Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Updating The Travel Policy And Procedure For City Employees Traveling On City Business.
Strategic Plan Focus
Financial Management & Administration
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The City desires to update its Travel Policy and Procedure. It was last updated in 2023 to include, among other minor changes, using the United States Government Services Administration (“GSA”) per diem rates for reimbursement of meals and incidental expenses instead of those set forth in the Florida Statutes, as the GSA rates are reviewed and adjusted annually.
Currently, the City is evaluating various policies and procedures to implement efficiencies, best practices, and continuous process improvements. The proposed revisions to the Travel Policy and Procedure are necessary to streamline, clarify, and standardize the travel documentation requirements and reimbursement procedures. The revisions include, among other minor adjustments and formatting, clarifying and/or updating the travel procedures for the following:
1) Airline travel and documenting lowest costs,
2) Rideshare, personal vehicle, and carpooling usage,
3) Eligibility for mileage reimbursement,
4) Travel expense reimbursement documentation and submission procedures, and
5) Internal Revenue Service (“IRS”) compliance requirements.
Fiscal Impact:
The City has had a Travel Policy and Procedure in place which was last adjusted in 2023. The revisions proposed for the Travel Policy and Procedure include clarifying and/or updating procedures and documentation to streamline the travel reimbursement process. Therefore, approval of this resolution will not fiscally impact the City.
Recommended for inclusion on the agenda by:
Stephanie Tinsley, Director, Financial Services
Adam Reichbach, Assistant City Manager