R7B-Rescind Resolution 2003-25266-Adopt Several New Reimbursement PoliciesCOMMISSION 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
lntended Outcome
Item Sum
On July 30, 2003, the City Commission adopted Resolution 2003-25266 confirming the City's Policy to use the Runzheime/s
Meal and Lodging Cost lndex 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 Runzheimeds lodging rates used in this index are based upon averages and do not reflect seasonal rates where
applicable. ln 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 lndex. Any exceptions would require the City
Manager's approval. Travel expenses for all other items will be limited to the Runzheimer's index.
ln addition, the City's travel policy does not address any travel expense reimbursement rates to be utilized by outside
consultants. City consultants cannot utilize govemment 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 othenrise negotatiated.
The mileage rate used for reimbursement of travel is based upon the rate provided in the Florida State Statutes which is
cunently 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.
Ensure exoenditure trends are sustainable over the lonq term.
Supporting Data (Surveys, Environmental Scan, etc.):
ln the 2014 Community Survey, both residents and businesses reported the following area forthe City related to value fortaxes
paid:
. Percentage of residents rating the Overall Value of City services for tax dollars paid as excellent or good (Residents:
58%: Businesses 54%)
Atthe January7,2015 meeting of the Finance and Citywide Project
14,2015, City Commission meeting without a recommendation due to a lack of detail regarding the reimbursement rates. The
detail is included as an attachment to the memo.
Financial lnformation:
Source of
runqs:
(N,2
Total
Fina}6[al lmpact Summary: The annual cost of travel expenses is subject to funds availability approved
throuoh the Citv's budoetino orocess.
John Woodruff, Director
# MIAMIBTACH AGE'tIDA
DA?E I.IT'-(f454
g MIAMIBEACH
City of Miomi Beoch, 1700 Convention Center Drive, Miomi Beoch. Florido 33I 39, www.miomibeochfl.gov
ON MEMORANDUM
Mayor Philip Levine and Members the City
Jimmy L. Morales, City Manager
January 14,2015
A RESOLUTION RESCINDING R #2003-25266 AND ADOPTING A
RESOLUTION CONFIRMING CITY'S POLIGY TO USE REASONABLE
ROOM RATES FOR LODGING AND THECONFERENCE OR
RUNZHEIMER MEAL AND LODGING COST INDEX FOR PER DIEM MEALS
AND OTHER TRAVEL EXPENSES FOR CITY EMPLOYEES; AND FOR GITY
CoNSULTANTS, THE U.S. GENERAL SERVTCES ADMINISTRATION (cSA)
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 Bil 1426 gave local governments the authority to provide their
own policies for reimbursement of travel expenses and per diem. !f 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 July 30, 2003, the City Commission adopted Resolution 2003-25266 confirming the
City's Policy to use the Runzheimer's Meal and Lodging Cost lndex 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.
ANALYS!S
The Runzheimer's lodging rates used in this index are based upon averages and do not
reflect seasonal rates where applicable. ln 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 orgovernment rates to be accepted overthe average rates specified in the
Runzheimer's lndex. Any exceptions would require the City Manager's approval. Travel
expenses for all other items will be limited to the Runzheimer's index.
ln 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 othennrise negotatiated. Administration
recommends that the City's travel policy include that the City's contracted consultants utilize
TO:
FROM:
DATE:
SUBJECT:
455
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 "BhibjIE'.
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 EXHIBIT ''B''Page 1 of 1
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Home > Policv & Requlatrons > Travel and Relocation Policv > Per Diem > Per Diem Rates >
FY 2015 Per Diem Rates for Miami, Florida
(October 2014 - September 2015)
S€ARCH BY CITY, STATE OR ZIP CODE
Enter vour citv Enter vour ZIP Code EE==
]ffid;- PerDiem MaP >
Cities not appearing below may be located within a county for r rhich rates are listed.
To determine what county a city is located in, visit the
The following rates apply for Miami , Florida
Max lodging by Month (excluding taxes) Meats
Primary Destination. (1) County e,3) & lnc.
zo14 2o1s ExP""
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Miami Miami-Oade 152 152 152 2O3 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 lncidental Expenses, see for importanl information on first and last days of travel.
CONTACTS NEEO MORE INFORMATION? RELATED TOPICS
Rates for Alaska, Hawari, lJ.S. Travel Resources
Additional Contacts for Territories and Possessions (set by E-Gov Travel
DoD) FedRooms
Travel Management Policy Rates rn Foreign Countries (Set by POV Mileage Relmbursement Rates
State Dept.)
Federal Travel Regulations (FTR)
La st Review ed 20 1 4- 1 2-02
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ADOITIONAL PER DIEM TOPICS
l,4eals & lncidentai Expenses Breakdown (ir&lE)
FAQs
State Tax Exemption Forms
Factors lnfluencing Lodging Rates
FY 2014 Per Diem Highlights
Ftre Safe Hotels
Have a Per diem Ouestion?
Downloadable Per Diem Files
O lF**u tltr'q* llurincr.f s\
Also of lnterest:
http ://www. gsa. gov/po rtaV category I I 00 120 U7l20L5460
RESOLUTION TO BE SUBMITTED
461