2015-28902 Reso RESOLUTION NO. 2015-28902
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA REPEALING
RESOLUTION NO. 2003-25266 AND ADOPTING A CITY POLICY
TO USE REASONABLE CONFERENCE OR• GOVERNMENT
ROOM RATES FOR LODGING AND THE RUNZHEIMER MEAL
AND LODGING COST INDEX FOR PER DIEM MEALS AND
OTHER TRAVEL EXPENSES FOR CITY EMPLOYEES; TO USE
THE U.S. GENERAL SERVICES ADMINISTRATION (GSA)
RATES FOR LODGING, PLUS TAXES, AND THE RUNZHEIMER
INDEX FOR PER DIEM MEALS AND ALL OTHER TRAVEL
EXPENSES FOR CITY CONSULTANTS; AND, THE IRS
MILEAGE RATE FOR ALL MILEAGE REIMBURSMENTS.
WHEREAS, pursuant to Senate Bill 1426, which was passed during the regular session
of the 2003 Florida Legislature, Section 166.021(10)(b) of the Florida Statutes was amended to
provide that any municipality may establish a per diem and travel expense policy which varies
from the provisions of Section 112.061 of the Florida Statutes; and
WHEREAS, section 166.021(10)(b) further states that a municipality that provides a per
diem and travel expense policy pursuant to this subsection shall be deemed to be exempt from
all provisions of Section 112.061 of the Florida Statutes; and
WHEREAS, on July 30, 2003, the City Commission adopted Resolution No. 2003-25266
confirming the City's Policy to use the Runzheimer's Meal and Lodging Cost Index for per diem
and travel expenses (including lodging, meals and ground transportation); and
WHEREAS, Resolution No. 2003-25266 has not been updated since 2003 and the
Administration is proposing changes in indexes used for reimbursement of travel expenses to
more accurately reflect actual employee travel expenses and to clarify reimbursement for travel
expenses to outside contracted consultants; and
WHEREAS, the Runzheimer's lodging rates used in this index are based upon averages
and do not reflect seasonal rates where applicable and, in most cases, the hotel rates at
governmental conferences exceed those index rates; and
WHEREAS, the Administration recommends that the City's travel policy for City
employees be changed to include reasonable conference rates or government rates to be
accepted over the average rates specified in the Runzheimer's Index. Any exceptions would
require the City Manager's approval. Travel expenses for all other items will be limited to the
Runzheimer's index; and
WHEREAS, the City's travel policy does not address any travel expense reimbursement
rates to be utilized by outside consultants. City consultants cannot utilize government rates and
rates for the Runzheimer's index do not reflect seasonal rates; and
WHEREAS, the Administration recommends that the City's travel policy include that the
City's contracted consultants utilize the U.S. General Service Administration (GSA) rates (which
reflect seasonal rates) for lodging, plus taxes, and the Runzheimer's index for per diem meals
and all other travel expense items; and
WHEREAS, current mileage rate used for reimbursement of travel is based upon the
rate provided in the Florida Statutes, which is infrequently changed by the State with the last
change occurring in 2006. The IRS updates its mileage index annually and having an index
updated annually more accurately reflects the actual costs associated with operating a vehicle;
and
WHEREAS, given the high variability of fuel prices, the Administration recommends
using the IRS rate that is updated annually and more accurately reflects the actual costs
associated with operating a vehicle; and
WHEREAS, at the January 7, 2015 meeting of the Finance and Citywide Projects
Committee, the Committee referred the item to the January 14, 2015 City Commission meeting
without a recommendation due to a lack of detail regarding the reimbursement rates.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that Resolution No. 2003-25266 is
hereby repealed and it is hereby resolved that the amounts allowable for lodging rates for City
employees shall include reasonable conference rates or government rates to be accepted over
the average rates specified in the Runzheimer's Index, any exceptions would require the City
Manager's approval; travel expenses for per diem meals and all other items will be limited to the
Runzheimer's index; and the City's contracted consultants shall utilize the U.S. General Service
Administration (GSA) rates (which reflect seasonal rates) for lodging, plus taxes, and the
Runzheimer's index for per diem meals and all other expense items; and the City's travel policy
shall include the IRS rate for mileage reimbursement to City employees and contracted
consultants.
PASSED AND ADOPTED this /Y day of —/4440 ^/, 2015.
ATTEST:
V/.y
PHILIP E - ' T7 AYOR
.vem U _ E J j
RAP 'AEL E. GR'A NA! e;"CITY LE f/'
yea "" �'e i APPROVED AS TO
FORM & LANGUAGE
& FOR ECUTION
• , ` �` City Attorney / Date•`c era....
COMMISSION ITEM SUMMARY
Condensed Title:
RESCINDING RESOLUTION #2003-25266 AND ADOPTING A RESOLUTION AUTHORIZING THE
CITY TO MAKE CHANGES IN INDEXES USED FOR REIMBURSEMENT OF TRAVEL EXPENSES
INCURRED FOR CITY BUSINESS FOR CITY EMPLOYEES AND OUTSIDE CONTRACTED
CONSULTANTS
Key Intended Outcome Supported:
Ensure expenditure trends are sustainable over the long term.
Supporting Data (Surveys, Environmental Scan, etc.):
In the 2014 Community Survey,both residents and businesses reported the following area for the City related to value for taxes
paid:
• Percentage of residents rating the Overall Value of City services for tax dollars paid as excellent or good(Residents:
58%; Businesses 54%)
Item Summary/Recommendation:
On July 30,2003,the City Commission adopted Resolution 2003-25266 confirming the City's Policy to use the Runzheimer's
Meal and Lodging Cost Index for per diem and travel expenses(including lodging,meals and ground transportation). This
resolution has not been updated since that time and the Administration is proposing changes in indexes used for
reimbursement of travel expenses to more accurately reflect actual costs and to clarify reimbursement to outside contracted
consultants.
The Runzheimer's lodging rates used in this index are based upon averages and do not reflect seasonal rates where
applicable. In most cases,the hotel rates at governmental conferences exceed those index rates. For example,a hotel stay
at a recent Orlando Governmental conference was $149.00 while the Runzheimer index to be used was $74.25.
Administration recommends that the City's travel policy be changed to include reasonable conference rates or government
rates to be accepted over the average rates specified in the Runzheimer's Index. Any exceptions would require the City
Manager's approval. Travel expenses for all other items will be limited to the Runzheimer's index.
In addition, the City's travel policy does not address any travel expense reimbursement rates to be utilized by outside
consultants. City consultants cannot utilize government rates and rates for the Runzheimer's index do not reflect seasonal
rates. As a result,the City reimburses travel expenses at actual cost, unless otherwise negotatiated.
The mileage rate used for reimbursement of travel is based upon the rate provided in the Florida State Statutes which is
currently set at$0.445 per mile. This rate is infrequently changed by the State with the last change occurring in 2006 from
$0.29 per mile to its current rate. The IRS updates its mileage index annually and the rate for 2015 is$0.575. Given the high
variability of fuel prices,Administration recommends using the IRS rate that is updated annually more accurately reflects the
actual costs associated with operating a vehicle.
The Administration recommends that the City Commission rescind the previous Resolution#2003-25266 and adopt a new
Resolution which revises the amounts allowable for lodging rates for city employees, addresses the reimbursement of
allowable travel charges incurred by outside contracted consultants,and allows the mileage reimbursement rate to be tied to
the IRS mileage rate.
Advisory Board Recommendation:
At the January 7,2015 meeting of the Finance and Citywide Project Committee,the Committee referred the item to January
14,2015,City Commission meeting without a recommendation due to a lack of detail regarding the reimbursement rates. The
requested detail is included as an attachment to the memo.
Financial Information:
Source of Amount Account
Funds: 1
2
Total
Fina cial Impact Summary: The annual cost of travel expenses is subject to funds availability approved
through the City's budgeting process.
City Clerk's Office Legislative Tracking:
John Woodruff, Director
Sign-Offs:
Irtmen irector Assistant City Manager City M ager
J
lEiar I AM I BEACH AGENDA tTE R1
DACE
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov
COMMIS ,ION MEMORANDUM
TO: Mayor Philip Levine and Members o•the City C•- mission
FROM: Jimmy L. Morales, City Manager •
DATE: January 14, 2015
SUBJECT: A RESOLUTION RESCINDING RE OLUTION#2003-25266 AND ADOPTING A
RESOLUTION CONFIRMING TH;\CITY'S POLICY TO USE REASONABLE
CONFERENCE OR GOVERNMEN ROOM RATES FOR LODGING AND THE
RUNZHEIMER MEAL AND LODGING COST INDEX FOR PER DIEM MEALS
AND OTHER TRAVEL EXPENSES FOR CITY EMPLOYEES; AND FOR CITY
CONSULTANTS, THE U.S. GENERAL SERVICES ADMINISTRATION (GSA)
RATES FOR LODGING AND THE RUNZHEIMER MEAL AND LODGING COST
INDEX FOR ALL OTHER TRAVEL EXPENSES; AND FOR ALL MILEAGE
REIMBURSEMENT, THE IRS MILEAGE RATE.
BACKGROUND
On June 11, 2003, Senate Bill 1426 gave local governments the authority to provide their
own policies for reimbursement of travel expenses and per diem. If the City does not
provide for its own per diem and travel policies, expenses are subject to the provisions in
Section 112.061 of the Florida Statues.
On Jul 30, 2003, the City Commission adopted Resolution 2003-25266 confirming the
July tY
City's Policy to use the Runzheimer's Meal and Lodging Cost Index for per diem and travel
expenses (including lodging, meals and ground transportation). This resolution has not
been updated since that time and the Administration is proposing changes in indexes used
for reimbursement of travel expenses to more accurately reflect actual costs and to clarify
reimbursement to outside contracted consultants.
ANALYSIS
The Runzheimer's lodging rates used in this index are based upon averages and do not
reflect seasonal rates where applicable. In most cases, the hotel rates at governmental
conferences exceed those index rates. For example, a hotel stay at a recent Orlando
Governmental conference was$149.00 while the Runzheimer index to be used was$74.25.
Administration recommends that the City's travel policy be changed to include reasonable
conference rates or government rates to be accepted over the average rates specified in the
Runzheimer's Index. Any exceptions would require the City Manager's approval. Travel
expenses for all other items will be limited to the Runzheimer's index.
In addition,the City's travel policy does not address any travel expense reimbursement rates
to be utilized by outside consultants. City consultants cannot utilize government rates and
rates for the Runzheimer's index do not reflect seasonal rates. As a result, the City
reimburses travel expenses at actual cost, unless otherwise negotatiated. Administration
recommends that the City's travel policy include that the City's contracted consultants utilize
Commission Memorandum— Resolution for Reimbursement of Travel Expenses
January 14, 2015
Page 2 of 2
the U.S. General Service Administration (GSA) rates (which reflect seasonal rates) plus
taxes for lodging and the Runzheimer's index for all other expense items.
The Runzheimer's index is attached in"Exhibit A"and the GSA lodging rate for Miami Beach
is attached "Exhibit B".
The mileage rate currently used for reimbursement of travel is based upon the rate provided
in the Florida State Statutes which is currently set at $0.445 per mile. This rate is
infrequently changed by the State with the last change occurring in 2006 from$0.29 per mile
to its current rate. The IRS updates its mileage index annually and the rate for 2015 is
$0.575.
Given the high variability of fuel prices,Administration recommends using the IRS rate that is
updated annually more accurately reflects the actual costs associated with operating a
vehicle.
At the January 7, 2015 meeting of the Finance and Citywide Project Committee, the
Committee referred the item to January 14, 2015, City Commission meeting without a
recommendation due to a lack of detail regarding the reimbursement rates.
ADMINISTRATION RECOMMENDATION
The Administration recommends that the City Commission rescind the previous Resolution
#2003-25266 and adopt a new Resolution which revises the amounts allowable for lodging
rates for city employees,addresses the reimbursement of allowable travel charges incurred
by outside contracted consultants, and allow the mileage reimbursement rate to be tied to
the IRS mileage rate.
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Per Diem Rates Look-Up EX H I BIT "B" Page 1 of 1
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FY 2015 Per Diem Rates for Miami, Florida ADDITIONAL PER DIEM TOPICS
Meals&Incidental Expenses Breakdown(M&IE)
(October 2014-September 2015) FAQs
State Tax Exemption Forms
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Cities not appearing below may be located within a county for which rates are listed.
To determine what county a city is located in,visit the National Association of Counties(NACO)website(a non-federal website).
The following rates apply for Miami,Florida
Max lodging by Month(excluding taxes) Meals -
Primary Destination"(1) County(2,3) &Inc.
2014 2015 Exp.""
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Miami Miami-Dade 152 152 152 203 203 203 146 146 119 119 119 119 66
NOTE:Traveler reimbursement is based on the location of the work activities and not the accommodations,unless lodging is not available at the work activity,then the
agency may authorize the rate where lodging is obtained.
"`Meals and Incidental Expenses,see Breakdown of M&lE Expenses for important information on first and last days of travel.
• CONTACTS NEED MORE INFORMATION? RELATED TOPICS
Rates for Alaska,Hawaii,U.S. Travel Resources
Additional Contacts for Territories and Possessions(set by E-Gov Travel
DoD) FedRooms
Travel Management Policy Rates in Foreign Countries(Set by POV Mileage Reimbursement Rates
State Dept.)
Federal Travel Regulations(FTR)
Last Reviewed 2014-12-02
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http://www.gsa.gov/portal/category/100120 1/7/2015