2024-02-08 Work SessionKodiak Island Borough
Assembly Work Session
Assembly Chambers
Thursday, February 8, 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. Discussion Of Changing The Transient Accommodations Tax 3-20
Agenda Item Report - Pdf
b. Proposed Code Revisions To KIBC 2.125.030 And KIBC 21 -25
2.125.040 Architectural/Engineering Review Board
Aaenda Item Report - Pdf
C. Consideration And Discussion To Change The Travel Policy 26-98
Aaenda Item Resort - Pdf
d. Discussion Regarding Sargent Creek Park Playground 99-123
Equipment Procurement
Agenda Item Report - Pdf
3. PACKET REVIEW
a. CONTRACTS
• Contract No. FY2024-26 With Veolia For Replacement
Membranes For The Leachate Treatment Plant In The
Amount Of $300,000
ORDINANCES FOR INTRODUCTION
• Ordinance No. FY2024-12 An Ordinance Of The Assembly
Of The Kodiak Island Borough Amending Kodiak Island
Borough Code Title 3 Revenue And Finance, Chapter 3.35
Real Property Tax, Section 3.35.050 Board Of
Equalization
OTHER ITEMS
Page 1 of 129
• Authorization For The Borough Manager To Reimburse
Providence Kodiak Island Medical Center For Sterile
Processing Department Design To 35% And To 65% For
The Combined Cost Amount Of $143,857
• Authorization For The Borough Manager To Reimburse
Providence Kodiak Island Medical Center For Reverse
Osmosis And Steam Generator Design To 35% In The
Amount Of $29,788
• Declaring A City Seat Vacant On The Planning and Zoning
Commission (Mr. Dave Townsend)
4. MANAGER'S COMMENTS
a. Borough Manager's Report 124-129
20240208 Borough Manager's Report
5. CLERK'S COMMENTS
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, Summer AML 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.
Page 2 of 129
AGENDA ITEM #2.a.
KODIAK ISLAND BOROUGH
STAFF REPORT
FEBRUARY 8, 2024
4 '
x ASSEMBLY WORK SESSION
SUBJECT: Discussion Of Changing The Transient Accommodations Tax
ORIGINATOR: Bo Whiteside, Assembly Member
RECOMMENDATION:
This item was requested by Assembly member Whiteside and co-sponsored by Assembly
member Sharratt.
At the October 1, 1996, Municipal Election, Initiative Question No. 1 asked the voters the
following question: "Shall the Kodiak Island Borough levy and collect a tax not to exceed five
percent (5%) of the amount charged persons for using transient accommodations within the
Kodiak Island Borough?" This initiative passed with 1054 Yes votes and 956 No votes. As a
result of this initiative, Ordinance No. 96-19 was adopted by the Assembly on December 5,
1996, which laid out the implementation and administration of the transient accommodations
tax.
AS 29.45.670 requires a public vote ratifying an ordinance which imposes a new sales and
use tax or raises the rate of levy of a sales and use tax. The KIB transient occupancy tax is
labelled as a sales tax under KIB 3.55.010. Under the 1996 vote the Borough can vary the
rate between 0% and 5% without a vote, but if the Borough wants to exceed 5% a public vote
ratifying the increase will be required.
DISCUSSION:
ALTERNATIVES:
FISCAL IMPACT:
OTHER INFORMATION:
Kodiak Island Borough
Discussion Of Changing The Transient Accommodations Tax
Page 3 of 129
AGENDA ITEM #2.a.
Transient Accommodation Tax Info
The last time we did an audit of accommodation tax registrants was around 2012. The information we
received was mostly nasty comments (and threats to stop reporting at all if we continued to harass
them) and little actual information. We asked for bank statements and if we got them, they were heavily
redacted, contained minimal or no deposits; hardly any of it matched what was reported to the
Borough.
As for the information in our GL:
For FY2023, we received $122k of Transient Accommodations sales tax revenue. Of that:
• 72% ( $89K) was from On Road System sources / 28% ( $33k) was from Off Road System
sources.
• Largest single source of revenue from On Road System source was $63K (51% of $122k)
• Largest single source of revenue from Off Road System source was $8k (6% of $122k)
Looking at the tax reports that were filed:
For FY2023, there was a total of 67 registered accommodations. Of those:
• 30% are On Road System / 70% are Off Road System
• 16 reported no income for the year
• 25 reported tax liability of less than $500 for the year (average was $279)
• 13 reported tax liability of $500 - $1,000 for the year (average was $742)
• 10 reported tax liability of $100 - $5,000 for the year (average was $2,648)
• 2 reported tax liability of $5,000-$1,000 for the year (average was $7,738)
• 1 reported tax liability of more than $10,000 for the year
As requested by Assembly Member Whiteside and provided by the Finance Director
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Discussion Of Changing The Transient Accommodations Tax
AGENDA ITEM #2.a.
KODIAK ISLAND BOROUGH
ORDINANCE NO. FY2024-NN
AN ORDINANCE OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH AMENDING
TITLE 3 REVENUE AND FINANCE, CHAPTER 3.55 TRANSIENT ACCOMMODATIONS TAX,
SECTION 3.55.010 LEVY OF SALES TAX AND SECTION 3.55.090 ADDITION OF TAX TO
INCREASE THE SALES TAX PERCENTAGE FROM FIVE PERCENT TO 12 PERCENT FOR
TRANSIENT AND ALL-INCLUSIVE PACKAGE ACCOMODATIONS
WHEREAS, this amendment would align the Kodiak Island Borough with the City of Kodiak tax
rate applied to transient accommodations and all-inclusive package accommodations.
NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH that:
Section 1: This ordinance is of a general and permanent nature and shall become a part of the
Kodiak Island Borough Code of Ordinances.
Section 2: That Section 3.55.010 Levy of Sales Tax of the Kodiak Island Borough Code of
Ordinances is amended to read as follows:
3.55.010 Levy of sales tax.
A sales tax of five twelve percent of the rental charge is levied on all transient rentals for
accommodations within the Kodiak Island Borough. For all-inclusive packages, a sales tax of five
twelve percent will be levied on the amount of the package that is for accommodations; this
amount will be substantiated in writing to the borough for approval. If a business does not have
an approved substantiated rate, then the five twelve percent will be levied on 50 percent of the
average daily rate of the package for each day of the stay. Any business may appeal the decision
of the finance director regarding the levy of this tax pursuant to KIBC 3.55.180(D).
Section 2: That Section 3.55.090 Addition of Tax of the Kodiak Island Borough Code of
Ordinances is amended to read as follows:
3.55.090 Addition of tax.
A. The tax collector shall add the tax imposed by this chapter to the rental charge, showing the
tax as a separate and distinct item. The tax imposed on more than one separate rental may
be shown as a total tax on the aggregate price of all rentals made at one time.
B. The tax to be collected and remitted may be determined by multiplying the gross receipts from
the services or product by X5.12. In cases of all-inclusive packages, the tax may be
determined by multiplying the approved substantiated rate for accommodations by x.12. If
a rate has not been approved, then the five twelve percent will be levied on 50 percent of
Ordinance No. FY2024-NN Page 1 of 2
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Discussion Of Changing The Transient Accommodations Tax
AGENDA ITEM #2.a.
the average daily rate of the package multiplied by the number of nights of accommodations
provided.
Effective Date: This ordinance takes effect upon adoption.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS DAY OF , 2024
KODIAK ISLAND BOROUGH
ATTEST:
Scott Arndt, Borough Mayor
Nova M. Javier, MMC, Borough Clerk
Introduced by: Assembly member Whiteside and Sharratt
First reading:
Second reading/public hearing:
VOTES:
Ayes:
Noes:
Ordinance No. FY2024-NN Page 2 of 2
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Discussion Of Changing The Transient Accommodations Tax
AGENDA ITEM #2.a.
Kodiak Island Borough Assembly Agenda Item Request Form
PLEASE FILL OUT AND RETURN TO THE CLERK
Below Are The Adopted Powers Of The Kodiak Island Borough. Circle the adopted power your request
falls under.
Mandatory Powers of the Assembly: • Solid Waste Collection and Disposal (non-areawide/on
• Education road system)
• General Administration and Finance • Parks and Recreation (non-areawide/outside cities)
• Tax Assessment and Collection • Economic Development (non-areawide/outside cities)
• Planning and Zoning • Animal Control (non-areawide/outside cities)
• Fire Protection and First Responder Emergency
• Adopted Powers of the Assembly: Medical Services (service areas)
• Emergency Services Planning • Road Maintenance and Construction (service areas)
• Community Health (restricted • Street Lighting (service areas)
areawide)
Assembly Member: Bo Whiteside, Ryan Sharratt. Date Submitted: 11/9/23
Agenda Date Requested: 12/14/23 Meeting Type: (F)NS ORM
It is recommended that you turn in request at least a month prior to the meeting date requested. The Mayor retains
discretion when to place items on the agenda per KIBC 2.60.0608.
Description of the item you are requesting to have placed on the agenda. Please submit one form
for each item and submit any applicable documents with this form.
Introduction of ordinace to amend KIBC 3.55.010 and 3.55.090.
Requested action of the Assembly:
Discuss and vote to reject or adopt.
For Staff Use:
Received date: Distributed to: Mayor DPO Manager
Discussed at the agenda setting on:
Approved and scheduled on: WS Date: RM Date:
Notes:
\\dove\borough\CL\BC-05 - ASSEMBLY AGENDA PACKETS\Assembly and Public Agenda Request Forms\Assembly
Agenda Item Request Form Rev.docx
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Discussion Of Changing The Transient Accommodations Tax
AGENDA ITEM #2.a.
Introduced by:
Mayor Selby
Requested by:
Borough Clerk
Drafted by:
Borough Attorney
Introduced:
11/26/96
Public Hearing:
12/05/96
Amended:
12/05/96
Adopted:
12/05/96
KODIAK ISLAND BOROUGH
ORDINANCE NO. 96-19
AN ORDINANCE ADDING CHAPTER 3.30 TRANSIENTACCOMMODATION TAX
TO THE KODIAK ISLAND BOROUGH CODE OF ORDINANCES
TO IMPLEMENT AND ADMINISTER A TRANSIENT ACCOMMODATIONS TAX
WHEREAS, the Board of Directors of the Kodiak Island Convention and Visitors
Bureau submitted an initiative petition to place the question of levying and collecting
a tax not to exceed five percent (5%) of the amount charged persons for using
transient accommodations on the October 1, 1996 election ballot; and
WHEREAS, the petition has been duly certified by the Borough Clerk and approved
by a majority of the qualified voters in the Kodiak Island Borough eligible to vote on
the question;
NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH THAT:
Section 1: This ordinance is a general and permanent nature and shall become a
part of the Kodiak Island Borough Code of Ordinances.
Section 2: This ordinance shall take effect on the first day of January, 1997.
Section 3: Title 3 of the Kodiak Island Borough Code of Ordinances is amended by
adopting a new chapter 3.30 as follows:
CHAPTER 3.30
Transient Accommodations Tax
3.30.010 Levy of sales tax. A sales tax of five percent (5%) of the rental charge is
levied on all transient rentals for accommodations within the Kodiak Island Borough.
3.30.020 Accrual and collection. Sales taxes imposed by this chapter are due and
payable by the buyer at the time of payment for the rental and are delinquent if not
paid when due. Every person making rentals that are taxable under this chapter shall
collect the taxes from the purchaser at the time of the rental or, with respect to credit
transactions, at the time of collection of the rental fee and shall transmit the money
collected on a quarterly basis to the borough.
Kodiak Island Borough, Alaska Ordinance No. 96-19
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3.30.025 Allocation of sales tax proceeds.
A. The sales taxes collected under section 3.30.010 shall be allocated to a
separate fund or account to be appropriated and utilized solely for increased
development of the tourist industry, and may be allocated for tourism programs,
tourism enhancement projects, such as beautification within the borough, and the
administrative costs associated with such programs;
B. The sales tax collected in any of the six (6) villages may be appropriated for
the purpose of the development of the tourist industry in the village.
3.30.030 Installment payments. When the payments for a rental are made on an
installment basis, the entire sales tax shall be collected from the down payment, or,
if a down payment is not made or is insufficient to pay the tax, then from the entire
first installment payment or payments until the tax is paid.
3.30.040 General exemptions.
A. The following classes of rentals are exempt from the tax imposed by this
chapter:
1. Rentals to religious and charitable organizations as defined in subsections
501 (c)(1), (3), and (4) of the Internal Revenue Code, for the conduct of regular
religious or charitable functions and activities, and not for the support or maintenance
of the general membership or for communal living;
2. Rentals to the United States, the State of Alaska, and any agencies or
political subdivisions thereof;
3. Rentals which the borough is prohibited from taxing by the constitution or
laws of the United States or the state of Alaska;
4. Rentals by businesses which provide sleeping accommodations as an
incidental part of their business but do not provide transient accommodations
separately as a business; i.e., fishing boat charters, guide operations not based in a
lodge that also sells lodging, and similar services;
5. Rentals to nonprofit organizations operated primarily for the purpose of
planning, promoting, and conducting organized group activities for participants who
are eighteen (18) years of age or less; and
6. Rentals for accommodations located within a municipality which levies and
collects a sales tax on transient room rentals. No certificate is required for the
exemption provided by this subsection.
3.30.045 Partial exemption. A business that provides transient accommodations
separately in the normal course of business, shall collect the tax on the estimated
value of the rentals included in any package sales which include other services such
as guiding or transportation.
3.30.055 Senior citizens exemption.
A. A person sixty-five (65) years of age or older who has resided in the Kodiak
Island Borough for a continuous period of thirty (30) days or more may obtain a senior
citizens sales tax exemption certificate by submitting a completed application to the
finance director on a form provided by the borough. The application must be signed
Kodiak Island Borough, Alaska Ordinance No. 96-19
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AGENDA ITEM #2.a.
by the applicant under oath and shall contain information relating to the applicant's
residence, marital status, rental or ownership of occupied dwelling, persons
occupying the dwelling, and other information reasonably necessary to determine the
applicant's eligibility and monitor the use of the exemption certificate. The applicant
shall also submit for inspection and copying a birth certificate, or other evidence
determined by the finance director to be adequate, to establish the applicant's age.
The exemption certificate shall be issued without charge in the name of the applicant
and shall be valid for a period of three (3) years.
B. An exemption certificate issued to a person who is prevented or impaired from
personally making purchases or payments by a physical or mental infirmity may
designate not more than two (2) other persons who shall be authorized to utilize the
certificate when making purchases and payments on behalf of and for the sole use
and benefit of the certificate holder or the certificate holder's spouse.
C. No person may utilize a senior citizen tax exemption certificate to purchase or
acquire rentals that are to be utilized by a person or persons other than the certificate
holder, the certificate holder's spouse, a dependent of the certificate holder, or
another person or persons who would be qualified to have a senior citizens exemption
certificate issued to them under this section. As used in this section, "dependent"
means a child of the certificate holder or the certificate holder's spouse who resides
with the certificate holder when not attending school and who receives more than
one-half (%) of his or her support from the certificate holder.
1. Notwithstanding any other provisions of this chapter no person may utilize
a senior citizen tax exemption certificate to rent a room which will be used in a
commercial business or enterprise or for the production of income.
2. Persons making rentals to or for the benefit of a senior citizen which are
exempt from tax under the provisions of this section shall confirm the identity of the
person or persons presenting an exemption certificate, if not personally known to
them, by requesting identification and shall maintain records of each such exempt
rental with an appropriate reference to the senior citizen exemption certificate
number. If the person making the rental has reason to believe that it is not for use
by a senior citizen or other qualified user, because of the volume, type of purchase,
or other facts, that person shall promptly report the possible fraudulent use of the
exemption certificate to the borough finance director. The finance director shall
investigate the rental, and if the finance director determines that the exemption
certificate is being abused, the matter shall be referred to the mayor who shall
conduct such further investigation as is determined necessary and present the facts
to the assembly for authorization to initiate prosecution or revocation action, or both.
3. Senior citizens' exemption certificates shall be subject to revocation as
provided in section 3.30.070 of this chapter.
3.30.060 Certificate of exemption.
A. A person entitled to the exemption under section 3.30.040 shall apply to the
borough for a certificate of tax exemption which will be issued without charge to
qualified persons. The application shall be submitted on a form provided by the
borough finance office and shall contain the name, address, type of organization, the
section under which the exemption is claimed, and such other information as is
Kodiak Island Borough, Alaska Ordinance No. 96-19
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required by the finance department. Duplicate certificates will be issued on request.
B. The certificates of exemption shall be valid for a period of one (1) year and the
expiration date shall be printed on the face of the certificate. Exemption certificates
may be renewed annually, without charge, by completing an application form
containing information required to assess the continued existence of the exemption.
3.30.070 Revocation of certificate of exemption.
A. A certificate of tax exemption may be revoked by the mayor for any of the
following acts or omissions:
1. Falsification of any statement or information in the application for certificate
of exemption;
2. Utilization of the tax-exempt certificate for the purchase or acquisition of
nonexempt rentals;
3. Knowingly or negligently permitting or authorizing the use of the certificate
by a person other than an authorized agent or employee of the person or entity to
whom the certificate was issued.
B. Prior to revocation of a certificate, the holder of the certificate shall be
provided with notice of the alleged violation not less than ten (10) days prior to the
proposed effective date for revocation of the exemption certificate. The person or
entity to whom the certificate was issued may request a hearing before the mayor
regarding the alleged violation by filing a written request with the mayor prior to the
effective date for revocation. If requested, the hearing shall be held within twenty
(20) days after the date of receipt of the request, and the exemption certificate shall
not be revoked prior to the date of hearing.
C. A decision of the mayor revoking an exemption certificate may be appealed to
the assembly by filing a written notice of appeal with the borough clerk within ten
(10) days after receipt of the decision. The hearing on the appeal shall be scheduled
before the assembly at a regular or special meeting held within thirty (30) days after
receipt of the notice of appeal. The assembly may, in its discretion, hear the matter
either on the record or de novo. If the appeal is heard de novo, no evidence may be
presented before the assembly which was not presented before the mayor.
D. If an exemption certificate is revoked, a new certificate may not be issued to
the same person or entity for a period of two (2) years from the date of revocation.
E. The revocation provided by this section is in addition to any other penalties
provided by law for the violations.
3.30.080 Tax collectors registration certificate.
A. All persons engaged in selling or renting property subject to the tax imposed
by this chapter shall file an application for a certificate of registration not later than
the date of commencing business in the borough or opening a place of business
within the borough. An application for a new business not previously registered to
collect sales taxes shall be accompanied by a one hundred dollar ($100) deposit, or,
in the case of a person who does not maintain a permanent place of business within
the borough or who is not a local resident residing within the Kodiak Island Borough,
a two hundred dollar ($200) deposit which the registrant may recover by a deduction
from the remittance submitted with the first quarterly return filed or, if that return is
Kodiak Island Borough, Alaska Ordinance No. 96-19
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insufficient, the balance shall be refunded. If applicant has established credit with the
borough, the finance director may waive the required deposit.
B. Upon receipt of a properly executed application, on a form provided by the
finance director, accompanied by the required deposit, the finance director shall issue
the applicant a certificate of registration, stating the address of the place of business
to which it is applicable and authorizing such person to collect the sales tax. The
certificate shall be prominently displayed at the place of business named on the
certificate.
C. The certificate of registration is nonassignable and nontransferable, and must
be surrendered to the finance director by the person or entity to whom it is issued
upon cessation of business at the location named in the certificate. If the business
is continued at the same location but there is a change in its business form, the
certificate holder making such change shall surrender the old certificate to the finance
director for cancellation and the successor organization shall apply for a new
certificate of registration. Upon receipt of such application properly executed, a new
certificate bearing a new number will be issued to such successor.
D. When there is a change of address for the certificate holder's place of
business, a new certificate of registration is required, bearing the same registration
number, showing the new address.
E. An applicant for a new certificate required to reflect a change in business form
or a change of address for an existing certificate holder is not required to post a
deposit with the application.
3.30.082 Failure to obtain registration certificate.
A. It shall be unlawful for any person to engage in, or continue in, business within
the borough or to conduct activities within the borough unless and until such person
obtains a certificate of registration. In the event the finance director ascertains that
any such person is engaging in, or continuing in, business within the borough without
a certificate of registration, one (1) or more of the following remedies may be sought:
1. Conduct a special audit of such person's records and make a demand upon
such person to obtain a sales tax certificate, in which case such person who has
engaged in business or activities within the borough without a certificate shall pay a
special fee to reimburse the borough for the expense of the audit, which fee shall be
the lesser of the sum of one thousand dollars ($1,000) or ten percent (10%) of any
tax found to be due. However, the fee may be waived at the discretion of the
finance director for good cause shown. The finance director shall also assess any
delinquencies, and applicable penalties and interest, if any, against such person, if
such person engaged in rentals which were or are subject to the borough sales tax.
2. Report the facts to the borough attorney for appropriate action.
3.30.090 Addition of tax.
A. The tax collector shall add the tax imposed by this chapter to the rental
charge, showing the tax as a separate and distinct item. The tax imposed on more
than one (1) separate rental may be shown as a total tax on the aggregate price of
all rentals made at one time.
Kodiak Island Borough, Alaska Ordinance No. 96-19
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B. The tax to be collected and remitted may be determined by multiplying the
gross receipts from the services or product by .05 and dividing that product by 1.05.
3.30.100 Assumption of tax prohibited. No person may advertise or state to the
public, or to any tenant directly or indirectly, that the tax imposed by this chapter or
any part thereof will be assumed or absorbed by that person, or that it will not be
added to the charge, or that it will be refunded; nor may any person assume, absorb,
or fail to separately state the tax to the tenant unless otherwise specifically authorized
by this chapter.
3.30.110 Tax schedule. The amount of the tax to be added to the rental charge for
transient room rentals shall be determined in accordance with the following schedule:
Charge Tax
Under 5 cents None
$.05 through $.17 $.01
.18 through .30 .02
.31 through .50 .03
.51 through .89 .04
.90 through 1.09 .05
Over $1.10 Continue on same scale
3.30.120 Maximum taxable sale.
A. If the charge for rental of any property exceeds five hundred dollars ($500) for a
single transaction, that portion of the price or charge in excess of five hundred dollars
($500) shall be exempt from the tax levied by this chapter.
B. In determining the maximum tax payable with regard to a single transaction for
rentals, each day shall be deemed a separate service transaction. The maximum tax
payable shall be applicable to each deemed service transaction with tax payments to
accrue and become payable at the time of filing the next quarterly return to be submitted
following receipt of payment for the service.
3.30.130 Title to tax proceeds. The title to the taxes collected pursuant to this chapter
shall vest in the borough upon collection by the tax collector.
3.30.140 Sales tax returns.
A. Each person who rents property taxable under this chapter in any quarter ending
March 31, June 30, September 30, and December 31 shall, on or before the last day of
the month following the end of each quarter year, or April 30, July 31, October 31, and
January 31 respectively, complete, sign, and file with the borough a return for that
quarter, upon forms furnished by the borough, setting forth the following:
1. The amount received from all rentals made within the borough;
2. The amount received from nontaxable rentals, with a brief explanation of the
nontaxable status;
3. The amount received from taxable rentals;
4. The amount of tax attributable to the taxable rentals;
Kodiak Island Borough, Alaska Ordinance No. 96-19
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5. The taxes collected; and
6. Such other information and supporting papers as the finance director may
require in the reporting form.
B. The taxes collected shall be remitted with the reporting form after deducting any
administrative fees that may be allowed by section 3.30.160.
C. If the last day of the month is a Saturday, Sunday, or legal holiday, tax returns and
remittances shall be considered filed on time if delivered or postmarked on or before the
last day of that month.
D. A person making rentals within the borough shall make a return, even though none
of the reported transactions are taxable.
E. A person who fails to timely comply with the provisions of this chapter relating to
the filing of quarterly reports and remittance of taxes collected for any one (1) quarter
during a calendar year shall, if required by written notice from the finance director, file
the required reports and transmit collected sales taxes monthly until such time as the
finance director determines that a willingness and ability to comply with the requirements
of this chapter has been established. Monthly reports and remittances shall be due on
the fifteenth (15th) day of each month following the month of collection. Any person
may, upon notification to the finance director, file reports and transmit taxes monthly.
F. A person doing business within the borough for a period of time that is expected
to be, less than six (6) months in duration shall file sales tax returns and remit taxes on
a monthly basis as provided in subsection E of this section.
G. A final sales tax return shall be filed and the tax due remitted within fifteen (15)
days after the date of selling or terminating a business. The purchaser of the business
shall withhold a portion of the purchase money sufficient to pay any sales tax, penalties,
and interest that may be due until seller displays a receipt from the borough evidencing
total payment of the tax, interest, and penalties due. If the purchaser fails to withhold
the required sum from the payment due to the seller, the purchaser shall also be liable for
the taxes, penalties, and interest owed by the seller to the borough.
3.30.150 Credit for taxes. A person who has collected and remitted a tax on a borough
rental, which tax is subsequently determined not to be due because a refund is granted
for cancellation, payment is refused on a check received in conjunction with a rental, or
similar circumstances, may take a credit against future taxes. Proper documentation shall
be made available by the tax collector, on request, to substantiate the credit taken.
3.30.160 Administrative costs and reimbursements. To compensate renters for keeping
the sales tax records and filing returns as required by this chapter and making prompt
remittances, those persons shall be entitled to a fee equal to two percent (2%) of the
amount of the tax collected, and that amount may be deducted when making remittances;
provided that the reports and remittances are postmarked on or before the due date for
such reports and remittances. A person filing a report or remitting taxes collected after
the due date forfeits the right and claim to the fee provided by this section and shall remit
the entire tax due.
Kodiak Island Borough, Alaska Ordinance No. 96-19
Page 7 of 13
Page 14 of 129
Discussion Of Changing The Transient Accommodations Tax
AGENDA ITEM #2.a.
3.30.170 Penalty and interest.
A. A person who fails to remit taxes collected on or before the due date shall pay, in
addition to the tax due, a penalty of five percent (5%) of the tax that is then due and
unpaid for each month or any fraction of a month during which any part of the tax
remains unpaid until a total penalty of twenty percent (20%) has accrued, which penalty
shall be added to all returns until the tax, penalty, and interest have been paid. For the
purposes of this section, partial payments shall be credited first to penalty and interest
and then to the tax obligation originally due.
B. Taxes that are not remitted to the borough when due shall draw interest from the
date of delinquency until paid at the rate of fifteen percent (15%) per year. Interest shall
not accrue on the late payment penalty assessed by subsection A of this section, but
shall accrue on the civil penalty assessed by section 3.30.190.
3.30.180 Determination of exemptions.
A. Every rental made within the borough, unless explicitly exempted by ordinance,
is presumed to be subject to the tax imposed by this chapter.
B. A tenant who claims an exemption under a provision of this chapter for which a
certificate of exemption is required shall display the certificate at the time of the rental
and the certificate number shall be noted on the receipt, invoice, or other evidence of the
transaction.
C. A tenant who believes the tax has been charged in error may make a claim to the
borough for refund within thirty (30) days after the date of the rental.
D. If the finance director denies a refund of the tax, the taxpayer may appeal to the
mayor by filing a written notice of appeal, within ten (10) days after the finance director's
decision, setting forth all facts relating to the claimed exemption. The mayor shall provide
an opportunity for a hearing within thirty (30) days after the receipt of the notice of
appeal.
3.30.190 Failure to collect taxes.
A. A person required by this chapter to collect sales taxes levied, who fails to collect
such taxes on taxable transactions, shall be assessed with a civil penalty of double the
tax that should have been collected, as determined by an audit.
B. If any of the following defenses are established, the civil penalty imposed by this
section shall be waived:
1 . The securing, in good faith, of a certificate of exemption or a statement of
eligibility for exemption from the person against whom the tax would have been levied;
2. Proof of a belief, based upon advice of legal counsel or the borough finance
director, that the rental was not subject to the tax levied by this chapter, accompanied
by proof of notification in writing to the mayor based on such belief prior to or
immediately following the transaction;
3. A reasonable attempt, in good faith, to collect the tax from the buyer.
C. A renter who fails to pay the tax levied by this chapter on a taxable transaction
shall be assessed with a civil penalty of double the taxes that should have been paid.
D. The civil penalties imposed by this section shall be in addition to any other civil or
criminal penalties imposed by this chapter.
Kodiak Island Borough, Alaska Ordinance No. 96-19
Page 8 of 13
Page 15 of 129
Discussion Of Changing The Transient Accommodations Tax
AGENDA ITEM #2.a.
3.30.200 Preservation of records collection of arrears tax.
A. Every person required by this chapter to collect and remit taxes shall keep and
preserve suitable records of the rentals, together with invoices, bills of sale and other
pertinent records and documents which may be necessary to determine the amount of
the tax due under this chapter and to substantiate the information provided in filed
returns. The records required to be maintained shall be preserved for not less than three
(3) years after the remittance of the taxes and shall be subject to examination by the
borough finance director or any other authorized employee of the borough while engaged
in reviewing or auditing the records of any taxpayer required to make a return under the
provisions of this chapter. The borough shall give written notice of intent to conduct an
audit under this section not less than five (5) days prior to the audit.
B. Collection of arrears tax by the borough shall be limited to the period of three (3)
years prior to the date when the finance director or authorized agent began an audit of
the taxpayer's records, wrote to the person through use of regular mail concerning an
apparent violation of this chapter, or took some other recorded action to require a
certificate of registration or other compliance with this chapter.
3.30.210 Estimated tax. If the borough is unable to ascertain the correct tax to be paid
by a seller because of the failure or refusal of the seller to file a return, keep accurate
records, or allow their inspection, or because a return has been falsified, the borough may
prepare an estimate of the tax due based on any information that may be available.
Notice of the estimated tax shall be provided to the seller and shall become final for the
purpose of establishing the tax liability unless the seller, within thirty (30) days after
receipt of notice of the estimated tax, files an accurate return supported by records
determined by the finance director to be satisfactory, establishing a lesser liability.
3.30.220 Returns confidential. Except in connection with official investigations or
proceedings of the borough, whether judicial or administrative, involving taxes due under
this chapter, no officer, employee, or agent of the borough may divulge any information
disclosed in a report or return filed under this chapter. The prohibition of this section
shall not prohibit the preparation and use of statistical summaries of sales tax data that
do not disclose the identity of any person filing reports required by this chapter.
3.30.222 Corrections of errors on tax returns. If the taxpayer makes an error or errors
in computing the tax on a return, the finance director or authorized agent, shall correct
such error or errors and immediately notify the person filing the return by ordinary mail
that such correction has been made. Any additional tax due, together with applicable
penalty and interest in accordance with section 3.30.170, for which the taxpayer
becomes liable shall be payable immediately by the taxpayer. If the taxpayer makes an
error which results in overpayment of tax, the finance director shall allow credit against
taxes due on future returns, or shall authorize a refund in accordance with section
3.30.224.
3.30.224 Refund of overpayment. The finance director, or authorized agent, shall refund
overpayment of taxes brought about by mathematical errors in the return or reports filed
by the person remitting the tax; computational errors made by the remitter or borough
Kodiak Island Borough, Alaska Ordinance No. 96-19
Page 9 of 13
Page 16 of 129
Discussion Of Changing The Transient Accommodations Tax
AGENDA ITEM #2.a.
personnel with respect to said return or reports; duplicate payments by remitter; or any
overpayment made by a person filing a tax return that may be determined as a result of
an audit of such person's records; provided, however, that in no event shall the remitter
of sales taxes be entitled to a refund for overpayment of sales taxes where the overpaid
taxes have actually been collected by said person. In the event the amount of
overpayment is one hundred dollars ($100) or less, a cash refund may be authorized at
the discretion of the finance director. In no event shall there be a refund for overpayment
that were made more than three (3) years prior to the discovery of the overpayment by
the person filing the returns or the finance director or authorized agent.
3.30.226 Protest of Tax.
A. A buyer who protests the payment of the tax levied under this chapter shall pay
the tax and shall provide the seller and the finance director with a written statement of
protest within five (5) working days of the sale that identifies the sale, rental or service
that is the subject of the tax protested, the amount of tax paid, the buyer's and seller's
name, mailing address, telephone number and the basis for the protest.
B. If the seller protests his liability on an assessment under section 3.30.210 which
has become final, he shall pay the tax under written protest setting forth the basis for the
protest. No action for a refund may be maintained nor may a defense to nonpayment be
maintained in a civil action unless the amount in dispute has been paid by the seller under
written protest filed at or before the time of payment.
3.30.230 Recovery of taxes. Taxes due but not paid may be recovered by the borough
in an action against the tenant if that person has failed or refused to pay the tax on
request by the seller or submitted a false certificate of exemption. Taxes collected but
not transmitted and taxes not requested or demanded by the person charged with the
duty of collecting of tax may be recovered by an action against the person renting the
property.
3.30.240 Lien for tax, interest, and penalty.
A. The tax, interest, and penalty imposed under this chapter and the lien filing fee
under subsection B of this section shall constitute a lien in favor of the borough upon all
real and personal property of every person required to collect and remit the tax. The lien
arises at the time of delinquency and continues until liability for the tax is satisfied or the
property of the delinquent person is sold at foreclosure sales. The lien has priority over
all other liens and encumbrances except those for property taxes and special assess-
ments; provided, however, that the lien is not valid as against a person in the position of
a prior mortgagee, pledgee, or judgment creditor until notice of the lien is filed in the
office of the recorder for the Kodiak Recording District in the manner provided for federal
tax liens in AS 43.10.090 through 43.10.150 and the lien is not valid against a purchaser
who, prior to the recording of it, in good faith and without actual notice of the lien or the
underlying tax liability, has acquired for fair market value an interest in property otherwise
subject to the lien. Upon recordation a copy of the lien shall be sent to the last known
address of every person named in the lien. Failure to comply with this requirement shall
not, however, affect the validity of the lien or the borough's right or authority to foreclose
upon it.
Kodiak Island Borough, Alaska Ordinance No. 96-19
Paye 10 of 13
Page 17 of 129
Discussion Of Changing The Transient Accommodations Tax
AGENDA ITEM #2.a.
B. Fees for the filing and releasing of liens authorized by this section shall be
established by resolution of the assembly.
3.30.250 Foreclosure against real property. A lien for the tax, interest, and penalties
created by this chapter may be foreclosed, when authorized by the assembly, by
commencement of an action in the superior court pursuant to the procedure set forth in
AS 09.45.170 220.
3.30.260 Collection by distraint and sale.
A. The borough may collect taxes, with interest, penalties, and other additional
amounts permitted by law, by distraint and sale of the property of the person liable to pay
the taxes, interest, penalty or other additional amount, who neglects or refuses to pay
them within ten (10) days after receipt of notice and demand for payment.
B. In case of neglect or refusal to pay taxes or deficiencies as provided in this section,
the finance director may obtain a warrant authorizing the finance director to levy upon,
seize, and sell any property, except exempt property, belonging to the person for the
payment of the amount due, with interest and penalty. When distraint is made as
provided in this section, the finance director shall make an inventory of the property
served and leave a signed copy of that inventory with the owner or possessor of the
property, or at the dwelling or usual place of business, if a person of suitable age and
discretion can be found, or if the taxpayer is a corporation or other type of organization
with an officer, manager, general agent, or agent for process, with a notation of the
amount demanded and the time and place of sale.
C. The finance director shall immediately publish a notice of the time and place of sale
at public auction, together with a description of the property distrained, in a newspaper
published in the borough and post a copy of the notice at the post office nearest the
place where the sale is to be made.
D. The time of sale shall be not less than fifteen (15) or more than sixty (60) days
from the date of the notification to the owner or possessor of the property, and the place
proposed for the sale shall not be more than five (5) miles from the place of making the
distraint. The sale may be continued from time to time in the discretion of the finance
director, but not for more than thirty (30) days after the date specified in the notice.
E. The property distrained shall be restored to the owner or possessor if, before the
sale, payment of the amount due is made to the finance director charged with the
collection, together with the fees and other charges.
F, The finance director shall give to the purchaser a certificate of sale on payment in
full of the purchase price. The certificate of sale:
1. Is prima facie evidence of the right of the finance director to make the sale, and
conclusive evidence of the regularity of the proceedings in making the sale;
2. Transfers to the purchaser all right, title, and interest of the delinquent taxpayer
in and to the property sold;
3. Where the property consists of stock, is notice, when received, to the
corporation to record the transfer on their books and records in the same manner as if the
stock were transferred or assigned by the party holding the stock in lieu of an original or
prior certificate, which is void, whether cancelled or not; and
Kodiak Island Borough, Alaska
Discussion Of Changing The Transient Accommodations Tax
Ordinan cc No. 96-19
Page 11 of 13
Page 18 of 129
AGENDA ITEM #2.a.
4. Where the subject of the sale is security or other evidence of debt, is a good
and valid receipt to the person holding it, as against a person holding or claiming to hold
possession of the security or other evidence of debt.
G. If property seized and sold is not sufficient to satisfy the claim of the borough for
which distraint or seizure is made, the finance director may, thereafter, and as often as
is necessary, proceed to seize and sell in like manner any other property subject to the
lien created by this chapter until the amount due from the taxpayer together with all
expenses is fully paid.
H. A person in possession or control of property subject to distraint, upon which a
levy is made, shall, upon demand by the finance director making the levy, surrender the
property to the finance director, unless the property is, at the time of the demand, subject
to an attachment under judicial process. A person who fails or refuses to so surrender
the property is personally liable to the borough for a sum equal to the value of the
property not so surrendered, but not exceeding the amount of the taxes or deficiencies,
including penalties and interest for the collection of which levy is made, together with
costs and interest from the date of the levy.
I. All persons shall, on demand of a police officer about to distrain or having distrained
on property or rights of property, exhibit all books containing evidence or statements
relating to the property liable to distrain for the tax due.
J. The provisions of this chapter are not exclusive but are in addition to all other
existing remedies provided by law for the divorcement of a levy and collection of taxes
of the borough.
3.30.270 Prohibited acts.
A. No person may:
1. Fail or refuse to file a completed tax return required by this chapter, upon
demand or falsify any material statement in that return;
2. Fail or refuse to collect taxes levied by this chapter and remit those taxes to the
borough as required;
3. Conduct any business in the borough relating to rentals subject to taxation
under this chapter without first applying for and obtaining a certificate of registration to
collect the taxes imposed on rentals; or
4. Falsify any portion of an application for a certificate of exemption.
3.30.280 Definitions.
A. As used in this chapter the following definitions shall apply:
1. "Accommodations" mean a structure or portion of a structure which is occupied
or intended for occupancy by transients for dwelling, lodging, or sleeping purposes. This
term includes hotels, motels, tourist homes, houses or courts, lodges, lodging houses,
inns, rooming -houses, youth hostels, trailers, bed and breakfasts, and dormitories. This
term does not include any hospital, medical clinic or nursing home.
2. "Buyer" or "purchaser" means a person who acquires an interest in real or
personal property, or the right to use real or personal property, or who acquires services
for consideration.
3. "Charitable organization" means an organization having as its primary purpose
relief of the poor and distressed or of the underprivileged.
Kodiak Island Borough, Alask++ Ordin, nc,, No. 96-19
Faye 12 of 13
Page 19 of 129
Discussion Of Changing The Transient Accommodations Tax
AGENDA ITEM #2.a.
4. "Rental" means permitting the use or occupancy of real or personal property for
consideration other than by means of a capital lease.
5. "Residential unit" means one or more rooms and a single kitchen in a dwelling
designed as a unit for occupancy by not more than one (1) family for living or sleeping
purposes.
6. "Residential uses" means for use within a residential unit.
7. "Sale" means a transfer or exchange of any property of every kind and
description, or the right to use or occupy such property, for consideration.
8. "Sales price" or "charge" means the consideration, whether money, credit, or
other property or interest in property, without deduction for delivery costs, taxes, or any
other expense. The receipt of property or an interest in property as consideration, the
"sales price" or "charge" shall be based on the fair market value of the property or
interest in property.
9. "Seller" means a person, whether acting as a principal, agent, or broker, who
sells, leases, or rents real or personal property or provides services to another for
consideration.
10. "Transient" means a person who occupies or rents and has available for the
person's own occupancy or occupancy by any other person a suite, room or rooms in a
hotel -motel for fewer than thirty (30) consecutive days. An employee who occupies or
has available for fewer than thirty (30) days a suite, room or rooms rented c1r leased for
more than thirty (30) consecutive days by an employer for use on a roti+ring basis ny
employees is not a transient.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS FIFTH DAY OF DECEMBER, 1996
ATTEST:
�Dorina F. Smith,CMC/AAE, Borough Clerk
Kodiak Island Borough, Alask.
Discussion Of Changing The Transient Accommodations Tax
KODIAK ISLAND BOROUGH
Jer e M. Selby, Borough
Robin Heinrichs, Presiding Officer
Ordin.n�a: No. 96-13
P"p. 13 of 13
Page 20 of 129
AGENDA ITEM #2.b.
KODIAK ISLAND BOROUGH
STAFF REPORT
FEBRUARY 8, 2024
4 '
x ASSEMBLY WORK SESSION
SUBJECT: Proposed Code Revisions To KIBC 2.125.030 And KIBC 2.125.040
Architectural/Engineering Review Board
ORIGINATOR: Ryan Sharratt, Borough Assembly
RECOMMENDATION:
For discussion of the Assembly to determine whether or not to introduce an ordinance to
make the requested changes to KIBC 2.125 Architectural/Engineering Review Board.
DISCUSSION:
This item was requested by Assembly member Sharratt to discuss amending KIBC 2.125.030
Qualifications and KIBC 2.125.040 Responsibilities. Per KIBC 2.30.070 (N), the Assembly
may amend, repeal, rescind, or reconsider an ordinance by enacting another ordinance. After
discussion, the Assembly may:
• Direct the Clerk to place this item for introduction at an upcoming meeting. Attached is
a DRAFT version of the ordinance prepared by the Clerk's Office.
• Refer the DRAFT ordinance for review by the Board members.
ALTERNATIVES:
FISCAL IMPACT:
OTHER INFORMATION:
Kodiak Island Borough Page 21 of 129
Proposed Code Revisions To KIBC 2.125.030 And KIBC 2.125.040 Architectur...
AGENDA ITEM #2.b.
CLERK'S DRAFT
1 KODIAK ISLAND BOROUGH
2 ORDINANCE NO. FY2024-NN
3
4 AN ORDINANCE OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH AMENDING
5 TITLE 2 ADMINISTRATION AND PERSONNEL, CHAPTER 2.125
6 ARCHITECTURAL/ENGINEERING REVIEW BOARD, SECTION 2.125.030 QUALIFICATIONS
7 AND 2.125.040 RESPONSIBILITIES
8
9 WHEREAS, this ordinance reflects the recently updated qualifications of those who serves on
10 different boards, committees, and commissions; and
11
12 WHEREAS, this ordinance adds the City of Kodiak manager or their designee as a nonvoting
13 ex -officio member on the board; and
14
15 WHEREAS, this ordinance expounds on the responsibilities of the board.
16
17 NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
18 BOROUGH that:
19
20 Section 1: This ordinance is of a general and permanent nature and shall become a part of the
21 Kodiak Island Borough Code of Ordinances.
22
23 Section 2: That Section 2.125.030 of the Kodiak Island Borough Code of Ordinances is amended
24 to read as follows:
25
26 2.125.030 Qualifications.
27
28 Seven members of the board shall meet the qualifications in KIBC 2.100.040 he rosir,oAt's a;hd
29 qualified yetors of the h„rou ,h and shall have an interest and a wide range of experience in
30 engineering, architecture, building, plumbing, roofing, electrical installation, and other related
31 fields involving the building business. The borough manager, the City of Kodiak manager or their
32 designee, appointed assembly member representative, school district superintendent, or their
33 designees, and a school board representative shall be nonvoting ex officio members of the board
34 and may participate in all discussions.
35
36 Section 3: That Section 2.125.040 of the Kodiak Island Borough Code of Ordinances is amended
37 to read as follows:
38
39 2.125.040 Responsibilities
40
41 The board is empowered to:
42
43 A. Review all architectural and engineering proposals and design drawings for borough -
44 owned buildings and publicly funded projects above the Kodiak Island Borough manager's
Ordinance No. FY202N-NN Page 1 of 2
Page 22 of 129
Proposed Code Revisions To KIBC 2.125.030 And KIBC 2.125.040 Architectur...
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AGENDA ITEM #2.b.
spending authority, evaluate and propose improvements to specifications and drawings,
and conduct evaluationse and interviewsthe lost of proposed architects and engineers
#e with recommendations to the Assembly. A plan review schedule shall be
established with the architect, which takes into consideration the limited building season
available in Kodiak;
B. Evaluate all comments, suggestions, and recommendations from the building
administration on proposals for borough and other publicly funded buildings and forward
written comments to the assembly;
C. Hold a public meeting before presenting the final recommendation to the assembly;
D. Forward final recommendations to the assembly;
E. Receive notice of all change orders that are executed on building projects. The board shall
review all changes to borough -owned buildings and publicly funded projects for the
purpose of possible inclusion in future building projects; and
F. Evaluate completed projects, prior to the one-year warranty inspection, on the basis of
quality of workmanship, cost of project relative to its original budget, and performance of
the architect and the general contractor to prepare a written report for presentation to the
assembly.
Effective Date: This ordinance takes effect upon adoption.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS DAY OF , 2024
KODIAK ISLAND BOROUGH
Scott Arndt, Borough Mayor
Introduced by: Assembly member Sharratt
First reading:
Second reading/public hearing:
VOTES:
Ayes:
Noes:
Ordinance No. FY202N-NN
ATTEST:
Nova M. Javier, MMC, Borough Clerk
Page 2 of 2
Page 23 of 129
Proposed Code Revisions To KIBC 2.125.030 And KIBC 2.125.040 Architectur...
Kodiak Island Borough Architectural/Engineering Review Board (KIB-ARB)
Proposed Code Revision
KIBC 2.125.030
AGENDA ITEM #2.b.
Seven members of the board shall be residents and qualified voters of the borough and shall have an
interest and a wide range of experience in engineering, architecture, building, plumbing, roofing,
electrical installation, and other related fields involving the building business. The manager, appointed
assembly member representative, school district superintendent, or their designees, and a school board
representative as well as the City of Kodiak Manager, or their designees shall be nonvoting ex officio
members of the board and may participate in all discussions. [Ord. FY2013-08 §2, 2013; Ord. 98-02 §8,
1998; Ord. 95-03 §2, 1995; Ord. 87-33-0 §2, 1987. Formerly §2.45.030].
KIBC 2.125.040
The board is empowered to:
A. Review all architectural and engineering proposals and design drawings for borough -owned buildings
and publicly funded projects above the Kodiak Island Borough Managers spending authority, evaluate
and propose improvements to specifications and drawings, and conduct evaluations and interviews
evakuate the last of proposed architects and engineers and ferward a with recommendations to the
Assembly. A plan review schedule shall be established with the architect, which takes into consideration
the limited building season available in Kodiak;
B. Evaluate all comments, suggestions, and recommendations from the building administration on
proposals for borough and other publicly funded buildings and forward written comments to the
assembly;
C. Hold a public meeting before presenting the final recommendation to the assembly;
D. Forward final recommendations to the assembly;
E. Receive notice of all change orders that are executed on building projects within fifteen calendar
days. The board shall review all changes to borough -owned buildings and publicly funded projects for
the purpose of possible inclusion in future building projects; and
F. Evaluate completed projects, prior to the one-year warranty inspection, on the basis of quality of
workmanship, cost of project relative to its original budget, and performance of the architect and the
general contractor to prepare a written report for presentation to the assembly. [Ord. 97-20 §2, 1997;
Ord. 95-03 §2, 1995; Ord. 87-33-0 §2, 1987. Formerly §2.45.040].
Page 24 of 129
Proposed Code Revisions To KIBC 2.125.030 And KIBC 2.125.040 Architectur...
AGENDA ITEM #2.b.
Kodiak Island Borough Assembly Agenda Item Request Form
PLEASE FILL OUT AND RETURN TO THE CLERK
Below Are The Adopted Powers Of The Kodiak Island Borough. Circle the adopted power your request
falls under.
Mandatory Powers of the Assembly: . Solid Waste Collection and Disposal (non-areawide/on
• Education road system)
• General Administration and Finance • Parks and Recreation (non-areawide/outside cities)
• Tax Assessment and Collection • Economic Development (non-areawide/outside cities)
• Planning and Zoning • Animal Control (non-areawide/outside cities)
• Fire Protection and First Responder Emergency
• Adopted Powers of the Assembly: Medical Services (service areas)
• Emergency Services Planning • Road Maintenance and Construction (service areas)
• Community Health (restricted . Street Lighting (service areas)
areawide) r
Assembly Member: `�
, KQ.MKV-T' Date Submitted: Z • I 202 •-1
Agenda Date Requested: ASAP Meeting Type: AA W WS ( ) RM
It is recommended that you turn in request at least a month prior to the meeting date requested. The Mayor retains
discretion when to place items on the agenda per KIBC 2.60.0608.
Description of the item you are requesting to have placed on the agenda. Please submit one form
for each item and submit any applicable documents with this form.
'RQNISI ON_ To K 1 lit' 2.125. o30 - 5C E ATTeC H E p .
Requested action of the Assembly:
U15CUS5 ANf--,, MOVE To JZF-&ULAC MEAL-171AA ($ A VOTE,
For Staff Use:
Received date: 2,1 .,20� Distributed to: Mayor • I * � PO Z 7-4 ( Manager
Discussed at the agenda setting on: 2. Z • Z�
Approved and scheduled on: WS Date: 7. RM Date: N/A
Notes:
C:\Users\iarellano\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\DTJFKJZT\Assembly Agenda Item
Request Form Rev.docx
Page 25 of 129
Proposed Code Revisions To KIBC 2.125.030 And KIBC 2.125.040 Architectur...
AGENDA ITEM #2.c.
KODIAK ISLAND BOROUGH
STAFF REPORT
FEBRUARY 8, 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
Consideration And Discussion To Change The Travel Policy
Page 26 of 129
AGENDA ITEM #2.c.
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
KIB Travel Policy
11 Page
Page 27 of 129
Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.c.
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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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.
i) 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: http://doa.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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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. RESOURCES
Defense Travel Management Office:
htti)s://www.travel.dod.mil/Travel-Transportation-Rates/Per-
Diem/#:-:text=Per%20diem%20is%20a%20set,while%20on%20official%20government
%20travel.
State of Alaska: https:Hdoa.alaska.gov/dof/payroll/traveltime.html
U.S. Department of Labor: https://www.dol.gov/qeneral/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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fIIE1r[L\9II
The Borough will be responsible for purchasing lodging and transportation for
employees who are traveling out of town on official business. The Borough will
reimburse the employee for local transportation such as ride services (Uber, Lyft,
taxi, public transportation) upon submission of a payment request with a copy of
receipts and the executed Travel Authorization. Employees will be paid a per diem
for meals equal to the amount listed in the current US Government Services
Administration (GSA) agency schedule. It should be noted that for non-contiguous
states (Alaska and Hawaii) the GSA uses the Department of Defense Rates. These
rates can be found on the Federal Government web site at http://www.gsa.gov.
The federal government regulations also specify that on the first and last day of
travel, per diem will be 75% of the daily rate. When an employee is on official
business beyond their normal work hours and not requiring an overnight stay, per
diem will be 75% of the daily rate.
The Borough and its employees are expected to make every effort to minimize the
cost of travel. The Borough will not pay for first class air travel, gourmet meals,
alcoholic beverages, party expenses, plush hotel suites, etc. Before embarking on
any travel and prior to submitting travel -related payment requests, employees
must submit a Travel Authorization Form.
In the event that an accommodation is found to be unavailable upon arrival, and
payment cannot be made by the Borough, reimbursement may be requested for
hotel rooms with proper receipt submittal. An advance for per diem can be
requested no sooner than two weeks prior to travel.
1115 STRANDED WHILE ON BOROUGH TRAVEL
If due to inclement weather or other adverse conditions, employees traveling on
Borough business become stranded away from their Kodiak office location the
following will apply:
a. The employee will not suffer a reduction in wages or benefits as a result of
being unable to return to his/her principal work location.
b. The employee will be provided with room, per diem as outlined in Section
1114 above, and necessary transportation at the Borough's expense.
C. The Borough will reimburse the employee for any other reasonable,
necessary expenses they would not normally have incurred had they been
in Kodiak. An example of such an expense would be reimbursement for
any childcare expenses that might result from the employee being
stranded away from Kodiak.
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The above will not be reimbursable if an employee has extended his/her travel
time in any way for personal reasons and becomes stranded due to taking a later
flight than would have been required when the Borough business was completed.
1116 SAFETY
It is a fundamental responsibility of the Borough to provide a safe work
environment for its employees. It is a fundamental responsibility of the
employees to abide by all safety rules and regulations and to continuously practice
safety while performing their duties. The Borough will furnish such safety devices
and first aid kits as may be needed for the safety and proper emergency medical
treatment of employees. Employees shall use personal protective equipment as
may be prescribed by state or federal standards or the Borough. It is the
responsibility of each employee to report any unsafe situation to the supervisor
immediately upon recognition of the unsafe situation.
1117 SAFETY COMMITTEE
A safety committee composed of at least two (2) representatives from the non-
management staff members and at least two (2) representatives from the
management staff members, as identified by the Borough Manager, will review
safety programs, training, and procedures. The committee will have the right to:
a. Recommend specific safety programs and training to be presented to the
employees.
b. Recommend corrective action for unsafe practices, procedures and
devices.
1118 PROHIBITION OF SMOKING
Per Ordinance No. FY2011-06, adopted on December 2, 2010, by the Kodiak Island
Borough Assembly and effective on January 1, 2011, smoking is prohibited in all
buildings and offices owned or leased by the Kodiak Island Borough at all times.
Except as provided in KIBC 8.30.010, smoking is prohibited within a distance of
fifty (50) feet outside any entrance, window, or ventilation intake system of any
building or office owned or leased by the Kodiak Island Borough to ensure that
smoke does not enter any enclosed area where smoking is prohibited by this
chapter.
Smoking is prohibited on the grounds of the Borough Building at all times due to
its proximity to the Kodiak Island Borough School District offices and the Kodiak
High School property where smoking is prohibited.
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AGENDA ITEM #2.c.
B) If one of the spouses agrees to a voluntary transfer, the seniority standard for
involuntary transfer shall not apply.
C) It is agreed that if a Borough employee is to be transferred as a result of this
provision and there is no comparable position available that the Borough
Manager may use his discretion in making reassignment of the individual.
However, the employee shall suffer no loss in salary, benefits, or seniority.
13.13 OTHER EMPLOYMENT
No employee shall engage in any other employment, whether public, private or self-
employment, during scheduled work hours, nor outside scheduled work hours if such
employment conflicts with the Borough's interests or adversely affects the employee's
availability and usefulness.
13.14 TRAVEL
The Borough will be responsible for purchasing lodging and transportation for
employees who are traveling out of town on official business. The Borough will
reimburse the employee for local transportation such as ride services (Uber, Lyft, taxi,
public transportation) upon submission of a payment request with a copy of receipts and
the executed Travel Authorization. Employees will be paid a per diem for meals equal to
the amount listed in the current US Government Services Administration (GSA) agency
schedule. It should be noted that for non-contiguous states (Alaska and Hawaii) the
GSA uses the Department of Defense Rates. These rates can be found on the Federal
Government web site at htti)://www.gsa.clov. The federal government regulations also
specify that on the first and last day of travel, per diem will be 75% of the daily rate.
When an employee is on official business beyond their normal work hours and not
requiring an overnight stay, per diem will be 75% of the daily rate.
The Borough and its employees are expected to make every effort to minimize the cost
of travel. The Borough will not pay for first class air travel, gourmet meals, alcoholic
beverages, party expenses, plush hotel suites, etc. Before embarking on any travel and
prior to submitting travel -related payment requests, employees must submit a Travel
Authorization Form (Appendix B).
In the event that an accommodation is found to be unavailable upon arrival, and
payment cannot be made by the Borough, reimbursement may be requested for hotel
rooms with proper receipt submittal. An advance for per diem can be requested no
sooner than two weeks prior to travel.
13.15 STRANDED WHILE ON BOROUGH TRAVEL
If due to inclement weather or other adverse conditions, employees traveling on
Borough business become stranded away from their Kodiak office location the following
will apply:
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A) The employee will not suffer a reduction in wages or benefits as a result of being
unable to return to his/her principal work location.
B) The employee will be provided with room, as outlined in Section 13.14 above,
and necessary transportation at the Borough's expense.
C) The Borough will reimburse the employee for any other reasonable, necessary
expenses they would not normally have incurred had they been in Kodiak. An
example of such an expense would be reimbursement for any childcare
expenses that might result from the employee being stranded away from Kodiak.
The above will not be reimbursable if an employee has extended his/her travel time in
any way for personal reasons and becomes stranded due to taking a later flight than
would have been required when the Borough business was completed.
13.16 SAFETY
It is a fundamental responsibility of the Borough to provide a safe work environment for
its employees. It is a fundamental responsibility of the employees to abide by all safety
rules and regulations and to continuously practice safety while performing their duties.
The Borough will furnish such safety devices and first aid kits as may be needed for the
safety and proper emergency medical treatment of employees. Employees shall use
personal protective equipment as may be prescribed by State or Federal standards or
the Borough. It is the responsibility of each employee to report any unsafe situation to
the supervisor immediately upon recognition of the unsafe situation.
13.17 SAFETY COMMITTEE
A safety committee composed of two (2) representatives from the bargaining unit
appointed by the Union and two (2) representatives from the Borough will review safety
programs, training, and procedures. The committee will have the right to:
a. Recommend specific safety programs and training to be presented to the
employees.
b. Recommend corrective action for unsafe practices, procedures and devices.
13.18 PROHIBITION OF SMOKING
Per Ordinance No. FY2011-06, adopted 12/02/2010 by the Kodiak Island Borough
Assembly and effective on January 1, 2011, smoking is prohibited in all buildings and
offices owned or leased by the Kodiak Island Borough at all times; within a distance of
50 feet outside any entrance, window or ventilation intake system of any building or
office owned or leased by the Kodiak Island Borough; and smoking on the grounds of
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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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•
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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Subject:
No.
Not a Normal Work Day
Employee Travel Approval, Travel Expense
68-1
2 of 12
And Per Diem
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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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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(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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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
(1) 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 personal 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.
0. 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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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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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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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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Dated at Juneau, Alaska, this '2- day of AU4-U-"
Duncan Rorie MER
City Manager
AGENDA ITEM #2.c.
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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
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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 Lodging Facility
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.
Duty 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)] 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:
hlW:Hdoa.alaska. og v/dop// pdb/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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Travel
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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) ::1
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 o£
• 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.
Agencv 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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Travel
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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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Travel
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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 Hiahwa
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.
Lodging
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 Expenses
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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Travel
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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 costibenefit
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.
Lodging
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 Expenses
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:
1. 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.
7. 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:
http://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) 1
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:
hllp:Hdoa.alaska.,aov/dof/travel/resource/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 39.20.185)
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 Phvsical 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) 1
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:
httD:Hdoa.alaska.uov/dof/travel/trav acct.html.
In- and Out -of -State. Short -Term Lodaine (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:
httD:Hdoa.alaska.eov/dof/travel/trav acct.html.
Required Approvals 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:
httD:Hdoa.alaska. eov/dof/forms/resource/lontzterm.ndf.
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:
httD:Hdoa.alaska.eov/dof/travel/trav acct.html.
A link to the federal Per Diem rates is located on the Division of Finance
web site at: httD:Hdoa.alaska.Lyov/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&IE 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 Specific 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.
Alaska Administrative Manual — Accounting
Travel
60.29
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AGENDA ITEM #2.c.
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
hgp:Hdoa.alaska. gov/dof/travel/resource/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.
Alaska Administrative Manual — Accounting
Travel
60.30
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Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.c.
STATE OF ALASKA
DEPARTMENT OF ADMINISTRATION
DIVISION OF PERSONNEL
STANDARD OPERATING PROCEDUR
III. Travel as Time Worked
A. Purpose
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.
Effective: 9/16/01
Page 1
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Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.c.
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) Overnight (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
Effective: 9/16/01
Page 2
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Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.c.
STATE OF ALASKA
DEPARTMENT OF ADMINISTRATION
DIVISION OF PERSONNEL
STANDARD OPERATING PROCEDUR
(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.
Effective: 9/16/01
Page 3
Page
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Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.c.
STATE OF ALASKA
DEPARTMENT OF ADMINISTRATION
DIVISION OF PERSONNEL
STANDARD OPERATING PROCEDUR
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 '/2 hours
Effective: 9/16/01
Page 4
Page
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Consideration And Discussion To Change The Travel Policy
AGENDA ITEM #2.c.
STATE OF ALASKA
DEPARTMENT OF ADMINISTRATION
DIVISION OF PERSONNEL
STANDARD OPERATING PROCEDUR
before the scheduled departure time, the initial'/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
Effective: 9/16/01
Page 5
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Consideration And Discussion To Change The Travel Policy
KODIAK ISLAND BOROUGH
STAFF REPORT
FEBRUARY 8, 2024
ASSEMBLY WORK SESSION
AGENDA ITEM #2.d.
SUBJECT: Discussion Regarding Sargent Creek Park Playground Equipment
Procurement
ORIGINATOR: Dave Conrad, E&F Director/Admin Official
RECOMMENDATION:
DISCUSSION:
The Kodiak Island Borough and the State of Alaska Department of Commerce made an
agreement via Resolution No. FY2024-04 to reappropriate the funds from the Anton Larsen
Bay Dock project to the Repair and Replacement of Playground Equipment at the Sargent
Creek Park in the amount of $251,426.50.
The current equipment at the Sargent Creek Park is outdated and in need of replacement.
The Engineering and Facilities Staff have prepared an invitation to bid for replacement of the
playground equipment. The installation and site work will be bid separately. The bid for the
equipment is due on March 1, 2024, at 2:30 p.m. Once Staff has bids in hand, and is ready to
make a recommendation, Staff will return to the Assembly for approval.
ALTERNATIVES:
FISCAL IMPACT:
Funding for this equipment will come from the State of Alaska Department of Commerce,
Community and Economic Development Legislative Grant $251,426.50.
OTHER INFORMATION:
Kodiak Island Borough Page 99 of 129
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
KODIAK ISLAND BOROUGH
SARGENT CREEK PARK
AGENDA ITEM #2.d.
PLAYGROUND EQUIPMENT PROCUREMENT
ISSUED: January 31, 2024
Page 100 of 129
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
IMPORTANT
BIDDER REGISTRATION FORM
Upon receipt of these bid documents, the contractor shall fill out the information below and return to the
Kodiak Island Borough in order to provide contact information to receive notification about additional
information, addendum and any other information which may impact bid time or quantities. Only
registered bidders will receive notifications.
Contractor's Contact Information
Name of Company:
Contact Name:
Address:
Phone Number:
Fax Number:
Email:
Return this form via fax, email, regular mail, or hand delivered to the following location:
Patricia Valerio, Projects Assistant
Engineering/Facilities Department
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615-6398
Phone: (907) 486-9341
Fax: (907) 486-9343
Email: pvalerio@kodiakak.us
END OF BIDDER REGISTRATION FORM
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
BIDDER REGISTRATION FORM
00000
Page 101 of 129
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
SECTION 00001
PROJECT TITLE PAGE
SARGENT CREEK PARK PLAYGROUND EQUIPMENT PROCUREMENT
KODIAK, ALASKA
BID DOCUMENTS
January 31, 2024
ACKNOWLEDGEMENTS
OWNER
KODIAK ISLAND BOROUGH
END OF PROJECT TITLE PAGE
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
PROJECT TITLE PAGE
00001-1
Page 102 of 129
TABLE OF CONTENTS
DIVISION 0 — BIDDING REQUIREMENTS AND CONTRACT FORMS
00000
REGISTRATION FORM
00001
PROJECT TITLE PAGE
00100
INVITATION TO BID
00200
INSTRUCTIONS TO BIDDERS
00200a
BID MODIFICATION
00410
BID FORM
00420
NON -COLLUSION AFFIDAVIT
00510
EQUIPMENT PURCHASE AGREEMENT
00900
CLOSEOUT DOCUMENTS
DIVISION 1— GENERAL REQUIREMENTS
01100 SUMMARY
EXHIBIT A MAP OF PLAYGROUND AREA
EXHIBIT B EXAMPLE STRUCTURES
END TABLE OF
CONTENTS
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
TABLE OF CONTENTS
00001
Page 103 of 129
AGENDA ITEM #2.d.
SECTION 00100
INVITATION TO BID
The KODIAK ISLAND BOROUGH will receive sealed bids until 2:30 pm (local time), March 1, 2024,
for the SARGENT CREEK PARK PLAYGROUND EQUIPMENT PROCUREMENT, Kodiak, Alaska.
The scope of work is to provide playground equipment as described in the specifications, including all
freight costs to Kodiak, Alaska.
The Kodiak Island Borough reserves the right to reject or accept any or all bids, to waive irregularities or
informalities in the bid or in the bidding, and to give particular attention to the qualifications of the
Bidder.
Bid documents are available on the Kodiak Island Borough website at www.kodiakak.us or by contacting
the individual below:
CONTACT PERSON:
Patricia Valerio, Projects Assistant
Engineering/Facilities Department
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615
Phone: (907) 486-9341
Fax: (907) 486-9343
Email: pvalerio(a-),kodiakak.us
Bid Package Available: January 31, 2024
SUBMIT BIDS TO:
Office of Finance — Room 104
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615
Bids will be received only in the Borough Finance Office and only until the time stated above, at which
time they will be publicly opened and read aloud. Bids received after the time stated above will be
returned unopened. Bid envelopes must be clearly marked SARGENT CREEK PARK PLAYGROUND
EQUIPMENT PROCUREMENT.
Aimee Williams,
Borough Manager
END OF INVITATION TO BID
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
INVITATION TO BID
00100-1
Page 104 of 129
AGENDA ITEM #2.d.
SECTION 00200
INSTRUCTIONS TO BIDDERS
1.0 DEFINED TERMS. Terms used in these Instructions to Bidders and the Notice Inviting Bids,
which are defined in the General Conditions, have the meanings assigned to them in the General
Conditions. The term "Bidder" means one who submits a Bid directly to the OWNER, as distinct from a
sub -bidder, who submits a Bid to a Bidder.
2.0 INTERPRETATIONS AND ADDENDA.
a. INTERPRETATIONS. Clarification or interpretation of the Bidding Documents shall be
made through a written request to the Project Manager at least five days prior to the date
for receipt of bids. Questions received less than seven Days prior to the Deadline for Bids
may not be answered. Only questions answered by formal written Addendum will be
binding. Oral and other interpretations or clarifications will be without legal effect.
b. ADDENDA. Interpretations, corrections, and changes of the Bidding Documents will be
made by Addendum. Addenda will be made available through the Kodiak Island Borough
website. Registered Bidders will receive notification that an addendum is available.
Bidders are responsible for downloading the addendum from the Kodiak Island Borough
website.
3.0 FAIR COMPETITION. More than one Bid from an individual, firm, partnership, corporation,
or association under the same or different names will not be considered. If the OWNER believes that any
Bidder is interested in more than one Bid for the WORK contemplated, all Bids in which such Bidder is
interested will be rejected. If the OWNER believes that collusion exists among the Bidders, all Bids will
be rejected.
4.0 RESPONSIBILITY OF BIDDERS. Only responsive Bids from responsible Bidders will be
considered. A Bid submitted by a Bidder determined to be not responsible may be rejected. The OWNER
may find a bidder to be not responsible for any one of the following reasons, but is not limited in its
responsibility analysis to the following factors:
a. Evidence of bid rigging or collusion;
b. Fraud or dishonesty in the performance of previous contracts;
c. Record of integrity;
d. More than one bid for the same work from an individual, firm, or corporation under the
same or different name;
e. Unsatisfactory performance on previous or current contracts;
f. Failure to pay, or satisfactorily settle, all bills due for labor and material on previous
contracts;
g. Uncompleted work that, in the judgment of the OWNER, might hinder or prevent the
bidder's prompt completion of additional work, if awarded;
h. Failure to reimburse the OWNER for monies owed on any previous contracts;
i. Default under previous contracts;
j. Failure to comply with any qualification requirements of the OWNER; special standards
for responsibility, if applicable, will be specified. These special standards establish
minimum standards or experience required for a responsible Bidder on a specific
contract;
k. Lack of skill, ability, financial resources, or equipment required to perform the contract;
or
1. Lack of legal capacity to contract.
SARGENT CREEK PARK INSTRUCTIONS TO BIDDERS
PLAYGROUND EQUIPMENT 00200-1
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Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
in. Bidders must be registered as required by law and in good standing for all amounts owed
to the OWNER per Paragraph 21.0 of this Section.
Nothing contained in this section deprives the OWNER of its discretion in determining the lowest
responsible bidder. Before a Bid is considered for award, a Bidder may be requested to submit
information documenting its ability and competency to perform the WORK, according to general
standards of responsibility and any special standards which may apply. It is Bidder's responsibility to
submit sufficient, relevant, and adequate information. OWNER will make its determination of
responsibility and has no obligation to request clarification or supplementary information.
5.0 NON-RESPONSIVE BIDS. Only responsive Bids will be considered. Bids may be considered
non-responsive and may be rejected. Some of the reasons a Bid may be rejected for being non- responsive
are:
a. If a Bid is received by the OWNER after the Deadline for Bids.
b. If the Bid is on a form other than that furnished by the OWNER, or legible copies
thereof, or if the form is altered or any part thereof is detached; or if the Bid is improperly
signed.
c. If there are unauthorized additions, conditional or alternate Bids, or irregularities of any
kind which may tend to make the bid incomplete, indefinite, ambiguous as to its
meaning, or in conflict with the OWNER's Bid document.
d. If the Bidder adds any unauthorized conditions, limitations, or provisions reserving the
right to accept or reject any award, or to enter into a contract pursuant to an award. This
does not exclude a Bid limiting the maximum gross amount of awards acceptable to any
one Bidder at any one Bid opening, provided that any selection of awards will be made
by the OWNER.
e. If the Bid does not contain a Unit Price for each pay item listed, except in the case of
authorized alternate pay items.
£ If the Bidder has not acknowledged receipt of each Addendum.
g. If the Bidder fails to furnish an acceptable Bid guaranty with the Bid.
h. If any of the Unit Prices Bid are excessively unbalanced (either above or below the
amount of a reasonable Bid) to the potential detriment of the OWNER.
i. If a Bid modification does not conform to Article 10.0 of this Section.
6.0 BIDDER'S EXAMINATION OF CONTRACT DOCUMENTS.
It is the responsibility of each Bidder before submitting a Bid:
a. To examine thoroughly the Contract Documents, and other related data identified in the
Bidding documents (including "technical data" referred to below):
1. To consider federal, state and local laws and regulations that may affect cost,
progress, or performance of the WORK,
2. To study and carefully correlate the Bidder's observations with the Contract
Documents, and other related data; and
b. To notify the OWNER of all conflicts, errors, or discrepancies in or between the Contract
Documents and such other related data.
c. The submission of a Bid will constitute an incontrovertible representation by the Bidder
that the Bidder has complied with every requirement of Article 6.0, "Bidder's
Examination of Contract Documents " herein, that without exception the Bid is premised
upon performing the WORK required by the Contract Documents and such means,
methods, techniques, sequences, or procedures of construction as may be indicated in or
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
INSTRUCTIONS TO BIDDERS
00200-2
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Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
required by the Contract Documents, and that the Contract Documents are sufficient in
scope and detail to indicate and convey understanding of all terms and conditions for
performance of the WORK.
7.0 BID FORM.
a. Bids and bidding information shall be submitted on the Bid Form and other documents
provided and as stipulated in the Invitation to Bid.
b. All blanks on the Bid Form shall be filled out.
c. All requested Alternates shall be bid. If no change in the Base Bid is required, enter "0."
d. The Bidder shall make no stipulations on the bid form nor qualify the Bid in any other
manner.
e. All documents requiring a signature shall be signed by the person or persons legally
authorized to bind the Bidder to a contract. A Bid by a corporation shall further give the
state of incorporation and have the corporate seal affixed. A Bid submitted by an agent
shall have the current power of attorney attached certifying the agent's authority to bind
the Bidder.
8.0 SUBMISSION OF BIDS. All information required for bidding shall be submitted in accordance
with the Invitation to Bid. The Bidder shall assume full responsibility for timely delivery at the location
designated for receipt of Bids. Oral, telephonic, telegraphic, facsimile or other transmitted bids will not be
considered.
9.0 DISCREPANCIES IN BIDS. In the event there is more than one Pay Item in a Bid Schedule,
the Bidder shall furnish a price for all Pay Items in the schedule, and failure to do so may render the Bid
non-responsive and cause its rejection. In the event there are Unit Price Pay Items in a Bid Schedule and
the "amount" indicated for a Unit Price Bid Item does not equal the product of the Unit Price and
quantity, the Unit Price shall govern and the amount will be corrected accordingly, and the Bidder shall
be bound by said correction. In the event there is more than one Pay Item in a Bid Schedule and the total
indicated for the schedule does not agree with the sum of the prices Bid on the individual items, the prices
Bid on the individual items shall govern and the total for the schedule will be corrected accordingly, and
the Bidder shall be bound by said correction.
10.0 BID MODIFICATIONS AND UNAUTHORIZED ALTERNATIVE BIDS.
a. A Bid may not be modified, withdrawn, or canceled by the Bidder for 90 days following
the time and date designated for the receipt of Bids, and each Bidder so agrees in
submitting a Bid.
b. Prior to the date and time designated for receipt of Bids, a Bid submitted may be
modified or withdrawn by the Bidder.
c. See the Bid Modification form which must be used to modify a bid after it has been
submitted. The bid modification form may be delivered in person, by mail or by fax to
the Contact Person listed in the Invitation to Bid. The Bid Modification form must be
received by the Contact Person no later than the deadline for bids. Modifications will be
time and date stamped which will establish the official time of receipt of the
Modification. The Modification must not reveal the bid price but should be in the form of
an addition or subtraction or other modification so that final prices will not be known
until the sealed bid is opened. Submittal by the bidder of any form other than the Bid
Modification form included in this section may deem the modification unacceptable and
be cause for the bid to be rejected.
d. Withdrawn Bids may be resubmitted up to the date and time designated for the receipt of
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
INSTRUCTIONS TO BIDDERS
00200-3
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Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
Bids provided that they are then fully in conformance with these Instructions to Bidders.
11.0 AWARD OF CONTRACT.
Award of a contract, if it is awarded, will be on the basis of materials and equipment described in the
Drawings or specified in the Technical Specifications and will be made to the lowest responsive,
responsible Bidder whose Bid complies with all the requirements prescribed. Unless otherwise specified,
any such award will be made within the period stated in the Notice Inviting Bids that the Bids are to
remain open. Unless otherwise indicated, a single award will be made for all the Bid items in an
individual Bid Schedule.
If the OWNER has elected to advertise this Project with a Base Bid and Alternates, the OWNER may
elect to award the contract for the Base Bid, or the Base Bid in combination with one or more Alternates
selected by the OWNER. In either case, award shall be made to the responsive, responsible bidder
offering the lowest total Bid for the WORK to be awarded.
END OF INSTRUCTIONS TO BIDDERS
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
INSTRUCTIONS TO BIDDERS
00200-4
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Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
SECTION 00200a
BID MODIFICATION
Sargent Creek Park Playground Equipment Procurement
Prior to the time and date designated for receipt of Bids, a Bid submitted may be modified by
notice to the party receiving Bids at the place designated for receipt of Bids. All modifications
shall be made to the original bid amount(s). Modifications shall be worded as not to reveal the
amount of the original Bid. If more than one Modification form is submitted by any one bidder,
changes from all Modification forms submitted will be combined and applied to the original bid.
Changes to the modified Bid amounts will be calculated by the Owner. Bidder may use multiple
modification pages if required.
Circle either Addition or Deduction to indicate your adjustment to each applicable item. Sums
shall be expressed in both words and figures. In case of discrepancy, the amount written in
words shall govern.
Bid Item
(Base Bid, Alternate, etc)
Addition / Deduction
(circle one)
Amount in Figures
Amount in Words
Addition / Deduction
$
Addition / Deduction
$
Addition / Deduction
$
Addition / Deduction
$
Addition / Deduction
$
Addition / Deduction
$
Name of Bidding Firm
Responsible Party Signature Date
Printed Name (must be authorized signatory for Bidding Firm)
SARGENT CREEK PARK BID MODIFICATION
PLAYGROUND EQUIPMENT 00200a
Page 109 of 129
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
SECTION 00410
BID FORM
Sargent Creek Park Playground Equipment Procurement
agrees to perform the work
required at the amount specified in strict conformance with the terms of this solicitation and the Contract
Documents. This offer is valid for ninety (90) calendar days after the date offers are due. If differences
between the written and printed form, the written form shall prevail.
BASE BID:
Total cost of playground equipment detailed in Section III of this Invitation to Bid including freight
costs to Kodiak, Alaska: (if differences exist between the written and printed form, the written form shall
prevail)
ITEM 1:
Modular Play Structure
Dollars (Written):lNumerical:
$
ITEM 2:
Climber/Dome Structure
Dollars (Written):lNumerical:
$
ITEM 3
Spinner/Climber Structure
Dollars (Written):Numerical:
$
Estimated Equipment TotalNumerical:
$
ITEM 4
Freight/Shipping to Kodiak, AK
Dollars (Written):Numerical:
$
Total Dollars (Equipment & Freight)Numerical:
$
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
BID FORM
00410-1
Page 110 of 129
AGENDA ITEM #2.d.
ACKNOWLEDGEMENT OF ADDENDA
The offeror acknowledges receipt of addenda to the solicitation. Provide the number and date of each.
Addendum Number Date
BIDDER QUALIFICATIONS
Kodiak Island Borough will only accept bids from qualified bidders. To be qualified to bid on this
project, the bidder must be able to demonstrate previous experience with providing quality playground
equipment. Bidders shall certify their compliance with this requirement by completing the appropriate
blanks. Failure to provide the required signatures and other information will disqualify the bid.
Bidder must have the necessary experience, organization, technical qualifications, financial resources,
and facilities available to perform the contemplated work.
Bidder must in all respects meet Federal, State, and local requirements to qualify as a responsible bidder.
By signing this form (and providing seal if a corporation) Bidder warrants that it meets these
requirements.
Respectfully submitted:
Date: By:
Signature: Title:
Contracting Firm
(Seal if by Corporation)
Business Address
END OF BID FORM
SARGENT CREEK PARK BID FORM
PLAYGROUND EQUIPMENT 00410-1
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AGENDA ITEM #2.d.
NON -COLLUSION AFFIDAVIT
The Undersigned declares, under penalty of perjury under the laws of the United States, that
neither he/she nor the firm, association or corporation of which he is a member, a bidder on this
project has, either directly or indirectly, entered into any agreement, participated in any collusion,
or otherwise taken any action in restraint of free competitive bidding in connection with this bid.
The Undersigned has read the foregoing proposal and hereby agrees to the conditions stated
therein by affixing his/her signature below:
Signature
Name and Title of Person Signing
Telephone Number
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
NON COLLUSION AFFIDAVIT
00420-1
Page 112 of 129
AGENDA ITEM #2.d.
SECTION 00510
KODIAK ISLAND BOROUGH EQUIPMENT PURCHASE AGREEMENT
Contract No. 2024 -XX
THIS AGREEMENT, made this day of , 2024, between the Kodiak Island Borough,
acting by and through its Borough Manager, party of the first part, and of
, hereinafter called the Distributor.
WITNESSETH: That the Distributor, for and in consideration of the payment or payments herein specified and agreed
to by the party of the first part, hereby covenants and agrees to furnish PLAYGROUND EQUIPMENT for the Kodiak
Island Borough per the Specifications [part of the Contract Documents] for same and for the sum of
(S ) Dollars.
The Distributor further covenants and agrees that the manufacturing of said PLAYGROUND EQUIPMENT shall be
done to the complete satisfaction of the Kodiak Island Borough, subject to inspection at all times and approval by any
participating agency of the Government of the United States of America, and in accordance with the laws of the State
of Alaska and rules and regulations of said Federal Agency.
The Distributor further covenants and agrees that the manufacturing of said PLAYGROUND EQUIPMENT shall be
done and performed in the best and most workmanlike manner and that all and every of said materials and labor shall
be in strict and entire conformity in every respect with the Specifications: that he will abide by and perform all
stipulations, covenants, and agreements specified in the Contract Documents, all of which are by reference hereby
made a part of this Contract, as to all premises therein: and in case any of said materials or labor shall be rejected by
the Borough Manager or his assistant or authorized representative, as defective or unsuitable, then the said materials
shall be removed or replaced with other approved materials and the said labor shall be done anew to the satisfaction
and the approval of the Borough Manager or his representatives, at the cost and expense of the Distributor.
To the fullest extent permitted by law, the Distributor agrees to defend, pay on behalf of, indemnify and hold harmless
the Kodiak Island Borough, its elected and appointed officials, employees and volunteers and others working on behalf
of the Kodiak Island Borough against any and all claims, demands, suits or loss, including all costs connected
therewith, and for any damages which may be asserted, claimed or recovered against or from the Kodiak Island
Borough, its elected and appointed officials, employees, volunteers or others working on behalf of the Kodiak Island
Borough, by reason of personal injury, including bodily injury or death and/or property damage, including loss of use
thereof, which arises out of or is in any way connected or associated with this Agreement.
The agreement entered into by the acceptance of the Distributor's bid and the signing of this Agreement consists of the
following documents all of which are component parts of said Agreement and as fully a part thereof as if herein set out
in full, and if not attached, as if hereto attached.
Agreement
Invitation to Bid
In the event of any conflict or inconsistency between any of the foregoing documents, the conflict or inconsistency
shall be resolved upon the basis of the numerical order. The document or documents assigned the small number or
numbers being controlling over any documents having a larger number in the numerical order set forth above.
The Distributor further covenants and agrees that said PLAYGROUND EQUIPMENT shall be furnished and delivered
to the satisfaction of the herein aforementioned Borough Manager, on or before , 2024. It is expressly
understood and agreed that in case of the failure on the part the Distributor for any reason, except with the written
consent of the Borough Manager, to complete the furnishing and delivery of said PLAYGROUND EQUIPMENT
SARGENT CREEK PARK EQUIPMENT PURCHASE AGREEMENT
PLAYGROUND EQUIPMENT 00510-1
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AGENDA ITEM #2.d.
before the aforesaid date, the party of the first part shall have the right to deduct from any monies due or which may
become due the Distributor, or if no monies shall be due, the party of the first part shall have the right to recover One
Hundred Dollars ($ 100) per day for each and every calendar day elapsing between the time stipulated, and the actual
date of delivery in accordance with the terms thereof: said deduction to be made, or said sum to be recovered not as
penalty, but as liquidated damages. Provided, however, that upon receipt of written notice from the Distributor of the
existing causes over which said Distributor has no control and which must delay the delivery of said PLAYGROUND
EQUIPMENT, the Borough Manager may at his discretion, extend the period herein before specified for the delivery
of the said PLAYGROUND EQUIPMENT, and in such case the Distributor shall become liable for said liquidated
damages for delays commencing from the date on which said extended period shall expire.
The Distributor hereby agrees to receive the prices set forth in the proposal as full compensation for delivering the
PLAYGROUND EQUIPMENT to complete said Agreement to the satisfaction of the Borough Manager.
It is further distinctly agreed that the said Distributor shall not assign this contract, or any part thereof or any right to
any of the monies to be paid him hereunder.
Payment for services rendered under this Agreement shall be made by the Kodiak Island Borough within thirty [30]
days of delivery, acceptance by the Kodiak Island Borough and invoicing by Distributor.
IN WITNESS WHEREOF, The Kodiak Island Borough Manager, by authority in him vested, has executed this
contract on behalf of the Kodiak Island Borough, and the said
have hereunto set their hands and seals, the day and year first above written.
The terms of this agreement shall be from
KODIAK ISLAND BOROUGH
By
to 12024.
DISTRIBUTOR
M
Aimee Williams
Borough Manager Title:
Attest:
By
Nova Javier, MMC
Boroughs Clerk
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
EQUIPMENT PURCHASE AGREEMENT
00510-2
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SECTION 010100
SUMMARY
I. INTRODUCTION
AGENDA ITEM #2.d.
The Kodiak Island Borough (Borough) desires to purchase playground equipment for Sargent Creek Park
located behind the Women's Bay Fire Department on Sargent Creek Road in Kodiak, Alaska.
II. SCOPE OF WORK
The Kodiak Island Borough desires to purchase a modular play structure and a climbing/dome structure.
Proposed equipment should be unique, eye catching, aesthetically pleasing, and safe for children. Scope of
work includes all freight costs to Kodiak, Alaska.
III. EQUIPMENT SPECIFICATIONS
A. Playground Components (desirables/minimum requirements):
a) Modular Play Structure (quantity —1)
a.
Recommended for ages 5-12.
b.
Approximately 10-14 play elements are desired.
c.
Shall feature or promote climbing, adventure, and discovery play.
d.
Ground space for modular play area (including adequate protective fall zones) is
approximately 50'x35'.
e.
Image of example in Exhibit B
B. Additional/Alternative Selections
a) Climber/Dome Structure (quantity — 1)
a.
Accommodates 315lbs
b.
Ten -foot tall at minimum
c.
Galvanized steel
d.
Image of example in Exhibit B
b) Spinner/Climber Structure (quantity -1)
a.
Accommodates 35-40lbs
b.
Twelve -foot tall at minimum
c.
Twenty -two -foot in diameter at minimum
d.
Must be able to spin
e.
Metal structure to be galvanized steel
f.
Rope needs to be 20mm in diameter at a minimum and coated with a synthetic
polymer
g.
Heavy-duty galvanized steel footings
h.
Durable rubber material on stainless steel support posts
i.
Vandal -resistant cast aluminum pipe junctions
j.
Stainless steel shackle connections
k.
Maximum strength ball -knot connectors.
1.
Image of example in Exhibit B
SARGENT CREEK PARK SUMMARY OF WORK
PLAYGROUND EQUIPMENT 010100-1
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AGENDA ITEM #2.d.
C. All equipment must meet following requirements:
a) No wood materials.
b) Powder coated and corrosion resistant structure suitable for marine climate.
c) Vandal resistant components.
d) Suitable thickness and diameter structural elements to ensure high quality and long-lasting
construction.
D. Total park surface area is approximately 3,240 sq. ft. (shown on Exhibit A)
E. All equipment must as a minimum meet the following standards:
a) ASTM F1487 Standard Consumer Safety Performance Specification for Playground
Equipment for Public use CAN/CSA-Z614 Children's Play spaces and Equipment.
b) ASTM F1292 Standard Specification for Impact Attenuation of Surface Systems Under and
Around Playground Equipment.
c) U.S. Consumer Products Safety Commission Handbook for Public Playground Safety.
d) Americans with Disabilities Act (ADA) Accessibility Guidelines for Buildings and Facilities;
Play Areas, amended November 20, 2000.
F. F.O.B.: All prices covered by this contract will include the freight cost to Kodiak, Alaska.
IV. SCHEDULE AND SUBMISSION
A. Schedule
Bid Package Available: January 31, 2024
Questions Due: February 20, 2024 at 5:00 pm local time
Sealed Bids Due: March 1, 2024, at 2:30 pm local time
Tentative Contract Award: March 21, 2024
The Borough reserves the right to make adjustments to the above noted schedule as necessary.
B. Pre-bid meeting and Questions
There will not be a required pre-bid meeting, however, bidders may contact the Borough for
clarification and information pertaining to this request for bids. Any requests for information or
clarification must be submitted in writing by email to Patricia Valerio at pvalerio@kodiakak.us
before February 20, 2024 at 5:00 P.M. No oral questions will be answered.
Written responses to all questions will be posted on the Borough's web page as Addenda and
emailed to all bidders.
C. Bid Submission
Bids submitted in response to this Invitation to Bid must meet the specifications set forth herein.
Only those bidders providing complete information as required will be considered for evaluation.
Any major deviation ftom these specifications will be cause for rejection of the bid at the
Borough's discretion.
Bids must include the following information:
1. Cover Letter, including:
a. Project title
SARGENT CREEK PARK
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Discussion Regarding Sargent Creek Park Playground Equipment Procurement
SUMMARY OF WORK
010100-2
Page 116 of 129
AGENDA ITEM #2.d.
b. Name and address of the entity submitting the bid
c. Date entity was established
d. Name(s) of the person(s) authorized to sign any contract that may result
e. Contact person's name, mailing or street addresses, phone and fax numbers and email
address
f. Original signature of person listed in section (d) above.
g. Submission of the letter will constitute a representation by your firm that your firm is
willing and able to perform the commitments contained in the bid.
2. Bidder Qualifications
The bidder must submit their qualifications with designing similar playground equipment,
their philosophy of play, and experience with projects of similar size. Bids should include
a brief history and introduction of the company or firm, and the firm's understanding of the
services to be performed. Provide a list of at least three public or private references for
which you have provided products/services similar to those proposed. References are to
include agency name, address, contact person, title, phone number, email address and
contract budget amount.
3. Warran
Manufacturer's warranty information must be provided in writing on each item being
proposed.
4. Completed Bid Form and Acknowledgement of Addenda
Bidders are required to submit a bid price and acknowledge any issued addenda on the Bid
Form from Section 00410.
The Borough intends to award this contract to the firm that it considers will provide the
best overall services. The Borough reserves the right to accept other than the lowest priced
offer and to reject any bids that are not responsive to this request.
5. Proposed Equipment
Bidders are required to provide sufficient documentation to define the items being
provided in this scope of work. Such documentation may include, but is not limited to
vendor catalog sheets, general data sheets, drawings and sketches, or specification and
warranty information. Bidders should include either pictures of their play structures or
three-dimensional drawings of what is being proposed.
6. Installation Support
The installation of any equipment purchased through this Invitation to Bid will be bid and
contracted separately at a later date. Bidders should describe and provide examples of
detailed installation instructions that can be provided and describe other support options
available to the future installation contractor.
D. Submittal
One original bid package must be received by the Office of the Borough Manager no later than
2:30 P.M. (local time), March 1, 2024. Bids shall be sealed and addressed to:
Office of Finance — Room 104
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
SUMMARY OF WORK
010100-3
Page 117 of 129
AGENDA ITEM #2.d.
The outside of the sealed envelope must be identified as SARGENT CREEK PARK
PLAYGROUND EQUIPMENT PROCUREMENT.
Late bids and bids sent by facsimile or email will not be accepted. It shall not be sufficient to show
that the bid was mailed in time to be received before scheduled closing time, postmarks will not be
accepted.
V. TERMS AND CONDITIONS
A. Errors and Omissions
Proposers are responsible for reviewing all portions of this Invitation to Bid. Proposers are to
promptly notify the Borough, in writing, if the proposer discovers any ambiguity, discrepancy,
omission or other error in the Invitation to Bid. Any such notification should be directed to the
Borough promptly after discovery, but in no event later than seven working days prior to the date
for receipt of bids.
B. Contract
Bid shall be good for 90 days. A successful proposer will be expected to enter into a written
contract with the Kodiak Island Borough prior to the purchase of the equipment. A copy of the
standard Kodiak Island Borough Equipment Purchase Agreement is attached in Section 00510.
C. Manufacturer's Name
Any manufacturer's name, trade name, brand name, information and catalog numbers used herein
are for proposes of description and establishing general quality levels. References are not intended
to be restrictive of any products that manufacturer may offer. The determination as to whether any
alternate product or service is equal shall be made by the Kodiak Island Borough and such
determination shall be final and binding among all bidders.
D. Specifications
Any deviations from bid specifications indicated herein must be clearly stated otherwise it will be
considered that items offered are in strict compliance with the specifications, and successful bidder
will be held responsible. Deviations must be explained in detail.
E. Placing of Orders
The award of this bid does not constitute an order. Before shipments or service provided the bidder
must receive a contract approved by the Borough Assembly and signed by the Borough Manager.
F. Acceptance of Order
The Kodiak Island Borough procurement rules state that we must receive the shipment, review for
deficiencies or damages, and accept it before payment will be processed and released.
If order is found to be deficient in part or as a whole the Vendor will be responsible for the freight
costs to send the order back, if required.
G. Payments
Once the contract is awarded the Kodiak Island Borough will produce a purchase order in the
amount owed for the order.
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
SUMMARY OF WORK
010100-4
Page 118 of 129
AGENDA ITEM #2.d.
Once the order is received and accepted an invoice will be required to process the purchase order
for payment. The invoice must include:
a. Vendor's contact information.
b. Kodiak Island Borough listed as purchaser
c. Invoice number
d. Invoice date
e. Total for equipment
f. Total for freight/shipping costs
g. And combined total for both equipment and shipping.
H. Documentation
The Vendor will provide manufacturers documentation organized in a binder for all systems and
materials to be provided with the order. This should include but is not limited to:
a. Listing of all materials
b. Listing of all coatings
c. Listing of all parts
d. List of commonly replaced parts
e. Suggested maintenance and repair practices from the manufacturer.
f. Drawings or diagrams of the play systems.
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
SUMMARY OF WORK
010100-5
Page 119 of 129
AGENDA ITEM #2.d.
EXHIBIT A
PLAYGROUND AREA
538 Sargent Creek Road, Kodiak, Alaska 99615
SARGENT CREEK PARK SUMMARY OF WORK
PLAYGROUND EQUIPMENT 010100-6
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Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
EXHIBIT B
EXAMPLES
Example Play Structure
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
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SUMMARY OF WORK
010100-7
Page 121 of 129
Example Climber/Dome Structure
SARGENT CREEK PARK
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Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
SUMMARY OF WORK
010100-8
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Example of Spinning Climber Structure
END OF SECTION
SARGENT CREEK PARK
PLAYGROUND EQUIPMENT
Discussion Regarding Sargent Creek Park Playground Equipment Procurement
AGENDA ITEM #2.d.
SUMMARY OF WORK
010100-9
Page 123 of 129
AGENDA ITEM #4.a.
Kodiak Island Borough
OFFICE of the MANAGER
TO: Kodiak Island Borough Assembly
FROM: Aimee Williams
710 Mill Bay Road
Kodiak, Alaska 99615
Phone (907) 486-9301
RE: Manager's Report, February 8, 2024
Manager's Department
Joint Work Sessions —
• City of Kodiak — meeting set for February 28th at the Kodiak Public Library at
6:30PM
• Kodiak Island Borough School District — meeting set for March 5th at the KIBSD
conference room at 6:30PM
Coast Guard Appreciation Dinner — Being held by the Kodiak Chamber of Commerce
tomorrow night, Friday, February 9, 2023. Deputy Presiding Officer Smiley will be
attending on behalf of KIB.
City of Kodiak Lease for Office Space — the lease is officially signed and attested and
is good through December 31, 2026.
Budget Year 2025 — Department heads started meeting with the Finance Director and
me about their General Fund budgets this week. Staff plans on having the first look at
the General Fund Budget to the Assembly at the February 29th Work Session.
Alaska Municipal Management Association — Attended a Board of Director's meeting
about the topics for the summer AML session that will be held here in Kodiak this
summer.
Borough Offices — Closed on February 19, 2024, for observation of President's Day.
Upcoming Travel —
• Lobbying in Washington DC — February 13-14, 2024.
• Vacation February 15-18, 2024.
• AML Winter Legislative Conference — February 19-22, 2024.
• Dave Conrad will be the Administrative Official from February 12-22,2024.
Page 124 of 129
Borough Manager's Report
AGENDA ITEM #4. a.
Community Development —
AARP Community Challenge Grant — Community Development staff attended a
meeting last week on the opening of this grant process. Staff is exploring potential grant
application projects, The deadline for grant proposals is March 6.
Planning & Zoning Commission — The Commission has a work session scheduled for
February 14, 2024. On that agenda is the lease at Salonie Creek which will come
across as a "land disposal" of the range property. Additionally, the Commission will
review the final draft ordinance for ADUs before its scheduled public hearing on
February 21, 2024. It is expected that this item will take at least two hearings before the
Commission.
Assessing Department
Tax Roll — Assessing is preparing for Notice of Value forms for TY2024. Forms will be
sent to the printer near the end of February for March delivery.
Current Projects
o Property cleanup for Tyler Conversion (12 queries completed so far!)
o Exempt property (State, CG KIB, US) valuation
o Land Values
o Tyler Requests for Conversion information
Exemptions- 4 new exemption applications were received by the Jan. 15 deadline for
2024 for either non-profit religious or charitable uses. (KANA Marketplace, KCHC,
Alutiiq Museum and Calvary Baptist Church Bells Flats)
o Completed 2023 packets reviewed include: Providence Mental Health,
Baptist Mission, Alutiiq Museum, KANA
Vacancy- The Assessing Department has one vacant position. Interviews for this
position will begin next week.
IT Department
Network Infrastructure Backups: Project to harden and standardize our network
devices.
Exchange 2019 Upgrade — IT is working on upgrading our Exchange on premise
server to 2019 and migrating it and the Borough mailboxes to a new resource Forest
named kibresource.org.
Rename kib.local to kodiak.us — IT is researching a project to rename the kib.local
Microsoft Windows forest to kodiakak.us — this will align our systems with Microsoft best
practices and provide a solid foundation for subsequent additional infrastructure and
security measures. — currently in the early testing phase.
Page 125 of 129
Borough Manager's Report
AGENDA ITEM #4.a.
GIS- Aggregating and simplifying tools for Borough and public use:
i. Spoke to GIS about this and he is continuing to create map
tools that are deployed via ARCGS Online, expect this to be an
ongoing process as needed by the rest of the Borough.
ii. Working on moving archival data to current GIS website for
backwards compatibility.
iii. Working on the Parcel Fabric (Basically making the parcel lines
more accurate to reality through a long arduous process)
iv. Assisting Community Development with data for their
Comprehensive plan.
a. Expected output of 30 individual maps for this project.
V. Working on Documentation of our GIS Data and what's
critical/how we edit it/why we edit it in this way.
vi. Working on Identification of Missing Parcel IDs within our
system.
vii. Continuing with his project to Identify, organize and standardize
our GIS data.
viii. Analyzing our current ESRI licensing for any savings.
Network Security - Ongoing efforts to improve overall network security.
L Active directory accounts review
L IT has disabled all inactive accounts.
ii. Active Directory reorganization
iii. Group policy review
iv. Network device vulnerability scanning
V. System Patch policy and enforcement
Office 365 Training and Deployment - Microsoft Teams will be rolled out for
communication use.
i. Review deployment methods and group policy settings
ii. Put together training material for users to review.
iii. Configuring current phone system for Teams integration.
iv. Offer training via zoom for interested employees.
V. Review and refine deployment for issues and learned lessons.
Data Retention — IT is working with the Clerks on the Borough data retention policy:
currently evaluating other Alaskan governments' retention strategies with an eye toward
augmenting our current backup technology and procedures with a backup product that
allows us to set retention polices on our backups.
Firewall Assessment — currently the Borough is not using the latest generation
firewall technology (which are application aware) to protect its public facing assets such
as the Borough web site and other infrastructure resources. IT is currently assessing the
costs and feasibility of upgrading them (PFSense) to a Next Generation Firewall
(NGFW)
Page 126 of 129
Borough Manager's Report
AGENDA ITEM #4. a.
VPN Assessment — looking at improving the stability and usability of the Client VPN
technology implemented at the Borough. Ideally the VPN technology will be automatic,
and able to be used behind remote unmanaged firewalls.
Win911 Review – IT is also working with Jacobs Engineering and our Engineering &
Facilities Department to review and update if needed our Win911 system.
Network Security Assessment — IT is evaluating existing network security
infrastructure to see if we can improve our security posture by leveraging existing
investments in Network Security technology.
Training and Skills – IT is working on improving our overall skills by pursuing
certifications: Training (CCNA, PowerShell, Microsoft Hybrid Server, MSSQL)
Finance Department
Property Taxes – The annual four-week newspaper publication of the Foreclosure List
will begin February 16tH
• Real Property: Staff has prepared the real property foreclosure documents and
will file them with the court next week.
• Personal Property: Staff will be preparing the small claims documents to file
with the court in early March.
Staffing – The Account Payable & Payroll Technician continue to show up for work and
they are settling in nicely. We are still advertising for an accountant position.
Engineering and Facilities
Tree Blow Down –
• AML/JIA requested photographs of the damage and downed trees. Homeowner
has contacted the insurance and an investigation is underway. Remaining
stumps are causing no property or road related issues.
PKIMC –
Elevator Upgrade Project has been advertised. Two elevator firms have indicated
interest.
• Providence Real Estate staff is continuing with the scoping of maintenance and
replacement equipment and systems at the hospital facility.
• Health Facilities Advisory Board (HFAB) is scheduled for Monday, February 12th
at 3:00pm in the Barometer Conference Room at Providence Hospital ground
floor.
Page 127 of 129
Borough Manager's Report
AGENDA ITEM #4.a.
Solid Waste Contract Committee —Staff presented revised, condensed definition
pages at the recent meeting. Direction was provided by the assembly members. Next
meeting is scheduled for February 27, at 1:00pm in the Borough Conference Room.
Landfill —
• Excavator -
o New Cat 320 Tracked Excavator has not arrived. Equipment is on the
barge and enroute.
Denali Commission Funding - Staff has met with KANA staff. A joint funding
request will be prepared for submission. The focus for the KIB is to revisit the
2008 Solid Waste Management Study by Bell and Associates to update and
evaluate any changes associated with the waste stream in today's climate. A
focus specific to island wide household hazardous waste to support the rural
communities and potentially accept this waste for further processing and
elimination through the Borough Landfill. The application is due March 15, 2024.
KFRC-
• Discharge Permit —Permit is in place. KIB is preparing information to share with
GSA specific to payment for the Staff directed by the Assembly to move forward
with the project. Architectural Review Board has approved the design and staff
will make recommendations on their behalf to the assembly.
• Long Technologies technician trip was cancelled due to illness. Waiting for
rescheduling.
KIBSD —
• Pool Complex repair discussion has been placed on the Joint Work Session
Agenda for February 28tH
• Middle School Elevator Upgrade is out for bid. The scheduled bid opening date is
Friday, March 1, 2024, at 2:00pm in the Assembly Chambers.
East Roof Proposal Package — Design Work has been ordered.
• North Star Roof Replacement and Skylight Replacement — An Architectural
Review Board meeting is scheduled for February 13th in the Borough Conference
Room at 3:00pm. A professional cost estimate is due by February 9th. Preliminary
estimate done by the architect is as follows: Base Bid- $2,534,450.00. Alternate
#1 $387,750.00 Final cost with contingencies is $3,174,237.
• Petersen Roof — Regular bi -monthly meetings are continuing. Awaiting Schedule
of Values. being held. Submittal process continues. USCG has approved the use
of a ball field for staging. Materials will be ordered within the next 30 — 45 days.
Anticipate on site work to begin in April 2024. Weather dependent.
Page 128 of 129
Borough Manager's Report
AGENDA ITEM #4. a.
Leachate Treatment Plant — The contractor and engineering firm are attempting to
rectify the lack of meeting the gallons per minute of the associated new pumps.
Alterations to the piping are required and are being discussed to adapt for maximum
design flows to be achieved. KIB staff has asked for consideration due to not meeting
the designed specifications. Discussions are ongoing. Due to performance issues a
request for an end date extension will be made for a date in the future.
Membrane Condition and Replacement — Membrane performance has diminished
dramatically. Chemical cleans must be increased to continue operations until
replacement membranes are delivered. The complete replacement of four membranes
will be a cost of $283,000 not including freight. Currently the anticipated timeframe from
order date is 62 to 64 weeks.
ADEC Loan Meeting - Held on 2/6 to discuss payment request and scheduling of
repayments. Staff is working on preparation for a request for disbursement. Closure
Project is 100% completed. LTP Modification is 90% completed.
Long Term Care — Spill costs have been reviewed and forwarded to Providence. Lease
requires discussion and negotiation.
Borough Building — Boiler supplier is scheduled for electric and oil -fired boiler training
on February 13 and 14. Long Technologies will be required to perform additional onsite
work associated with the Direct Digital Controls. Contractor completion schedule has
been requested again. No completion date has been provided to the KIB. Asphalt
patching required cannot be completed until summer of 2024.
Sargent Creek Park Equipment - Equipment Procurement RFP is out for bid. A
planned bid opening is scheduled for Friday, March 1, 2024, at 2:30 pm in the Assembly
Chamber.
6
Page 129 of 129
Borough Manager's Report
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KODIAK ISLAND BOROUGH
Meeting Type: Assembly Work Session Date: 02. D g - �
Please PRINT your name legibly Phone number