party is paying for a Traveler's travel expenses, the state
agency must avoid the appearance of or the fact of any conflict of interest.
The agency should also ensure the transaction does not violate the code of
ethics and if there is any question, the Department of Law should be
consulted on the matter.
AAM 60.240 Lodging Types and Rates (05-16)
Travelers are permitted actual costs or an allowance for lodging and an
allowance for meal and incidental expenses (M&IE). Refer to
AAM 60.250 for policies on M&IE. The combined costs for lodging and
M&IE are referred to as the Per Diem allowance. Where applicable, travel
provisions of collective bargaining agreements supersede AAM Per Diem
allowance policies and rates.
A Traveler is not entitled to a Lodging Allowance when provided lodging
by the state or a third party with whom the state is conducting business.
Travelers are not entitled to a Lodging Allowance when staying in their
own residence(s).
The term of a stay (short- or long-term), type of lodging facility, and
location of overnight lodging determine applicable lodging types and
rates. Agencies should take into consideration the length of stay in one
location in determining the type of lodging accommodations.
For current lodging rates, refer to the State of Alaska Per Diem Rates
published on the Division of Finance web site at:
httn://doa.alaska.L-ov/dof/traveUtrav acct.html.
In- and Out -of -State. Short -Term Lod¢ina (Actuals or Allowance)
Travelers on short-term Travel Status in or outside of Alaska are eligible
for reimbursement of actual lodging expenses. Actual costs for short-term
lodging are authorized for moderately priced commercial lodging. Each
agency must ensure that lodging costs are reasonable and necessary and
that government or other discount rates are used. Travelers must submit
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original or scanned itemized commercial lodging receipts with their Travel
Authorization expense report.
Actual lodging expenses that exceed $300 room rate per night, excluding
taxes, must be approved in advance by commissioners or designee. All
requests shall include justification that clearly demonstrates the lodging is
a government rate and cannot be acquired for less than $300 per night.
Quotes from a least three moderately priced hotels in the same vicinity
should be included with the justification.
Travelers on short-term Travel Status in- and out -of State are eligible for a
daily noncommercial allowance:
• When the Traveler is required to stay in a community or location
where Commercial Lodging Facilities and state- or vendor -
provided facilities are not available.
• When the Traveler chooses noncommercial lodging in situations
where Commercial Lodging Facilities are available.
In -State, Long -Term Lodging (Allowance)
Agencies should provide in-state long-term lodging accommodations
when the assignment is expected to be longer than 30 days at any one
location.
• The long-term commercial Lodging Allowance rate is authorized
when a Traveler stays in Commercial Lodging Facilities.
• The long-term noncommercial Lodging Allowance rate is
authorized when a Traveler is required to stay in a community or
location where Commercial Lodging Facilities and state- or
vendor -provided facilities are not available.
These rates apply beginning the first day of Travel Status. Brief
interruptions for business or personal convenience do not change the status
from long-term.
Out -of -State, Long -Term Lodging (55% of Federal Lodging Allowance)
The long-term lodging rate outside Alaska is 55 percent of the federal
Lodging Allowance. A link to the federal Per Diem rates is located on the
Division of Finance web site at:
httr)://doa.alaska.gov/dof/traveYtrav acct.html.
Reauired ADnrovals for Short- and Long -Term Travel Assignments
The short-term Lodging Allowance rate may not be used after a Traveler's
30th consecutive day in one location unless a continuation has been
approved in advance by the director of the Division of Finance.
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When in-state Travel Status is expected to extend beyond six consecutive
months in one location or out-of-state travel is expected to be 30 days or
longer, the Traveler's agency must receive advanced approvals for the
assignment and for use of the long-term lodging rate from the agency's
administrative services division and the director of the Division of
Finance. The approvals are requested on the Long -Term Travel
Assignment form which has specific information required for the
approvals. Particularly, continued Travel Status that extends beyond a year
and requires the requestor(s) to justify why it is in the state's best interest
to pay Per Diem rather than move the Traveler to the project location.
This form is published on the Division of Finance web site at:
htti)://doa.alaska.gov/dof/forrns/resource/lonetenn.W
See AAM 320 for a summary of tax implications related to state travel
reimbursement policies.
AAM 60.250 Meals and Incidental Expense Allowances (10-19)
Meal and incidental expense (M&IE) allowances and prorated M&IE
allowances are provided to the Traveler to cover the cost of meals and
incidental expenses such as discretionary tips. Where applicable, travel
provisions of collective bargaining agreements supersede AAM M&IE
allowance policies and rates.
There are two types of M&IE allowances, short-term and long-
term/noncommercial. The appropriate M&IE allowance rate for a day is
the rate established for the community in which the Traveler is required to
obtain overnight lodging. On the day of return, a Traveler is entitled to the
M&IE allowance rate applicable for the preceding day. When travel
involves crossing the International Date Line, the M&IE allowance shall
be calculated based on the total number of hours in flight.
For current M&IE allowances, refer to the state Per Diem rates published
on the Division of Finance web site at:
httn://doa.alaska.sov/dof/travel/trav acct.html.
A link to the federal Per Diem rates is located on the Division of Finance
web site at: httn://doa.alaska.2ov/dof/travel/trav acct.html.
Short -Term M&IE (Allowance
Travelers on short-term Travel Status in Alaska are eligible for a daily
state M&IE rate.
Travelers on short-term Travel Status outside of Alaska, including travel
to Hawaii and foreign destinations, are eligible for the daily federal M&IE
rate for the location.
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A Traveler is eligible for the short-term M&IE allowance rate in two
circumstances: when a Traveler in short-term Travel Status is expected to
incur expenses from dining at commercial establishments; and when a
Traveler in long-term Travel Status will incur expenses from dining at
commercial establishments because the Traveler is required to stay in a
lodging facility that does not provide cooking facilities to its guests.
Long-Term/Noncommercial M&IE (Allowance)
Travelers on long-term Travel Status in Alaska are eligible for a daily state
M&IE rate.
Travelers on long-term Travel Status outside of Alaska, including travel to
Hawaii and foreign destinations, are eligible for 55% of the daily federal
M&lE rate for the location.
A Traveler is eligible for a long-term/noncommercial M&IE allowance in
two circumstances: when a Traveler in long-term Travel Status, is
expected to prepare meals; and when a Traveler is in short-term Travel
Status in a location where there are no commercial dining establishments.
M&IE Rules for Snecific Situations
Whenever a Traveler is in Travel Status and is entitled to reimbursement
for lodging under both the short-term and long-term/noncommercial Per
Diem rules, the Traveler is entitled to only the M&IE allowance that
applies to the location where the Traveler is staying.
Travelers are entitled to the entire incidentals portion of the rate for each
day or partial day in Travel Status unless all meals are provided.
If a Traveler maintains a dwelling at their destination and it is available to
them, they will be entitled to only an M&IE allowance for normal
workdays. An M&IE allowance for other than normal workdays is not
allowed.
If a Traveler is temporarily returned to the Traveler's Duty Station while
on a long-term assignment and is continuing to receive a long-term
lodging Per Diem, the Traveler is not entitled to any M&IE allowance
while at the Duty Station.
Prorated M&IE Allowances
On the initial day of departure and final day of arrival, the Traveler
receives 75% of the daily M&IE allowance for the travel destination. The
prorated M&IE allowance is applied to both meals and incidental
expenses.
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Travel Status Less Than 24 Hours, More Than 12 Hours
Travelers who are in Travel Status less than 24 hours but more than 12
hours and who return to their residence and/or Duty Station rather than
obtaining overnight lodging at their travel destination, are entitled to 75%
of the daily M&IE allowance for the travel destination.
Travelers who are normally scheduled to work more than 10 hours per day
must be in Travel Status at least 2 hours more than their regular scheduled
workday to be eligible for 75% of the daily M&IE allowance for the travel
destination. See AAM 320 for details on taxability of such an allowance.
Meals Provided to Travelers
Occasionally, a Traveler is provided a meal while at a conference,
training, seminar, etc., or as part of a lodging package such as at bed and
breakfast inns (where the state is paying for actual lodging costs). It is the
Travelers responsibility to accurately report consumed meals on the Travel
Authorization expense report submitted for M&IE allowance. The
signature of the Traveler certifies the facts on the Travel Authorization
form and is sufficient to process the claim for payment.
Excluding the initial day of departure and final day of arrival the M&IE
allowance must be reduced by the consumed meals reported by the
Traveler on the Travel Authorization form. The prorated meal rates are
published on the Division of Finance web site at
hqp://doa.aaska.gov/dof/traveUresource/rates.pdf.
AAM 60.260 Contracting for Subsistence (07-05)
The state may enter into agreements with restaurants, hotels, and lodging
houses to furnish subsistence to a Traveler or groups of Travelers when in
the best interest of the state (AS 36.30 . A contract for subsistence must
comply with appropriate procurement regulations. Such agreements
require the vendor to provide itemized invoices for services.
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Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.b.
1.
P&P No.
MUNICIPALITY OF ANCHORAGE 68-1 Page 1 of 12
PURPOSE
To establish policies and procedures to approve travel requests, process travel activity, and pay travel expenses.
2. POLICY
A. All Municipal travel must be approved and processed in accordance with this policy. The Municipality will not
reimburse expenses incurred that violate this policy.
B. Travelers should attempt to travel by the most economical method possible.
C. Travel only when necessary to perform Municipal duties and to further Municipal objectives. Consider the use of video
and/or teleconferences in lieu of travel.
D. Travel approval is contingent upon available budget. If a budget increase is needed, it must be obtained before additional
travel occurs. Travel approval depends upon such factors as organizational priorities and the nature and strength of
justification.
E. Travel forms are not required for travel resulting in no cost to the Municipality.
F. Travel forms are not required for travel which results in only personal vehicle mileage reimbursements, MOA vehicle
fuel costs, and/or parking costs.
G. Travel forms are not required if all costs are paid in advance by another organization, but are required if another
organization reimburses the Municipality.
H. Organizations other than the Municipality may pay for/reimburse travel expenditures at rates other than those allowed by
the Municipality. For example: Per diem may be $50/day if paid/reimbursed by an outside organization.
I. If an employee voluntarily terminates employment before prearranged travel and the Municipality cannot recover the
related travel costs, the employee must reimburse the Municipality for those costs.
J. Fair Labor Standards Act (FLSA) regulations, 29 CFR 785.39 through 785.41 (Not applicable for exempt employees)
Under the FLSA, travel time other than normal commute time during normal work hours (e.g., 8:00 a.m. to 5:00 p.m., for
an employee who regularly works these hours) is compensable.
Example # 1: If you take an 8:00 a.m. flight and your normal workday starts at 8:00 a.m., you won't be compensated for
your drive to the airport or the security/check-in time before the flight because your drive is like your commute, you are
free to engage in personal activities, and this time falls outside your normal work hours. You will be paid for the flight
itself because it is during normal work hours.
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Consideration And Discussion To Change The Travel Policy
•
OPERATING
Effective Date:
POLICY/PROCEDURE
November 1, 2008
Subject:
Supersedes No.
Dated:
68-1
01/01/06
Travel Approval, Travel Expense
Approved by:
And Per Diem
1.
P&P No.
MUNICIPALITY OF ANCHORAGE 68-1 Page 1 of 12
PURPOSE
To establish policies and procedures to approve travel requests, process travel activity, and pay travel expenses.
2. POLICY
A. All Municipal travel must be approved and processed in accordance with this policy. The Municipality will not
reimburse expenses incurred that violate this policy.
B. Travelers should attempt to travel by the most economical method possible.
C. Travel only when necessary to perform Municipal duties and to further Municipal objectives. Consider the use of video
and/or teleconferences in lieu of travel.
D. Travel approval is contingent upon available budget. If a budget increase is needed, it must be obtained before additional
travel occurs. Travel approval depends upon such factors as organizational priorities and the nature and strength of
justification.
E. Travel forms are not required for travel resulting in no cost to the Municipality.
F. Travel forms are not required for travel which results in only personal vehicle mileage reimbursements, MOA vehicle
fuel costs, and/or parking costs.
G. Travel forms are not required if all costs are paid in advance by another organization, but are required if another
organization reimburses the Municipality.
H. Organizations other than the Municipality may pay for/reimburse travel expenditures at rates other than those allowed by
the Municipality. For example: Per diem may be $50/day if paid/reimbursed by an outside organization.
I. If an employee voluntarily terminates employment before prearranged travel and the Municipality cannot recover the
related travel costs, the employee must reimburse the Municipality for those costs.
J. Fair Labor Standards Act (FLSA) regulations, 29 CFR 785.39 through 785.41 (Not applicable for exempt employees)
Under the FLSA, travel time other than normal commute time during normal work hours (e.g., 8:00 a.m. to 5:00 p.m., for
an employee who regularly works these hours) is compensable.
Example # 1: If you take an 8:00 a.m. flight and your normal workday starts at 8:00 a.m., you won't be compensated for
your drive to the airport or the security/check-in time before the flight because your drive is like your commute, you are
free to engage in personal activities, and this time falls outside your normal work hours. You will be paid for the flight
itself because it is during normal work hours.
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AGENDA ITEM #2.b.
Subject:
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Not a Normal Work Day
Employee Travel Approval, Travel Expense
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Generally non -compensable
Generally non -compensable
Example #2: If you have a 1 % hour layover, you will be paid for that 1 % hours if the time falls within your normal
work hours.
Travel time within normal work hours is compensable even on days you normally do not work.
Example: If you normally work Monday - Friday from 8:00 a.m. to 5:00 p.m. and travel on a Sundcry from 3:00 p.m. to
7:00 p.m., the normal work hours of 3:00 p.m. to 5:00 p.m. are compensable, even though the travel occurred on a day
that is not a normal work day for you.
Under the FLSA, travel as a passenger during times outside of normal work hours is generally not compensable. There
are, however, exceptions to this rule. First, as a matter of practice, travel time outside of normal work hours may be
compensable in limited circumstances when the travel schedule is established for the Municipality's convenience.
Individual circumstances will be evaluated on a case-by-case basis and require the express written pre -approval of the
Municipal Manager, CFO, or Director of Economic and Community Development. Second, Employees required to work
while traveling are compensated for all time they spend working, regardless of when they travel. Third, travel time for
an employee who drives an automobile, or an employee who is required to ride therein as an assistant or helper is
compensable.
The chart below summarizes compensation requirements for travel as they relate to normal work hours and normal work
days:
K. Payroll time codes
Travelers are paid pursuant to FLSA requirements while in travel status. Include compensable travel time as hours
worked when determining overtime eligibility. Code timesheets with appropriate time codes to facilitate compliance.
Payroll codes include:
TVL: Travel Time. Time spent on a plane during regular work hours regardless of the day. The employee does
not have to work while on the plane during regular work hours to be compensated for travel time.
Employees may be compensated for up to I % hours immediately prior to departure for checking baggage
and security screening purposes if the time falls within the employee's normal working hours. Employees
are also paid for up to I '/z hours spent waiting for connecting flights if the time falls within normal work
hours. Travel time counts as hours worked when determining overtime eligibility. Use the time zone where
you are to calculate TVL as time zone changes should not be considered. Example: If a traveler departs
Anchorage at 7:00 and arrives in Seattle at 11:00 (10:00 Alaska time), then the traveler is paid for three
hours, not four.
TNL: Training Outside Anchorage. Time spent outside the Anchorage area attending a conference or other event
while learning or expanding knowledge for their position.
TDY: Temporary Duty Outside Anchorage. Temporary time spent outside the Anchorage area while performing
regular duties.
L. Travel Expenses and Related Rules: Payments are made only after the Travel Authorization is appropriately approved.
Travelers may be personally responsible for payments made if the trip is not approved. Travelers choosing to use
personal funds to pay airfare and registration should know travel advances are not issued beyond 30 days prior to
departure.
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Consideration And Discussion To Change The Travel Policy
Normal Work Day
Not a Normal Work Day
Normal work hours
Compensable
Compensable
Non -work hours
Generally non -compensable
Generally non -compensable
K. Payroll time codes
Travelers are paid pursuant to FLSA requirements while in travel status. Include compensable travel time as hours
worked when determining overtime eligibility. Code timesheets with appropriate time codes to facilitate compliance.
Payroll codes include:
TVL: Travel Time. Time spent on a plane during regular work hours regardless of the day. The employee does
not have to work while on the plane during regular work hours to be compensated for travel time.
Employees may be compensated for up to I % hours immediately prior to departure for checking baggage
and security screening purposes if the time falls within the employee's normal working hours. Employees
are also paid for up to I '/z hours spent waiting for connecting flights if the time falls within normal work
hours. Travel time counts as hours worked when determining overtime eligibility. Use the time zone where
you are to calculate TVL as time zone changes should not be considered. Example: If a traveler departs
Anchorage at 7:00 and arrives in Seattle at 11:00 (10:00 Alaska time), then the traveler is paid for three
hours, not four.
TNL: Training Outside Anchorage. Time spent outside the Anchorage area attending a conference or other event
while learning or expanding knowledge for their position.
TDY: Temporary Duty Outside Anchorage. Temporary time spent outside the Anchorage area while performing
regular duties.
L. Travel Expenses and Related Rules: Payments are made only after the Travel Authorization is appropriately approved.
Travelers may be personally responsible for payments made if the trip is not approved. Travelers choosing to use
personal funds to pay airfare and registration should know travel advances are not issued beyond 30 days prior to
departure.
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Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.b.
Subject: No.
Employee Travel Approval, Travel Expense 68-1 3 of 12
And Per Diem
(1) Registration Fees
a. Refer to the Travel Procedure Guide for payment procedures.
(2) Airfare
a. All air travel must be in coach class unless approved in writing by the Mayor. Travelers are not required to
fly "red-eye" nor stay over a Saturday night to obtain a lower airfare. Travelers may use their personal
upgrades to fly business or first class, if there is no extra cost to the Municipality.
b. Do not purchase airline tickets from a current year budget for travel scheduled in a future year if the intent is
to pre -fund the expenditure or to expense the cost because current year funding is available.
c. The Municipality will not reimburse employees for frequent flyer miles used to fly on Municipal business;
however, fees and taxes incurred to use the miles may be reimbursed.
d. The Municipality will pay business related baggage fees.
e. Refer to the Travel Procedure Guide for reservation and payment procedures.
(3) Ground Transportation
a. Private Vehicle
I. The Municipality will reimburse the traveler for use of a privately owned vehicle at the current rate
established by the Internal Revenue Service (IRS) or at the rate established in approved labor agreements,
whenever applicable. Actual costs of fuel, repairs, insurance or other expenses are non -reimbursable.
2. If the traveler requests private vehicle travel that is more expensive than the cost of air and/or rental
vehicle travel, the excess costs are non -reimbursable. In such cases, travelers must document the cost
comparison by obtaining a quote for travel by air.
3. Mileage reimbursement earned in excess of the current IRS rate (due to an approved labor agreement) is
included in the employee's taxable wages, per IRS regulations. Note: the current IRS rare can be
obtained at IVIY6N.GSA. Gl1P.
4. Travelers driving personal vehicles on behalf of the Municipality must carry at least the minimum
insurance required under Alaska state law and have a valid driver's license
5. Parking violations and locksmith fees are not reimbursed.
b. Car Rental
I . Use public transportation, shuttles, and taxis if reasonable and less expensive than rental cars.
2. Use compact or mid-size rental cars. Renting a larger car may be permitted if several travelers travel
together or circumstances require the use of a larger car. In these cases, submit a written explanation
with the Travel Expense Report.
3. Fill the tank on rental cars before returning them to avoid being charged a fuel premium.
4. The Municipality is self-insured. Rental car insurance will not be reimbursed. The Municipality's
insurance does not cover periods (lie vehicle is used for personal reasons (insurance coverage during such
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periods is the traveler's responsibility). Certain countries require car rental insurance; in such cases,
coverage is reimbursable. Non -employees may not be reimbursed for rental car insurance if they carry a
personal auto insurance policy. Consult Risk Management for details.
5. Parking/traffic violations and locksmith fees are not reimbursable.
6. Fees for GPS rentals are not reimbursable. Travelers should obtain maps or driving directions and
familiarize themselves with the area prior to departure if necessary. Free internet based mapping
programs such as MapQuest, Google Maps, & Yahoo Maps, are available and should be used as needed.
7. Refer to the Travel Procedure Guide for reservation and payment procedures.
C. The Municipality will reimburse travelers for taxi, shuttle, other ground transportation, and parking
expenses directly related to official business.
(4) Lodgin,
a. The Municipality will pay for lodging the night before official business, and for each night of an official
business day. However, travelers should attempt to return on the last official business day (rather than the
next day) whenever possible, if the per diem and hotel savings exceed any additional ticket costs.
b. If a Saturday layover results in lower airfare, the Municipality will pay for additional lodging if the end result
is a net savings. See section 21.(6) for more information.
c. The Municipality will pay lodging costs (room and tax) and other hotel fees such as energy surcharges at the
lowest available rate (request government, economy and/or conference rates, and bring Municipal ID while
traveling, to secure the lowest rate).
d. Refer to the Travel Procedure Guide for reservation and payment procedures.
(5) Per Diem
a. The Municipality will not pay per diem unless there is an overnight stay.
b. The Municipality will pay $48.00 per diem for meal and incidental expenses for each official business day. If
the traveler flies early to reduce the cost of airline travel, he will be reimbursed per section 2.L. (6), if there is
a net savings to the Municipality.
c. The Municipality will pay 75% ($36.00) of the per diem rate each travel day.
d. The Municipality will not reimburse meal and incidental expenses exceeding the per diem limits.
e. Deduct personal expenditures, including personal meals, and other unauthorized purchases charged to
procurement cards.
f. The per diem rate may exceed the Federal per diem rate (Federal rates vary based on travel locality and travel
dates). Any excess is included in the traveler's taxable wages per IRS requirements. Travelers may opt for a
lower per diem rate to avoid having the excess reported as taxable. Federal per diem rates are @
w%vw. sg•a.;ov.
g. A traveler's departure or return date may cross over two calendar days. Example: A traveler returns on a
flight departing at 9:00 p.m. and arriving at 2:00 a.m. the following day. Per diem calculations include all
days traveled, even if they were partial days.
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h. Meal tickets: Travelers who purchase and are reimbursed for meal tickets are not eligible to receive full per
diem. Travelers are eligible for per diem less the cost of meal tickets purchased.
(6) Saturday Travel, Side Trips and Extended Trams
a. if a layover results in lower airfare, the Municipality will pay for additional lodging and per diem if the end
result is a net savings. To demonstrate a net savings, the traveler must attach two airline ticket quotes to the
Travel Authorization — one for travel to and from the event without the layover, and one for travel to and from
the event with the layover. The two quotes quantify the savings realized by the layover.
b. If the traveler requests an extended trip, the traveler must attach two airline ticket quotes to the Travel
Authorization — one for travel to and from the event without the extended trip, and one for travel to and from
the event including the extended trip. The two quotes quantify the difference in ticket price. The
Municipality will reimburse the lower of the two quotes, but will not reimburse extra car rental, per diem or
lodging during the extended trip.
c. When a side trip is requested, the traveler must attach two airline ticket quotes to the Travel Authorization --
one for direct travel to and from the event, and one with the side trip. The two quotes quantify the difference
in ticket price. The Municipality will reimburse the lower of the two quotes, but will not reimburse extra car
rental, per diem or lodging during the side trip.
d. If an outside organization pays for airfare for a trip including a personal extension or a side/triangle trip, a
business only air quote must be provided to that organization. This provides adequate accounting that may
prevent the travel expenditures from being reported as taxable income to the traveler.
e. Examples:
Day of Return Ticket Total Hotel Reimb. Hotel Approved Total Reimb.
Scenario # Scenario Conference Day Price ($150/night) ($150/night) Per Diem Cost Cost
1 Traveler arrives Sunday Monday Tuesday $1,200 $300 $300 $90 $1,590 $1,590
Traveler agrees to travel Saturday in
2 order to lower ticket cost Monday Tuesday $500 $450 $450 $126 $1,076 $1,076
3 Traveler requests Fri. travel Monday Tuesday $600 $600 $300 $90 $1,290 $990
4 Traveler requests a personal side trip Monday Tuesday $800 $450 $300 $90 $1,340 $1,190
In scenario # 2 above, the Saturday traveler is eligible for frill reimbursement of his ticket and hotel, and
appropriate per diem (including Saturday), since the layover, even with these additional costs, resulted in net
savings to the Municipality.
In scenario #3 above, the Friday traveler is eligible for full reimbursement of his ticket ($600) the Sunday
hotel total ($300), and the Sunday per diem ($90). He or site is not eligible for any Friday or Saturday hotel
and per diem costs since he or site requested an extended stay for personal reasons.
In scenario #4 above, the traveler making a side trip is eligible for full reimbursement of his ticket ($800)
because it results in net savings to the Municipality. However, he or she is not eligible for any additional
hotel or per diem reimbursement, since he or site requested the side trip for personal reasons.
f. In rare instances, an employee may have to amend a previously -scheduled personal trip to include a business
component. In such a case, the Municipality will reimburse any increase in travel costs. For instance, if an
employee on vacation had to amend a return flight to stop for business, and the flight change increased the
employee's airfare by $300, the Municipality would pay the increased cost; however, if the employee
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And Per Diem
amended his return flight without additional cost, the Municipality will not "split" or pay a portion of the cost
of the traveler's ticket.
(7) Other Expenses
a. The Municipality will pay for necessary business meals per P&P 68-3. Travelers must review P&P 68-3 to
understand the type of business meal costs that will and won't be reimbursed. Reimbursements will not be
made if itemized receipts are not provided.
b. Under no circumstances will the Municipality pay for alcohol.
c. The Municipality will reimburse telephone calls and other official expenses when directly related to official
business. Identify each phone call as either business or personal.
d. Fees for entertainment, spouse expenses, movies, and similar expenses are the traveler's responsibility and
will not be paid by the Municipality.
M. Procurement Cards
(l) Review P&P 48-16 to understand which charges should or should not be charged to a procurement card. Do not
use Municipal Procurement Cards to pay any persona/ expenses, including personal meals and alcohol.
N. Travel Advances
(1) Accounts Payable will process travel advances five business days after receiving the original approved Travel
Authorization. Travel advances cannot exceed 80% of the estimated business expenses for lodging, per diem, car
rental, and miscellaneous costs; and 100% of airfare, agent fees, and registration fees. Travel advances are not
issued for travel expenses charged to a Procurement Card.
(2) Advances are not distributed more than 30 days in advance of travel.
(3) Travel advances must be settled within 45 days after travel completion.
O. Trip Cancellations/Changes
(1) Travelers: 1) contact Accounts Payable as soon as possible, 2) call the hotel and car rental agency at least 72
hours in advance to cancel the reservation and avoid unnecessary charges, 3) call the airline in advance to obtain
credit for the unused ticket, 4) contact the travel agent or airline to inform them of the cancellation. Travelers bear
all costs/fees associated with cancellations and/or travel changes due to non -business reasons. NOTE: For a fee,
Alaska Airlines allows a one-time change to who may travel in the event the original traveler is unable to go after
a ticket is purchased.
(2) Unused airline tickets are normally non-refundable and non -transferable, and carry expiration dates. Division and
Department Heads are responsible for monitoring unused airline tickets and apply them toward any future
approved Municipal business travel.
P. Travel for Education and/or Training
Travel for education and/or training requires the completion of additional paperwork. Refer to P&P 64-2 for further
guidance.
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Subject:
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Employee Travel Approval, Travel Expense
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And Per Diem
Q. Vehicle Accidents
A traveler involved in a vehicle accident (whether driving a privately -owned vehicle, a Municipal vehicle, or a rental car)
while on Municipal business must immediately contact:
• Risk Management at 343-7949 (if unavailable, contact NovaPro Risk Solutions at 907-561-1725 or t-877-561-
2700).
• Traveler's immediate supervisor.
• Compliance Manager at 343-4896 or 727-8191 (cell).
R. Additional Information
Travelers may be required to supply additional information relating to travel. Example: A traveler's Supervisor might
request a summary of the trip undertaken, the training received, and the value to the Municipality. Stich information is
not required by this P&P but instead depends upon the requirements established by the traveler's Supervisor, the
traveler's Department Head, and/or the traveler's departmental policy.
S. Girdwood is located within the Anchorage area. Therefore, reimbursed Girdwood travel expenditures are taxable.
3. ORGANIZATIONS AFFECTED
4.
All Municipal agencies, utilities, enterprise organizations, boards, authorities, and commissions. All non -employees traveling
on behalf of the Municipality. Contractors who invoice the Municipality for reimbursement of their travel expenditures need
not comply.
A. Municipal Policy and Procedure 64-2, Training and Educational Assistance Programs.
B. Municipal Policy and Procedure 68-3, Reimbursement of Business Meal Expenses.
C. Municipal Policy and Procedure 48-16, MOA Procurement Cards.
D. Municipal Policy and Procedure 76-1, Reimbursement for Vehicle Usage.
E. Municipal Policy and Procedure 24-1, Collecting, Securing, Depositing, and Reporting Cash.
F. Municipality of Anchorage labor contracts.
G. IRS Publications 463 and 1542.
H. Municipal Code 6.40.035, Travel expenditures; payment and reporting.
I. Municipal Code 6.10.034, Travel budgeting.
J. Travel Procedure Guide.
K. Assembly Ordinance 2002-112
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5.
A. Agency Head — The CFO, the Municipal Manager, the Director of the Office of Economic and Community
Development, or the Municipal Attorney.
B. Anchorage Area - The Municipality of Anchorage (From the Knik River Bridge to Portage).
C. Approval - Authorization to travel or authorization for expense reimbursement. Approval must be obtained from the
appropriate party, as defined in section 6.
D. Assembly Chairman - The Chairman of the Municipality of Anchorage Assembly.
E. Business Meal - A meal required to be taken and paid for by an employee in the normal course of conducting Municipal
business. See P&P 68-3.
F. Business Only Quote: A price quote from an airline or travel agent showing how much it would cost to go on a trip for
business only without a personal side trip or extension.
G. Department - A subset of an Agency designated by name to be a Department. For the purposes of this P&P, Enterprise
Organizations are considered to be Departments. Examples: ML&P, Information Technology, and Police Department.
H. Department Head - The highest-ranking employee within a Department. For the purposes of this P&P, the CFO, the
Municipal Manager, the Director of the Office of Economic and Community Development and the Municipal Attorney
are Agency Heads.
1. Division - A subset of an Agency designated by name to be a Division. Examples: Controller Division and Treasury
Division.
J. Division Head - The highest-ranking employee within a Division.
K. Employee — Any Municipal employee hired in accordance with and subject to the Personnel Rules, and whose activities
are directed by the Municipality.
L. International Travel - Travel outside of the United States. Travel to U.S. territories is not considered to be international
travel.
M. Labor contract — A contract between an organized union group and the Municipality. Whenever a labor contract and this
Policy conflict, the terms of the labor contract prevail.
N. Meal Ticket— A voucher used to obtain meals during a class or conference.
O. Municipality - The Municipality of Anchorage.
P. Official Business Da v -A day spent outside the point of origin for conducting official business as approved on the Travel
Authorization. Official business days may include travel days that don't include the point of origin if the traveler is
going from one business destination to another.
Q. Per Diem - The rate of pay per day for meals and other miscellaneous expenses. This rate is reduced on travel days per
IRS regulations.
R. Prohibited Expenses — Prohibited expenses will not be reimbursed by the Municipality. They include, but are not limited
to: 1) "buying" frequent flyer miles from employees who use miles to obtain airline tickets, 2) passport fees, 3) travel
insurance, 4) alcohol, 5) the use of personal watercraft, 6) cruise ship conferences, 7) the use of personal aircraft, 8) dry
cleaning and laundry charges and 9) business meals (unless in compliance with P&P 68-3).
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6.
S. Procurement Card Holder - An individual who has been issued a Municipal procurement card.
T. Supervisor - An individual with regular Municipal responsibility to participate in the performance of some or all of the
following functions with respect to other employees: to hire, transfer, suspend, lay off, recall, promote, discharge, assign,
reward, discipline, direct or adjust grievances, or effectively to recommend such action, if, in connection with such
functions, the exercise of such responsibility is not of a merely routine or clerical nature but requires the exercise of
independent judgment.
U. Travel -Travel outside of the Municipality but inside the United States, unless otherwise noted.
V. Travel Forms —Travel Authorization and Travel Expense Report Forms.
W. Traveler- Any individual traveling on behalf of the Municipality. Travelers are not necessarily employees. Contractor
travel need not comply with this policy.
X. Travel Authorization -The form showing the trip details and approval.
Y. Travel Day -The day of departure from and the day of return to the point of origin.
Z. Travel Expense Report - The report showing details of the expenses, the accounting distributions, and approval.
AA. W=2 - The wage and tax statement furnished annually to the employee and the IRS.
A. Travelers:
(1) Read and abide by this P&P, and others that may apply. Read and abide by the Travel Procedure Guide.
(2) Complete a Travel Authorization. For Saturday layovers, extended trips, and/or side trips, provide additional
information (refer to section 2.L.6).
(3) Obtain appropriate Travel Authorization approval. Obtain approval from the employee's Division or Department
Head (if unavailable, obtained approval from the employee's Agency or acting Head).
(4) Incur only expenses necessary and reasonable to accomplish the trip's approved purpose.
(5) Notify Accounts Payable and Division or Department Heads as soon as possible of changes or cancellations in
travel plans.
(6) Accurately complete a Travel Expense Report when required, and submit for approval within 45 days after
completion of travel - travel expenditures not substantiated within 60 days may be reported as taxable income to
travelers per IRS regulations. Attach appropriate documentation to the Travel Expense Report, including original
receipts (copies of receipts for procurement card transactions) for all expenses. Explain missing receipts
(reimbursement may be limited to $20 per expenditure). Receipts for personal meals are not required if claiming
per diem. Affix small receipts to a sheet of paper. Explain expenses that exceeded estimates by a material
amount. Identify hotel phone charges as business or personal. Forward the original Travel Expense Report and
backup documentation to Accounts Payable.
(7) Properly code timesheets in accordance with sections 21 and 2.K. of this policy and the FLSA.
(8) Attach a copy of flight itinerary and conference brochure / documentation to timesheets to help verify proper time
reporting.
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(9) If applicable, explain rental cars at rates higher than compact or mid-size.
(10) As requested, provide additional information such as a written summary of the trip, or an analysis of the value of
the travel.
B. The Mayor or Mayor's designee:
(1) Comply with the Traveler requirements listed in section 6.A.
(2) Approve/disapprove first class travel.
(3) Approve/disapprove travel for the CFO, the Municipal Manager, the Director of the Office of Economic and
Community Development, and the Municipal Attorney. In the event the CFO, the Municipal Manager, the
Director of the Office of Economic and Community Development and the Municipal Attorney or acting
designee(s) are unavailable, approve/disapprove travel for Division and Department Heads as appropriate.
(4) Approve/disapprove travel for any employee reporting directly to the Mayor, including employees who jointly
report to the Mayor and the Assembly Chairman. In the event Supervisors who jointly report to the Mayor and
Assembly Chairman are unavailable, approve/disapprove travel for employees reporting to these Supervisors.
(5) Approve/disapprove non-employee travel as appropriate.
(6) Approve/disapprove all international travel, other than the Mayor's own international travel.
(7) Ensure approved travel utilizes Municipal funds in a prudent and effective manner resulting in maximum
Municipal benefit. Verify approved travel is appropriately budgeted. Be familiar with FLSA (see section 2.J),
and attempt to ensure traveler work schedules and related travel time are scheduled to minimize overtime.
(8) Ensure the CFO, the Municipal Manager, the Director of the Office of Economic and Community Development,
the Municipal Attorney and other employees reporting directly to the Mayor complete and submit Travel Expense
Reports accurately and on time. Review and approve their Travel Expense Reports timely.
C. The Municipal Manager:
(1) Complies with the Traveler requirements listed in section 6.A.
(2) Approves/disapproves travel for the Mayor, including the Mayor's international travel. Approves/disapproves
travel for any Division and Department Heads reporting to the Municipal Manager. If Division and Department
Heads reporting to the Municipal Manager are unavailable, approves/disapproves travel for employees within
Divisions and Departments that report to the Municipal Manager.
(3) Approves/disapproves travel for any employee reporting directly to the Municipal Manager.
(4) Approves/disapproves non-employee travel as appropriate.
(5) Ensures approved travel utilizes Municipal funds in a prudent and effective manner resulting in maximum
Municipal benefit. Verifies approved travel is appropriately budgeted. Be familiar with FLSA (section 2.J), and
attempt to ensure traveler work schedules and related travel time are scheduled to minimize overtime.
(6) Ensures Division and Department Heads, and other employees reporting to the Municipal Manager complete and
submit Travel Expense Reports accurately and on time. Reviews and approves Travel Expense Reports timely.
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D. The CFO, the Director of the Office of Economic and Community Development and the Municipal Attome :
(l) Comply with the Traveler requirements listed in section 6.A.
(2) Approve/disapprove travel for Division and Department Heads reporting to them. If Division and Department
Heads are unavailable, approve/disapprove travel for employees within Divisions and Departments reporting to
them.
(3) Approve/disapprove travel for employees reporting directly to them.
(4) Approve/disapprove non-employee travel as appropriate.
(5) Ensure approved travel utilizes Municipal funds in a prudent and effective manner resulting in maximum
Municipal benefit. Verify all approved travel is appropriately budgeted for. Be familiar with FLSA (section2,J),
and attempt to ensure traveler work schedules and related travel time are scheduled to minimize overtime.
(6) Ensure Division and Department Heads, and other employees reporting to them, complete and submit Travel
Expense Reports accurately and on time. Review and approve their expense reports timely.
(7) The CFO reports quarterly travel expenditures to the Assembly per Code 6.40.035.
E. Division and Department Heads:
(1) Comply with the Traveler requirements listed in section 6.A.
(2) Approve/disapprove travel for employees reporting to them.
(3) Approve/disapprove non-employee travel as appropriate
(4) Ensure approved travel utilizes Municipal funds in a prudent and effective manner resulting in maximum
Municipal benefit. Verify approved travel is appropriately budgeted. Be familiar with FLSA (see 2,F), and
attempt to ensure traveler work schedules and related travel time are scheduled to minimize overtime.
(5) Ensure all employees reporting to them complete and submit Travel Expense Reports accurately and on time.
Review and approve their expense reports timely.
(6) Ensure any unused airline tickets and related credits are retained and monitored. If an employee with an unused
ticket will be traveling on Municipal business before the ticket expires, apply the unused ticket against the cost of
the new trip unless it is financially more advantageous to use an alternative airline.
F. The Assembly Chairman or designee:
(1) Complies with the Traveler requirements listed in section 6.A.
(2) Approves/disapproves travel for employees reporting directly to the Assembly (excluding entities reporting jointly
to the Mayor and the Assembly Chairman). Approves/disapproves travel for members of the Assembly, other than
the Assembly Chairman's own travel (the Assembly Chairman's own travel is approved by the Assembly
Chairman's designee).
(3) Ensures approved travel utilizes Municipal funds in a prudent and effective manner resulting in maximum
Municipal benefit. Verifies approved travel is appropriately budgeted. Be familiar with FLSA (see section 2.17.)
and attempts to ensure traveler work schedules and related travel time are scheduled to minimize overtime costs.
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(4) Ensures individuals whose travel is subject to Assembly Chairman approval (whether directly or indirectly)
complete and submit Travel Expense Reports accurately and on time. Reviews and approves their expense reports
timely.
G. The Controller Division:
(1) Reviews travel expense reports for accuracy, completeness, and compliance with this policy and other policies that
apply. Compiles documentation in a centralized location and retains per Municipal record retention policies.
(2) Approves policy deviations.
(3) Issues travel advances.
(4) Reconciles travel advance accounts.
(5) Enters travel expenditures into the financial system and reimburse travelers when appropriate.
(6) Collects, secures, deposits and records payments made to the Municipality when travelers or other organizations
reimburse the Municipality for travel -related expenditures.
(7) Reports to Payroll any mileage reimbursements made to travelers where the paid rate exceeds the federal rate.
(3) Reports to Payroll any per diem payments made to travelers where the paid rate exceeds the federal rate(s).
(9) Report to Payroll any travel expenditures reportable as taxable to travelers in accordance with IRS regulations.
(10) Coordinates with departments to utilize cancelled trip tickets in the best possible manner.
H. Payroll Clerks:
(1) Verify timesheets are properly coded for employees in travel, training, or temporary duty status.
(2) Forward names, employee ID numbers and travel dates to the MOA Payroll Supervisor.
7. PROCEDURES
Refer to the Travel Procedure Guide for specific step-by-step instructions.
8. ANNUAL REVIEW DATE/LEAD REVIEW AGENCY
The Finance Department will review this document each July for any needed revisions.
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Juneau Travel
Policy
ADMINISTRATIVE POLICY NO.18-OIR
CBJ TRAVEL AND TRAINING POLICY & PROCEDURE
1. PURPOSE
The purpose of this policy is to provide City & Borough of Juneau (CBJ) employees with
consistent and equitable guidelines regarding travel for business or training purposes.
Employees are expected to exercise business and personal judgment regarding travel
expenses incurred and submitted for reimbursement.
2. INTRODUCTION TO TRAVEL POLICY AND PROCEDURE
The following sections are provided to assist in making the best use of budgeted training
dollars while providing for the best possible training experiences for CBJ employees. This
policy encompasses business travel, travel for training and travel reimbursements.
3. TRAVEL DEFINITIONS
Advances: Funds received prior to traveling to cover the approved costs associated with the
trip. To be eligible, Advance Requests must be received by Purchasing a minimum of three
(3) weeks prior to travel departure date. Advance Requests submitted earlier than 3 weeks
minimum will be processed no more than 21 days prior to departure.
Complex Travel: CBJ will pay for travel agency fees if a travel agent is necessary for
complex travel. Complex travel is defined as a necessary trip with multiple (more than two)
carriers or multiple destinations within the same trip.
Department Travel Officer/Alternate Travel Officer: The employee assigned to administer
this policy and book all travel for a specific employment unit. The Travel Officer makes all
CBJ travel arrangements for employees in the employment unit and assures compliance with
the travel policy. Each Department Director shall designate a Travel Officer and an alternate
Travel Officer who are trained by the Manager's Office and/or the Purchasing Division to
administer this policy. Some departments will also utilize Travel Support personnel. These
individuals will assist the Travel Officer or Alternate by putting together travel
documentation for their division.
Employee: A person employed by any department subject to any portion of the CBJ
Personnel Rules.
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Gratuities/Tins: If tips are given for eligible services that are incurred during travel/training
for which a tip is customary, such as taxis, shuttles, or airport skycap fees they may be
reimbursed. Gratuities must be clearly shown on a submitted receipt and are limited to 15
percent for services or $2.00 for complimentary services. Tips for meals are included in the
per diem allowance.
Local Training Request: The form used to request and reimburse for local training or
webinars.
Receipts: Documentation of expenditures while on travel status. All receipts must be
imprinted with the name of the provider, or the name and address printed on the receipt by
the employee. The actual receipt for purchasing air travel is necessary for reimbursement.
Any deviations to planned travel must be documented.
Training Plan: A detailed training plan for employees, provided as part of the annual budget
submittal.
Travel:
a. Transportation Expenses: Transportation expenses include commercial carrier fares,
vehicle mileage allowance, necessary taxi and/or bus fares, certain parking fees, and
other essential transportation expense while on official CBJ business. Fines for traffic
or parking violations will not be reimbursed.
b. Per Diem Expenses/Meal Allowance: Per Diem expenses are for meals while
traveling on official CBJ business.
c. Other Expenses: Other expenses include charges for business-related: telephone
calls, internet fees, faxes, emergency purchases of supplies and other charges
necessary for the completion of the official business function. Alcohol and
entertainment, including in -room movies, will not be reimbursed.
Travel Status: Employees shall be considered in travel status from the time an authorized trip
begins until it ends. When personal leave is combined with authorized travel, the employee
ceases to be on travel status for the purposes of reimbursement (i.e., lodging, per diem) from
the hour business or training ends.
Travel Report (TR): The form used to document pricing and activity from submittal through
completion of travel and reconciliation.
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4. TRAVEL RESPONSIBILITES
a. Employee — It is the responsibility of the employee to:
• Know the travel policy and comply with all provisions therein.
• Notify Travel Officer a minimum of six weeks in advance of the travel dates; this can
affect the employee's ability to receive an advance.
• Inform the Travel Officer as soon as practical if there are changes before or during the
travel.
• Provide all required receipts at the termination of travel in a timely fashion (no longer
than seven (7) working days after completion of travel) for reconciliation.
• Repay any excess advance funds at the time of reconciliation.
• Turn in leave requests if combining personal leave with CBJ travel.
b. Assembly and CBJ Boards and Commission members —It is the responsibility of these
individuals to:
• Know the travel policy and comply with all provisions therein.
• Notify Travel Officer a minimum of six weeks in advance of the travel dates; this can
affect the employee's ability to receive an advance.
• Inform the Travel Officer as soon as practical if there are changes before or during the
travel.
• Original signatures from these individuals on the Travel Request form are not required.
c. Department Travel Officer — It is the responsibility of the Travel Officer to:
• Confirm that the requested travel and/or training is in the budget and training plan, or
approved by the Department Director if not originally included in the budget and training
plan.
• Fill out Travel Report (TR).
• Ensure that all paperwork submitted is complete, accurate, and timely.
• Research the information necessary to determine CBJ financial obligation for combined
travel, and to insure that all CBJ travel plans (business and training) are made using the
most cost effective package available.
• Submit Travel Reports with attached documentation to the Department Director for
approval. Department Director travel must be submitted to the Manager's Office for
approval. Enterprise Board Director's travel must have their respective Board's approval.
• Comply with all CBJ Purchasing Card User Manual procedures for any credit card
expenditures related to the approved travel.
• Book all travel after Department Director or Manager's Office approval. The use of travel
agencies to book travel is restricted to particularly complex travel arrangements.
• Submit Travel Reports and related documentation to Purchasing Division for processing.
• Review all reconciliations for accuracy and completeness prior to submission.
�. • Inform Department Director if an employee has not complied with travel policy.
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• Submit all travel records to Purchasing Division at the completion of travel in a timely
fashion.
• In the case of cancelled travel/training or if other circumstances arise and the
travel/training cannot be accomplished, contact all vendors to cancel reservations and
request credits. Vendors include: airlines, hotels, rental car agencies, registration
recipients, conference organizations, etc. Notify Accounts Payable and Purchasing of
cancelled travel promptly and provide travel reconciliation form.
• The CDD travel officer will handle travel for Planning Commission members.
d. Department Director or designee will:
• Designate Travel Officers and Alternate Travel Officers.
• Review all paperwork submitted for completeness and accuracy.
• Approve travel as appropriate.
• Verify that Travel Officer has submitted accurate and compliant paperwork at each level
of travel process, request through reconciliation.
• Take appropriate disciplinary steps if an employee or Travel Officer does not comply
with all elements of the policy.
e. Purchasing Division will:
• Aid the Manager's Office in training Travel Officers and alternates.
• Issue Purchasing Orders to travel related expenditures, as needed when over the CBJ P -
Card limit.
• Review departmental compliance with policy as necessary.
E City Manager will:
• Approve all Director/Assembly Travel Requests and Reconciliations.
• Revise policy as appropriate.
• Act as liaison to Travel Officers for any procedural changes or updates.
S. TRAVEL AUTHORIZATIONS
All official travel must be authorized by the department director or designee before making
travel commitments.
a. Requests to travel, related to training, must fall within the departmental training budget plan,
as approved for the current fiscal year, or the training plan must be amended. CBJ budgets
on a two-year cycle. Training funds may not be moved from a future fiscal year to the current
fiscal year.
b. Employees may not pay for CBJ travel nor book the travel themselves. Personal credit
card usage for standard CBJ travel (i.e., airfare/ferry tickets) is not allowed. All CBJ
travel must be booked by the Department Travel Officer, unless there is personal travel being
combined with CBJ business travel/training. See Section 7 for provisions governing
combined CBJ/Personal travel.
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c. In the case of a Travel Officer requesting to travel, the Alternate Travel Officer will make the
arrangements and compile the required paperwork prior to approval. The Alternate Travel
Officer will make the purchases after Director approval.
6. TRAVEL ADVANCES
a. Travel Reports must be submitted to Purchasing a minimum of three (3) weeks in advance
of the departure date in order for the employee to be eligible to receive a travel
advance. If the request is received with less than three weeks' lead-time, the employee will
not be guaranteed a travel advance, and reimbursement will be made upon completion of
the travel reconciliation.
Funds may be advanced for the following items:
• Meal allowances (per diem)
• Car rental not covered by the State of Alaska rental contract.
All other expenses are paid to the vendor by CBJ; in advance, if time allows. Eligible
miscellaneous expenses will be reimbursed to the employee upon completion of travel.
b. Travel advances will not be provided for travel that is reimbursed directly to the employee by
another agency. If the responsible agency is willing to reimburse CBJ directly, a travel
advance may be approved. Employee -direct agency reimbursed travel may be booked on
the employee's personal credit card after approval by the Department Director or
designee or City Manager.
c. Travel advances will be mailed to the employee's home or direct deposited through ACH.
d. All questions regarding the status of a travel advance check should be directed to the
Accounts Payable Department.
7. TRAVEL FOR EMPLOYEE CONVENIENCE OR COMBINING PERSONAL WITH
BUSINESS TRAVEL.
a. There are times when it might be advantageous to the employee to be allowed to incorporate
personal leave with necessary business travel and training. CBJ is not required to approve
this combination. Any abuse of the privilege will result in the employee losing the privilege
to combine personal travel with business/training travel, and can result in disciplinary action.
b. Any deviation in travel for the convenience of an employee or to incorporate personal leave
must be approved in advance by the Department Director or designee. If an employee travels
on official business by an indirect route or altered time schedule for the employee's own
convenience, any additional expense will be borne by the employee.
c. The Travel Officer will determine the cost for employee travel by determining the lowest cost
of the travel if it were undertaken for business purposes only. The determination must be
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documented. Any additional cost for any other purpose is the responsibility of the employee.
For combined personal and business travel:
• If there is no cost difference with the added personal travel the airfare must be purchased by
the Travel Officer using the CBJ p -card.
• If there is a cost difference the employee must work with the Travel Officer to book and
purchase the airline ticket. All reimbursements, including personal credit card charges, will
be processed in accordance with Travel Policy Section 6, Travel Advances.
• CBJ will not pay for travel agency service fees.
• CBJ is only responsible for that portion of lodging necessary for the employee to conduct
CBJ business. Any extra costs, such as extra persons in the room, larger room to
accommodate extra persons, extra nights, etc., will be the responsibility of the employee.
• Car rental must be secured and paid for by employee, if any of the following apply:
Employee plans to use the vehicle for a longer period of time than would otherwise be
necessary to conduct business (either before or after employee is conducting CBJ business).
The employee's spouse or other family member has accompanied the employee on the trip,
and they intend to drive the vehicle.
The employee will be reimbursed the cost of the car rental only for the period of time they were
using the vehicle while conducting CBJ business.
NOTE: When the employee rents and pays for a car rental, his/her personal auto liability
insurance will provide the first layer of coverage. CBJ's auto liability insurance would provide a
second layer of coverage, but only while the employee is in Travel Status, and is the driver of the
vehicle.
The Travel Officer will book and pay for other business related expenses as usual.
d. Any employee expenditures incurred prior to receiving final approval will not be reimbursed
by CBJ if the travel or training is not approved.
e. When personal leave is combined with authorized travel, the employee ceases to be on travel
status for the purposes of reimbursement (i.e., lodging, per diem) from the hour business or
training ends.
f. Per Diem will be paid for only one travel day, either leaving Juneau or returning to Juneau,
for all travel that incorporates personal time, regardless of whether it is personal leave,
LWOP or a weekend stay to extend time in the destination city. This is regardless of whether
the personal travel takes place before, during, or in the middle of business travel.
g. Any additional time away from duty that may be required for such indirect travel will be
charged to approved personal leave or leave without pay.
h. When there is an unplanned interruption of travel for the personal convenience of the
employee, the reimbursement expenses allowed may not exceed that which would have been
incurred by uninterrupted travel.
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8. TRANSPORTATION, LODGING, AND PER DIEM
a. AIRFARE
• When traveling on city business, the travel officer must obtain the lowest economy class
airfare available and travel by the most economical route, taking into account time
efficiencies. The employee is not expected to overnight en route, leave after 10 PM or
utilize a similarly inconvenient schedule. If the employee prefers a different schedule,
resulting in a higher cost to CBJ, the employee will pay the difference.
• CBJ will pay for an additional night stay if the airfare savings is greater than the
additional cost of lodging, ground transportation, and per diem combined.
• CBJ will not reimburse for mileage award tickets. Companion fares may be combined
with CBJ travel but must be booked under the provisions of Section 7. The employee
must be designated as the primary ticketed passenger in order to be reimbursed for the
amount of the fare (minus the companion fare fee).
• If an employee accepts a voluntary delay in travel, all CBJ responsibility for
reimbursement ceases for per diem, lodging, or any other expense occasioned by the
delay. If the delay impacts the employee's ability to return to work as scheduled, the
employee will be required to notify the supervisor and take personal leave.
• Employees need to be cognizant of airline baggage and weight restrictions. Collected
training material or equipment may be shipped via economical means to avoid excess
baggage charges when possible, provided the charges for shipping are less than the
excess baggage charges.
b. USE OF PRIVATELY OWNED VEHICLES FOR CBJ TRAVEL
When the use of an employee's own vehicle for travel outside Juneau is authorized, the
employee will be reimbursed at the reimbursement rate set forth in Personnel Rule 18 PR
045.
Vehicle insurance is solely the responsibility of the employee. The employee must
comply with the provisions in the CBJ Vehicle Reimbursement Policy.
When a privately -owned vehicle is used for the convenience of an employee,
reimbursement for transportation expenses will be mileage or the lowest available fare by
a common carrier, whichever is less. Any additional time away from duty that may be
required for such travel will be charged to personal leave or leave without pay.
c. TAXI/SHUTTLE
• Travelers are expected to utilize the lowest cost ground transportation, taking into
account time efficiencies, which may include the services of airport shuttles, buses, and
taxis. Reimbursement for these items will be made at the conclusion of travel, unless
advance reservations are available using CBJ p -card. For these costs to qualify for
reimbursement, receipts must be submitted with the travel reconciliation.
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d. RENTAL VEHICLES
• Use of rental vehicles are limited to instances where it is strictly necessary for the
conduct of CBJ business or where it can be demonstrated that use of a rental car is a more
economical alternative to the use of other modes of ground transportation. When lodging
is at the conference hotel, rental cars will only be approved if sufficient justification is
provided. It is the responsibility of the Travel Officer to reserve rental cars. Employees
may use personal credit cards to pay for rental vehicles for areas outside of State contract
sites. For these costs to qualify for reimbursement, receipts must be submitted with
the travel reconciliation.
• Vehicles may only be rented for that portion of travel that is necessary for CBJ business.
• Vehicles for Anchorage, Fairbanks, Kenai, and nearby destinations (i.e., Girdwood,
Palmer, Wasilla, Homer) must be rented from the current contract with the State of
Alaska, of which CBJ is a party. Receipts from any other vendor in these areas will be
reimbursed only if the State of Alaska contractor is unable to provide a vehicle at a
reasonable cost. All other rentals should use the State of Alaska's national contract, if
available. Every attempt must be made to utilize the State of Alaska's contract rental car
agreements.
• The employee is authorized to accept the prepaid fueling option offered by rental car
companies if it appears to offer savings by doing so. If this option is not accepted, the
employee is responsible for fueling the vehicle and returning it fully fueled. CBJ will not
reimburse the fees charged for bringing a car back with insufficient fuel.
• The employee must retain all receipts for fuel in order to be reimbursed for the expense.
If the receipt does not have the name and phone number of the fueling station imprinted
on it, the employee needs to note it on the receipt. All receipts must be submitted to the
Travel Officer upon completion of travel in order to receive reimbursement for the
expense.
• DO NOT SELECT SUPPLEMENTAL INSURANCE. CBJ will not reimburse for this
fee.
• An additional driver may be selected in case of CBJ employees sharing a rental vehicle.
Employees traveling to the same destination must share a rental car, unless the scheduling
of the employee's participation is such that sharing a rental car is rendered impractical.
For insurance purposes, only CBJ employees on travel status may drive rental cars.
e. PARKING AND TRAVEL TO AND FROM JUNEAU INTERNATIONAL AIRPORT
• With receipts, CBJ will reimburse the employee for the lesser cost of a taxi roundtrip
from their home location or parking at the Juneau International Airport.
f. LODGING ALLOWANCES
While traveling on official business that requires overnight lodging, employees are allowed
reimbursement for actual room expense at a commercial establishment. The Travel Officer is
expected to select economical but adequate accommodations within reasonable distance of the
training or meeting site. When making reservations, the Travel Officer should request the
government rate.
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• All hotel parking fees must be specified in the travel reconciliation. Employees are only
to use valet parking if it is equal to or less than self -parking.
• CBJ will not pay for phone charges (with the exception of business-related calls), room
service, in -room entertainment, mini bar charges, toiletry charges, hotel services (i.e., dry
cleaning, laundry), alcohol, or other personal expenses.
• If the employee arrives at a hotel and decides they need to move, the employee must
contact the Travel Officer as soon as practical, typically within 24 hours. The employee is
responsible to procure lodging at a comparable cost to the approved lodging cost.
• When more than one employee is attending the same conference, room sharing is
encouraged but not required.
• Employees are normally required to stay in the training destination city or immediate
vicinity. If an employee wants to stay in another city and rent a car to drive to the
training, CBJ will not pay for a rental car, unless the employee can demonstrate to the
Travel Officer that there is a cost savings available by doing so.
• If an employee is assigned a CBJ laptop, and it is necessary for the employee to stay in
communication with CBJ for the duration of his/her business travel or training, CBJ will
reimburse hotel internet connection charges if specified on the Travel Report. CBJ will
not reimburse personal internet connectivity charges.
g. PER DIEM — MEAL ALLOWANCES
• A meal allowance (per diem) may be paid while the employee is on travel status. To
-� compute meal allowances for partial days on travel status, the following amounts are in
effect:
Breakfast
$12.00 12:01 a.m. to 10:00 a.m.
Lunch
$16.00 10:01 a.m. to 3:00 p.m.
Dinner
$32.00 3:01 p.m. to midnight
Total
$60.00
• Receipts for meals are not required. The cost of gratuities is included in the per diem rate.
• If meals are included in lodging, the conference, or training registration fee, the
employee's daily per diem will be adjusted accordingly. For example, if the hotel rates
includes breakfast, the employee will not receive the per diem for breakfast for the days
spent in the hotel. If the conference registration fee includes lunch, the employee will not
receive the per diem for lunch for the days lunch is included in the registration. If the
employee has a particular reason that would preclude them from partaking of the meals
offered, this must be stated on the Travel Report.
• If there is an additional charge to attend a luncheon or dinner event that is deemed
important for the employee to attend as part of the training experience, CBJ may cover
the cost of that particular meal, and the per diem for that meal will be deducted from the
employee's daily per diem.
• CBJ does not cover the costs associated with social functions or recreational events, such
as optional tours, golf matches, cocktail hours, recreational opportunities, etc.
• CBJ does not pay for alcohol.
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9. TRAVEL ON A DAY OFF AND OVERNIGHT TRAVEL, Pay for Hourly Employees
The federal Fair Labor Standards Act (FLSA) governs how employees who are paid an
hourly wage will be compensated for hours when on travel status. The Department Director
or designee must calculate and take into consideration any overtime liability when
authorizing travel plans.
For example, when determining whether it is less costly to CBJ for an hourly employee to
stay over an additional night in order to obtain supersaver airfare, the Department Director or
designee must also include in the calculation employee wages.
An employee is paid while on travel status under the following circumstances:
a. If an employee is required to travel during their normal work hours, even on their
regularly scheduled day off (e.g., Saturday, Sunday, holiday), the employee will be paid
for those hours spent as a passenger on a public conveyance. This applies whether or not
the employee was working while traveling.
Example: If an employee's normal work hours are between 8:00 a.m. and 4:30 p.m.
Monday through Friday, and travel occurs between 8:00 a.m. and 4:30 p.m. on a Saturday
or Sunday, the travel time is compensated at the employee's regular rate of pay.
b. If an employee's travel on a public conveyance occurs outside of regular work hours, and
the employee did not work while being transported, then the time is not compensated.
Employees are to refrain from working during travel time which is outside their regular
work hours unless overtime has been approved in advance.
c. If an employee's travel requires that the employee be the pilot or driver, then the
employee will be paid for the travel time as if working. This applies whether or not the
time falls within normal working hours.
d. Ground travel to and from the airport is not compensated time, since the FLSA considers
that to be similar to travel time to and from work.
e. Work weeks run from midnight Sunday to midnight Sunday.
f. Overtime accrues after the person has worked more than 8 hours in a day or 40 hours in a
work week if the person is an hourly employee, except for work units which may have
differently assigned work periods that may exceed 40 hours. Employees should refer to
the relevant collective bargaining agreement or personnel rule.
g. If the travel includes a time change, the analysis is performed in actual hours, so
regardless what time it is at the traveler's ultimate destination, the time is counted by first
converting it to Alaska Standard Time or Alaska Daylight Savings Time.
h. If the employee takes any type of leave during the work week in which travel occurs, the
number of hours toward the overtime threshold will be reduced.
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AGENDA ITEM #2.b.
For example: Alan worked Monday through Thursday, 8:00 a.m. to 4:30 p.m., but took
7.5 hours personal leave on Friday, then spent 7.5 hours on a plane Saturday during his
regular work hours and took Sunday off. In this case, no overtime liability will accrue
because Alan did not actually work 40 hours before the travel started. Alan would receive
straight time pay for the 7.5 hours spent in travel status during regular work hours on
Saturday.
i. When possible, the employee's work schedule should be adjusted to accommodate
the additional time worked without creating overtime liability.
For example: Fred normally works Monday through Friday, 8:00 a.m. to 4:30 p.m., but is
expected to travel during normal work hours on Saturday. The supervisor may adjust
Fred's work schedule to begin on Tuesday through Saturday (Remember to give the
advanced notice of the change in work schedule required by the relevant collective
bargaining agreement or personnel rules).
10. COMPLETION OF TRAVEL -RECONCILIATION
a. Within seven (7) working days of the date travel is completed, the
employee must submit all documentation supporting travel reconciliation
to the Travel Officer, even if there are no funds due to the employee or to
CBJ. The Travel Officer will complete the reconciliation portion of the
`1 Travel Report. It is the Travel Officer's and Department Director's
responsibility to ensure all department employees traveling on City
business provide the documentation necessary to complete the
reconciliation portion of the Travel Report. The completed TR and
appropriate authorization shall then be forwarded to the Purchasing
Division.
Failure to comply with timely submission of travel reconciliations is a
violation of this policy.
b. If the employee incurs obligations beyond those authorized in the Travel
Report, the employee may be held responsible for increased costs and may
be subject to disciplinary action.
11. LOCAL TRAINING — WEBINARS — ONLINE TRAINING OPPORTUNITIES -ALL
EMPLOYMENT RELATED CERTIFICATIONS — CDL RENEWALS
a. Registration costs associated with local training may be paid with a CBJ purchasing card
by the Travel Officer or designee. Individual training or renewals not purchased with a
CBJ purchasing card must be submitted on a Local Training Form.
b. Local Training is not eligible for per diem or travel expenses.
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Administrative Policy 18-OIR
CBJ Travel Policy and Procedure
Page 105 of 109
Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.b.
c. Department Directors or their designees may require an Employee Educational
Reimbursement Agreement be completed for certain training opportunities to be
approved.
d. University books that CBJ pays for will remain the property of CBJ, unless applicable
union contract language states otherwise.
e. Webinars (online seminars) or online training opportunities are covered by this policy. As
practicable, employees will participate in these during work hours. If the webinars or
online training opportunities are not available during the employee's normal work
schedule, the supervisor will make adjustments consistent with personnel rules and
bargaining agreements.
f. Webinars or online seminars will be paid for with the CBJ purchasing card by the Travel
Officer or designee AFTER approval by the Department Director or designee.
g. Employment Required Certifications — Certifications must be included in the employee's
training plan.
h. CDL Renewals — are considered local training and must be included in the employee's
training plan.
12. VIOLATION OF POLICY
Violation of any portion of this policy may result in disciplinary actions up to and including
dismissal.
13. ACCOUNT CODE DEFINITIONS
• Account 5200 Business travel is used for CBJ employees and Assembly and Boards and
Commissions administrative purposes.
• Account 5202 Travel and training is used for any CBJ employee and Assembly/Boards and
Commissions travel and training costs, except for business travel and training contractual.
• Account 5205 Contractual training is used for costs incurred for professional services to
provide training (non CBJ employee or Assembly/Boards and Commissions).
14. GENERAL PROVISIONS
a. Scope: This policy applies to all agencies, employees, and Assembly/Boards and
Commissions members of the City & Borough of Juneau, Alaska.
b. Authority to promulgate policy: The City Manager of the City & Borough of Juneau,
Alaska, maintains the authority granted by the CBJ Charter to order policy and the
guidelines for implementation.
c. Effective Date: This policy will take effect on August 21, 2019. This policy supersedes
Administrative Policy 18-01.
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Administrative Policy 18-01R
CBJ Travel Policy and Procedure
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Consideration And Discussion To Change The Travel Policy
Dated at Juneau, Alaska, this '2- k day of AU4-U-"
Duncan Rorie MER
City Manager
AGENDA ITEM #2.b.
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Administrative Policy 18-01R
CBJ Travel Policy and Procedure
Page 107 of 109
Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #4.a.
January 25, 2024, Assembly Work Session — Abbreviated Manager's Report
Statewide Transportation Improvement Program (STIP) City of Kodiak Mission Road Rehabilitation 5K to
50,000 311 score No KIB inclusions advanced.
Transportation Alternatives Program —TAP - No KIB Program Requests advanced
Tracked Excavator — Ship to Seward to make the last January Sampson bare to Kodiak. New machine to
arrive the beginning of February. 36 -inch bucket will be shipped separately. Clean out bucket that arrived
with the original shipment is compatible and will be transported to the Landfill by Brechan.
Baler working floor — staff is communicating with the engineers. Engineer feels that the visible cracks
underneath are from age and shrinking as the concrete drying After locating the details associated with
the epoxy injection repair, not as concerned. Staff will core two 3 -inch cores to be evaluated by the
engineer.
Evaluating the old mix design which will require the use of non -local aggregate (granite)or other form of
metamorphic rock. May need to consider a new mix design of 8000 psi or greater.
Evaluating cost for HMI Human Machine Interface) and processor upgrades at the Leachate Treatment
Plant.
Architectural Review Board met this week. Hospital and Middle School Elevator Modernization reviewed,
corrected and recommended for advertising. Hospital Sterilizer and Associated Component design to
35% reviewed and approved for recommendation to move to 65%
KFRC Decontamination Upgrades have been reviewed and recommended for advertising and bidding.
Must discuss with GSA and NOAA specific to funding source.
Page 108 of 109
Borough Manager's Report
BOROUGH CLERK'S REPOR"m AGENDA ITEM #5.a.
January 25, 2024
1. Projects
• Working on travel authorizations for upcoming travel
2. Reminders
Q • APOC Financial Disclosure email was sent to you on January 10. POFD
forms due by March 15
3. Records Projects
O • Working on inputting expiration/review, and purge dates to older contracts
• There are about 3 more years worth of contracts folders to go through
before we are able to put a destruction list together for all contracts past
retention
• Currently have two boxes that will be added to destruction list from other
departments
4. Travel and Leave Dates
Q Please send me your travel dates if you are travelling or taking any time off.
Q February 18-24, AML Winter Legislative Conference, Juneau, Alaska
April 2024, Cook Inlet Regional Citizens Advisory Council, Kenai, Alaska
O August 13-15, AML Summer Legislative Conference, Kodiak, Alaska
5. Upcoming Meetings
Q February 15 RM
February 28 J WS with COK
February 29 WS
March 5 JWS with BOE
March 7 RM
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Borough gerk's Report
KODIAK ISLAND BOROUGH
Meeting Type: A-1% M0 W04- des Date: JG YID(/ O!M 2,5 20 2q
Please PRINT vour name lecaibIV Phone number