Loading...
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. JLM/JW @ 456 m o obooc o c CI Eot, F6 a- F6 A o oI a,Ec i5 c = 6xoo ao o G ta o Eoz u] a g!qo(n .t\ ax,qt l, .,1adt G! orro d! ti r! Htt .iln 6 CJod fr|uto Ot @q ul lDt: t,)ro CX'q 10rf roq 16 grI t,' 6rq ro o: gr u) rt ^!gigi q t'rl H 6?o roe o tl4l,tro C'dr,l orqq,q anla q gr or Holr! r,l 10 oigt HlDor,l q ^! c, \(Dd! g! H.i mq !t dq aorgt 66! t,t|Ji dtH ]att m1'lrt € F{dtt Hot € o rio oi |: dt d ora oq or la 1,} oi6 la la q, f,! to roq dlrt rn 0g CI't H drt srao Or q; a d rDq t) O! r,)nt + ioro rom g,o H G €4 6 ro ran! oiti rD4 rDgr laq @ d!q ro Ol rDq a lD rJl H6 d roa 6 dqorl o:o roI,idor oqgt€ u! H CX'd hH o aH o oa r,i rDH aH d rt o o o ra ut H o ct o c,o ro r,ld C'laH o d ord o ctd o d o o o rn |,to 1,t 10 o rt oa o la rt 6 o dtH ratl o 6 la tt o o Ht'c rv} rr'! tlri rt l,t..: laln la dta o o ti tt d!gr6 \ od ao l:ooi \ or or H 10ft! tt CX' do!rto (l c;o d!d laor oq H O! 6t, loq,q, dtg roaH 6e o sl tl,o @q @ Or oo! q) ora 10gr 6 .,1 Or orq tDd (,r.r! H CX' orn Or an q, g H Ol r,l a,{a o! 6@+oH aq o ro\ (n ro d;q, @o la d,! llor 0g 66 ra c; GI' rlo6 H \r,) u? cl H lat: las'ct la ia\(oq oi tt io 09 too:r! ia a {tt \g! a q 6q or gi dt dg l,la rod oi (Yl C,I si q ol g da (o 0s ro(v) rodl H roqo H\g rt6 G':(rl roqrtt ttol ta 1a(Yt rle f d or drn ao roula HtD H q, noi 10q 6qod orn'! @d go c, dH 6 6,! d a H t?qqtd (vl H roc.l rDo:o d, ro {Y} ln or Cid av!ad)d H r! (lId qoH rtq laH ord! tld e6d rD4If}d .t!oH olttH lDm d q rod orqrtH rog H o:tH ra rod orn:+H anol st rn rD H q or la i0ad lo oi q q qo la]: d! u.! ro H diH orgr 6rd roc! H to d d'!gi oru1+ q 1'l n\|,tq oi tt+{@d u; o\agi H q, 0qo la oq lD @q r,tFI t,)u! d o!€qo rn6d Oiq (n H o! tt ro @{d or\rDo{t: oo rrr rad Eo z =z r U v z (9 xF o E s F = J o z 5 Iz zF 3 J Eo Eo Iti Eo x Eo oI = xF 6z xF = zoEv z coJ uDdEU df aoJ =rEuJEFr.o z 3oFzu J Fz =ouu(,z c,o =rE z uI oEo IIz uJ =q- Fzs d 2 Fa,l Uolo E E 6 rI o 0a2oF ao Iz JJ 6 -(9 ==cc 6 U2o@ U|oo tc ao =t-) zoFoo@ o rrf6 zoF(9z Jc, @ zoF1AuJE I r EoJd, I (9ooz E 4 UzzU ut o(, 9 fU F zzozo 6z 5u UJ g ro =f o o E) oU 6 5 zoF o eU zUo lrtU =o =Uo zEo!o oc uo F 6c,Fu6 o A Jr o E r rJ o ccrof s F ocor c,U =Fc,or IFdo 3 F 0cor tao A coz oa,(l, sl oN d.sI G a, @o (uE s E 0c GL) c oa (! a, fEv, xGF !o E--g EEH' 42 :aul1- 6= -l- =6 H r4l =1=T BE ix =; EtU -E E o I 457 m o Nou0G CL 0, c Fo A o o, 0,ct i5 EIE3J o (! o EGz 6 ,irt a C{!a laqo10 o) lnor t? c,ro d'!0q ao la46ro r,td'!d r.i rDrD c.i u1 d or0q or\rl)d1,} rD C,!1,l ro+ or dr,) 6drll,t .rl @s' rY oiro mt\ uloH ro €trl n!o(n C,rH ro C,r ra Or 6e€ 6g 00 ctq, s a6r/t 6g dl Or 6 c,{ oi6 6 1,)n;!f, ioa (n dgola ogr dHooH or sttt 1,lHqt€ rDotl orItt(,t q,a 6 rn c;4oo ttq 66 om atd(o orq rott rD ra ul € TDq <ledln lau) h r,)q H ra Gloti l.l)o6 toeron rD ro q oH dl qt ra too6 CI' dor rldqi ro 4lao qtq H ax, 6 r,t6 ct 0q 6 o! da o 6 gig tt tJtq ro laf,l rt CI'd'! q, ao .,1 cx,oi c)c)ct o dtH dt o ct laH c)iod ct ct c,c,ct aH q,H q,H c!oH o o r,iH H H ro F{ oH toH o o tt rD t!tl u!orl r,lc.l 1,lrn la 1,)r,l raM cl rtdt ra ood r/'! ra q,H o 6H dt o orn ra o r,!6 (r)CT'la d ra(Y)o v.6 ord H Uio aoo dfio d! iDo! \oro d'! roo! rDo:oc! e rlstqt rJlao GO roq ul @ GO ci a @q do d tdo qt .ri6 r,i.igi g or (t rri€ e!ee dl o ul q, rD,-or c, og gi t,) o rD orq, H4 o grq 1,! orq (o 11 q,doH 0s laq, 09 or ta d rt doH o!oor rl 6 og t)o 66: 6 orqort \6ilt u! rDd) og dt Hdm q,qq, dt |f}q la(n aH+d) q,: m ato:a dHqtri u! lam q o)d! tteq,dt a ,i rY! ata 1Hd! 0q tt ln\ra r,)qad) (r!aro tn!l, la c,tl g! lDd rD lri toa cx,dt cta CI'rt (D 10 di lo 10 .Yi Orlatt tt r{ ioq tlt aa gr o:(n m tY) .!ld citt €o) rt H t,letD tt6 rri av) laol O or0sq, q,lo\ 1,) c,o)o cr,r cl6 o;t,}H oiul 1,) |ad!rDd lar,l to la to q ci tDro u; l, (n 1,lo roH dt nd 6 d d dto:grH (o {rD 6q H H(Y)o o la rJ)H or !iH dt(D (n tr) 6?t gl rt0c CI' ro dH c,u! d cq H q d st 6,1 d g€ rJl o oi ro d ro; gt oiH eorH or\ Or d'! H rnd 10u! ro 10 r.i oc! cl,H rtu!n ro rtq m rt gr oeo 10rngrd €g H or.'!g! rod iD\d) roq t'lo gr 10 @H rDd! c, io laH rrta CX'q d H rt orq d 6H = o-Fu -xF z IA E Jr o E z z Y cc :z = Ez zF JB = 2 = zF FL)s z z Yo Uz o- @zUr cc(9 (, cc =@z F 0c o.IAr J =zrrc,I (, c,D coI ccE - o ocorFc 4 =J =JozoE zoF loI th JoA zg 6 = zo v UJ =zo vI E z Y u(9oa orJtxozY (,U s zoF(9zxrJ Io oauJ EJ vlrJU(9z vloJ UJ L JoJ zoIo ErFrhUIt,z = I-c EU = ==< = UrYl == I oo- uz == r! @o OAr Eo(,Pzo = rJt I 6 z zu T =u2 6z rJEo 3Uz z E !z Yc,o 3Uz Y 0E 3Uz Jor0loz UJUY 0cU GO ozs o E EoEs-o I Eo ooz 5 OAo so ozUo- sc,oro. s !AJUoI-A x2UoI A. G IEc, GO st oN EI o i, GotoE GJ ce 6tr) cE GI o tEq xoF H$ lrle =(9S rtlto(J L.l AI<Z : @= =6 g =1=B3 5>= EEJ Hltl lJ o- 458 (n o (o ooo6L o tr Fo A o o. (, o- 0,cE i5 E EfJ 6 0, CO o G 6 o EGz ul o oi6 r,)ro c;6 4l,l d) ti ttr,l oo u) tY) glo laH o rl)rD @ 6ul d o la \rao ra t,l Or rnr0 c;6 q rDr,) 00u!16qia 1l,mo H os l,ldH fY l,tt lrirf cto fio 6 rog laa (o om ol l,!o tt q ri r,l t,lgr rD 6 rYi CI' @qo q q,o a€ro o:oln oo) rogr or 6u! otot oo oreoct lD\orto <tcl d; or\6 roC' ri 0q Otla d rJt q,la ro{q o a Or or av) or6 H c't,l da O!ro o! (ort iDtt rod! oH O!H diti taro citl ddor lao a st o! tl @ dO! roq TD rrirt ! o H{la OtH cto orggt ro a dod \ anro q <tla oo ci o(' ro d o la H 6 la\ (n O)o dt o o o c 6 c,d)o o H c o o o o o d!1,!d!ro o o Hn o ott u! a(,H od!odt o o tYt 1,lt rD ro rJl rad! q, rY) ott o rt wt a att oi aY)o |,t€e o rr!rrta 0go t,!rnrt t,}rt la io H or16 It d'! o @oH F:d! aa G,o CT'd all .! o)ar,09 tDq d(> 0!rle dcq,oH gta 6 ao6 tora rri6 \ oH .r2 roo or0s 6!6 ro rtn'! (n rolaqto q, G;or Ito: o e e lalD.i6 la or c,\dlor q d)q, la ,- l0 j6 ti € r,trod t,qo6 ron! or tr) Or or Or rD cYoo ro la6 F{ or H .ritt roq cx,e rv) tltl 0, CI'.!nl' rocur laa n CX'qtdl €q ln dt q,q rDd) o\a tY) r,td raq lari ro .r'! rD 0q rYl q It si 1,) aY! ln ill d! tYt fiIt q, ,i q CX' orH GJrt or didl c,{c'o oi dt d2 16rt q,H a HH ra rD d)1,lrt qr rD dt Hrn r,l Or o n ,i ort: rD ana dtd rnd lnq 1,l tl 16riH lD 6 q rD u ord ro4l0d dtH d H ti'H giol CI'H or H tr; tt 09 c d d d qo r.0 € gr oro gt lri oo d la q;H o|,id la c;H rr! ro 16 l,) root ln tJ! H q u!q,H ttID c; gr ct otd €o: H gr c; rD6 Or q rl!r ax,.!r} 1l,g l,d e H o)dl dlH org CI' H laart or oqo q q d r,i r} q,f.l q d)€H 6 lo loH Hq H 1,}gr <t rD H a H dl H H oi ,\ot 0q oi a ac)+ o. u oao 0l (Jz z I z I o z = Jr oao F = xF I I Jr o-5 o1h 3 z Jr Jr Io Yo ti,o th-ro Ic t(9 c, =GO EE oz 5Fcor oz 3Fc,oe U(Jzro =o0cA IUJ oc ozU AE ozo =rIcl o =oc, z OEu coz th ue 0aU CE crF q-ti,oe oFzr E E(J q L oJ Fz q D r Fz 6 CEuF =c, u Icc ao aD ccrFUA.Fz 6 =uJ 6 E U:z 3 ts ar, ozoFz z 0 oloroz 1^ o I{-,z &rz t^ uJ zoIJ J6u o z th zo zU6 OA @ Fo c, t^ r 0cE @ UYJ =zoF2 ccI qJ t- U 0coAU U ccI 6J rxfo ta rz oo.ah 6 grIzao. Ula 0a uU vl + sJ F o. =F oouJol- zooDF 3 F zoFI =I = zo d Io ao I(J u ao =J A F U3 F =9 = 2oF(9 ==J = z =oF (9z =o G rt oN I G a; 6o tuE s c oc o tr 0a E o ,E 1A xoF !o e AE- u,r ii{r, C' N<z :U)ZFlo= - =6 H =1=BE 5>=E5i Htr,t l! o I 459 Per Diem Rates Look-Up EXHIBIT ''B''Page 1 of 1 HomelMobileSitelNewsroomlRegronslStaffDLrectorylCareerslFormsle-ToolsQuickLrnks search I u.5. General Services Administratron | -::-:-J 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 @ n,int Qt Emait ft Favontes fl Twitter I Facebook II share xetp I sitemap I AccessrbilityAids I riniino I PrivacyandSecunty I contactUs 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