Green Bay Metropolitan Sewerage District. Commission Expense Policy

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1 Green Bay Metropolitan Sewerage District Commission Expense Policy January 2009

2 TRAVEL POLICY PURPOSE This policy sets forth GBMSD s guidance that will be applied for travel expenses incurred by Commissioners of GBMSD. Its aim is to establish equitable standards and effective procedures for controlling travel costs, and ensure consistent treatment of all Commissioners who travel on GBMSD business. PROCEDURE Travel Arrangements When possible, all travel arrangements should be made through the GBMSD Executive Assistant. The Executive Assistant will arrange for the most reasonable air transportation, car rental, hotel, etc. If a change in the prearranged itinerary becomes necessary, the Executive Assistant should be notified in order to make alternative arrangements or provide assistance. Transportation Transportation expenses are reimbursable. The most economical, reasonable and expedient form of transportation available should be utilized, considering work assignment, the cost, and the travel time. Costs for alternative forms of travel will be reimbursed on this basis. Air Travel The GBMSD policy regarding air transportation is to select coach class or its equivalent. Use of Personal Vehicles on Business Use of personal vehicles, by Commissioners, is authorized for GBMSD business purposes and should be used when combining business travel with personal travel. A Commissioner may submit an expense report for business-related mileage reimbursement based on the current IRS rate for mileage allowance at the time of the

3 business trip. Yahoo Maps, MapQuest or other comparable websites may be used to conveniently document travel mileage to and from business locations. Where necessary, business travel mileage at remote locations may be documented or estimated. In addition to mileage, the operator of the vehicle may submit, for reimbursement, business-related parking fees and bridge and road tolls. GBMSD Commissioners driving personal autos shall carry liability limits of at least $100,000/$300,000 personal liability and property damage insurance and have copies of a current certificate of insurance and/or front page of the insurance policy on file with GBMSD Business Services. Taxis and Public Transportation Charges for taxis, limousines, and public transportation are reimbursable. Vehicle Rentals If a rental vehicle is needed at the destination, advance arrangements should be made by the Executive Assistant. Vehicle selection will be based upon the cost effective class (normally mid-size) that satisfies requirements for the Commissioner(s). Supplemental vehicle insurance coverage offered by rental agencies is to be declined as liability, collision and comprehensive coverage is provided by GBMSD s insurance policy. Employees should carry a GBMSD insurance identification card as proof of insurance while driving a rented vehicle. The Executive Assistant will furnish employees with an insurance identification card at the time arrangements for a rental vehicle is made. To ensure that all damages to a rental car occurred while in the possession of the GBMSD Commissioner, the condition of each auto should be inspected by the Commissioner before accepting it. If damages are present, ascertain a written notice documenting the damages to ensure the liability for those damages will not be assumed by GBMSD.

4 While renting a vehicle, Commissioners are signing a contract as an agent for GBMSD. To clearly state this relationship and minimize possible legal difficulties for employees, the contract should be signed as follows: Green Bay Metropolitan Sewerage District By: [Name] Lodging When overnight travel is necessary and approved by GBMSD, Commissioners are expected to stay in a comfortable, reasonably priced hotel or motel room at the single room rate. Considerations for lodging include: room availability, location, cost, accessibility, and reasonableness of accommodations. Necessary and reasonable gratuities to hotel employees are reimbursable. Meals Reasonable and necessary expenses incurred by GBMSD Commissioners for meals including reasonable gratuities (15-20%) are reimbursable. Non-reimbursable Expenses The following is a partial list of items that are considered non-reimbursable: 1. Personal entertainment (e.g., bar bills, in-flight movies) 2. Newspapers, magazines, books, etc. 3. Lost or damaged luggage and contents 4. Traffic or parking fines 5. Haircuts and shoe shines 6. In-room movies, pay television, vending bars 7. Hotel health club and spa fees 8. Airline executive club memberships 9. Laundry/dry cleaning valet (except for extended stays) 10. Taxis for sightseeing 11. Prescription and nonprescription medications 12. Airline insurance 13. Personal phone calls 14. Non GBMSD related expenses 15. Personal use of rental vehicle or personal vehicle 16. Room expenses in excess of the single rate 17. Alcoholic beverages 18. Other personal expenses

5 Expense Reports Form 9002 shall be submitted within ten (10) business days of each trip. Receipts and other supporting documents should be stapled to Form Where the reimbursement claim is not self-explanatory, an appropriate explanation must be supplied. If the amount to be reimbursed to the Commissioner is less than $20 and a properly completed and approved expense report is being submitted, the reimbursement may occur immediately from the GBMSD petty cash. The Form 9002 should be signed in the space provided before submission to the Executive Director. The Executive Director is responsible for verifying the information. Documentation The following receipts are required in order to provide adequate documentation for your expense report: 1. Airline tickets 2. Car rental invoices 3. Hotel bills 4. Credit card receipts (originals) 5. Taxi receipts when available 6. Business meals receipts in excess of $25 (receipts for <$25 are encouraged) 7. Foreign currency exchange receipts 8. Prepaid expenses 9. Other business expenses such as GBMSD related books, copying, etc. What to Report In the case of a report that includes the expenses of another GBMSD Commissioner or employee, such as a hotel bill; make a notation next to the amount of the item. If your expense is on another person s report, make reference to it on your report.

6 THE GBMSD 9001 AND 9002 FORMS HELPFUL HINTS 1. Lodging will be guaranteed with a GBMSD credit card. 2. If you are going to pay for lodging out-of-pocket, the estimated expense can be included in a cash advance. If you will be using the GBMSD credit card, an advance for this expense cannot be requested. 3. If you are going to be driving your own vehicle, you must have a current certificate of insurance on file with the accounting department. 4. Mileage is reimbursable at a rate based on IRS guidelines. 5. Charged expenses refer to only those expenses charged to a GBMSD credit card. 6. Cash expenses refer to approved out-of-pocket expenses (both cash and credit). 7. Save all receipts in order to be reimbursed. 8. At the end of this process, the Commissioner should have a copy of the 9002.

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