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FY2024-14 Personnel Manual changes for Travel Policy1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 KODIAK ISLAND BOROUGH ORDINANCE NO. FY2024-14 AN ORDINANCE OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH AMENDING THE KODIAK ISLAND BOROUGH PERSONNEL RULES AND REGULATIONS TO ADD A TRAVEL POLICY WHEREAS, the Kodiak Island Borough Assembly recognizes that personnel rules and regulations must be amended from time to time; and WHEREAS, the Kodiak Island Borough does not have an official travel policy; and WHEREAS, this policy is enacted to establish what constitutes acceptable travel related expenses; and WHEREAS, this policy is intended to promote fair and equitable treatment of those traveling on Borough business. 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 Personnel Rules and Regulations, Kodiak Island Borough Code of Ordinances, 2.15.010. Section 2: The Kodiak Island Borough Personnel Rules and Regulations are amended as identified in Exhibit A. Effective Date: This ordinance takes effect upon adoption. ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH THIS SEVENTH DAY OF MARCH, 2024 KODIAK ISLAND BOROUGH Scott Arndt, Mayor Introduced by: Manager First reading: 02/15/2024 Second reading/public hearing: 03/07/2024 ATTEST; h Nova M. Javier, MARC Borough Clerk VOTES: Ayes: Sharratt, Smiley, Turner, Whiteside, Ames, and LeDoux Noes: None Absent: Griffin Ordinance No. FY2024-14 Page 1 of 1 Exhibit A 1114 TRAVEL All personnel who are authorized to travel for Borough business will adhere to the provisions of the Travel Policy attached as Appendix D. In general: 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. Kodiak Island Borough Travel Policy Date Issued: 03/07/2024 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 Appendix D - Travel Policy Page 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 Appendix D - Travel Policy Page & 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. Appendix D - Travel Policy 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. Appendix D - Travel Policy 41 Page 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. Appendix D - Travel Policy 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 Appendix D - Travel Policy 61 Page 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. Appendix D - Travel Policy 71 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 defaults 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: https://www.travel.dod.mil/Travel-Transportation-Rates/Per- Diem/#:—:text=Per%20diem%20is%20a%20set.while%20on%20official%20aovernment %20travel. State of Alaska: httDs://doa.alaska.aov/dof/Davroll/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 Appendix D - Travel Policy 81 Page