HomeMy WebLinkAbout4.F.3. Affirm Out of State Travel Policy y. �� 3 .
CITY OF SHAKOPEE � , �� � �
Memorandum ����
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Out of State Travel Policy
DATE: June 19, 2012
Introduction:
The Council is asked to affirm the existing language regarding out of state travel for conferences by City
employees.
Background:
At the March 20th City Council meeting, the Council discussed the ability of City employees to attend out
of state conferences for training purposes. It had been noted at that time that, a few years ago during
the depths of the City's economic problems,the Council had adopted a practice during a budget
discussion that there would be no out of state travel for conference purposes by City employees, unless
the cost of the attendance was paid for in whole, or substantially, by non-city sources; i.e.grants.
The discussion with the Council at the March 20th meeting was that the policy had been applied
inconsistently. The Council was also told that it was not providing for employees to get the opportunity
to update their skills.
The Council directed that the policy be reexamined, and brought back for discussion.
Discussion:
In looking at the existing policy (attached) it states what is actually needed for a reasonable out of state
travel policy—a supervisor must be able to show benefit for the employee to attend, and money must
be available. Ultimately,the City Administrator needs to sign off as approving.
The practice directed by the Council during the budget discussions a few years ago is the one in
question. If the Council is willing to make the change,the issue could be resolved by ceasing to follow
the practice, and instead adhere to the language currently in the City's Personnel Handbook.
Recommendation:
I recommend that the Council reaffirm the existing language in the Personnel Handbook regarding out of
state travel policy (section IV. H.) as the operable policy(see attached).
Budget Impact:
As with any City expenditure,travel out of state for training purposes will need to be provided in the
appropriate departmental line item. Those will be recommended each year by the department heads,
and affirmed by the City Council.
Of course, if non-city financial resources are available, staff will pursue those first.
Relationship to Visioning:
This supports goal E: "Deliver effective and efficient public services by staff of well trained, caring, and
professional employees.
Action Requested:
If the Council concurs, it should, by motion, reaffirm the practice as stated in the City's Personnel
Handbook Section IV. H. "Conferences and Seminars" as the applicable language governing out of state
travel. ,
.�,�����
Mark McNeill
City Administrator
H. Conferences and Seminars.
1. In General. The City may pay for conferences and seminars that the
employee's supervisor determines will contribute to the better perfarmance of
the employee's job and the City's business. A conference or seminar is a
course that occurs in one continuous block of time. To qualify for payment,
the employee must secure the prior approval of their supervisor who should
verify that the expenditure is within the departmental budget.
Appropriate receipts must be kept, and all other travel expenses must be
documented. Sufficient money must be available and budgeted in the
departmental line item for travel and subsistence.
2. Criteria. Employees must meet the following criteria:
a. To be eligible to attend a national conference, an employee must have
been employed as a full-time employee by the City of Shakopee for one
year, unless approved by the City Administrator. Part-time employees and
those employed less than one year are encouraged to attend state or local
conferences.
b. The employee's supervisor shall make a recommendation that there will
be a benefit to the City for the attendance by the employee at the
conference;
c. While attending a national or out-of-state conference, employees are
presumed to work eight-hour work days and are ineligible for overtime
compensation.
d. Holidays which occur during the scheduled conference shall be charged
against holiday leave. Use of sick leave is not permitted.
3. Meals. Employees shall be reimbursed for the actual cost of ineals, excluding
alcoholic beverages, up to the specified per diem amounts established by the
U.S. General Seivices Administration for the destination city.
a. Exclusions — Meal reimbursement shall not be made under the following
circumstances:
➢ When it would result in the City paying twice for the same meal.
➢ Solely because the employee was working at a worksite different from
the normal worksite does not ensure City reimbursement for the meal.
b. Reimbursement — A properly verified, itemized meal expense claim shall
be submitted to the employee's supervisor for approval within 30 days of
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