Policy and Procedures for Travel
Policy and Procedures for TravelBACKGROUND INFORMATIONTraining and conferences are important enrichment opportunities to provide PHA staff and the Board of Commissioners, further referred to as “Board or Board members” with the skills needed to carry out their duties. At times, these opportunities require PHA staff and Board members to incur travel costs.This travel policy applies to PHA employees and Board members traveling on housing authority business regardless of the program funding source. This policy covers both local and out of town travel, with an emphasis on policies and procedures associated with out of town travel.The travel policy template uses the Federal government’s travel regulations as a model and adopts the Federal per diem standard for meals and incidental expenses. PHAs are permitted to use another standard but they should be mindful that the policy adopted should be reasonable and in writing.The following are items that the PHA should consider in developing their travel policy.Anticipated travel costs for PHA employees and the Board should be approved as part of each year’s budget process.The PHA should consider location and costs as factors when determining travel needs.Allowance for Meals and Incidental Expenses (M & IE). The following two options are considered best practice. The travel policy template adopts the federal standard for meals and incidental expenses (M & IE) which is the recommended practice. The federal per diem rates can be accessed using the following link: . PHAs may also be required to or choose to follow state or local travel policy requirements.Option 1: Based on the federal per diem allowed for each jurisdiction. With this option, the traveler is not required to maintain or submit receipts for meals and incidental expenses.Option 2: The lower of actual costs or federal per diem. With this option, the traveler will need to submit receipts for meals and incidental expenses.Leave Taken with Business Travel. A common situation that is associated with business travel is whether the PHA will allow a traveler to take personal day(s) in conjunction with the travel. The following two options are considered best practice. The travel policy template adopts Option 1 (i.e., allow personal days with business travel with the prior approval of the Executive Director or Board). which is the recommended practice. The Executive Director or Board may not want to approve personal days attached to business travel to locations that are perceived to be resort-type destinations (e.g., Lake Tahoe, Martha’s Vineyard, Las Vegas, etc.)Option 1: Allow personal day(s) with business travel with the prior approval of the Executive Director or Board.Option 2: Not allow personal day(s) with business travel.In developing the travel policy, the PHA should also consider public perception that certain training events or situations may be perceived as wasteful, unprofessional, or otherwise not in the best interest of the PHA. For example, PHAs may want to prohibit travelers from booking lodging with the word “casino”, “resort”, or other similar references in the name.PHAs may also require that travelers attending conferences or trainings provide a certification, sign-in sheet, etc. as evidence that the traveler attended the training/conference.Travel is a high-risk area for most PHAs and travel costs are often closely scrutinized by oversight agencies and the public. Therefore, PHAs should properly control and monitor that travel costs are reasonable and conform to the PHA’s travel policy.This policy should be read in conjunction with the PHA’s credit card, vehicle use and personnel policy.This document provides a sample of a PHA travel policy and procedures.All PHAs. This sample provides a travel policy for all PHAs, regardless of size and complexity.PHAs can simply cut and paste the sample into their policy and procedures documents and modify as needed.OTHER ITEMS FOR CONSIDERATIONThe following provides items that all PHAs need to consider when developing the policy and procedures for travel and the major assumptions that were used to develop the sample policy and procedures.Assumption – The PHA will use the federal per diem method of reimbursement for meals, not a cost reimbursement method and allow personal leave to be taken with business travel with the prior approval of the Executive Director/Board.Assumption – All travel has been deemed appropriate and necessary.Assumption – The PHA will use company vehicles when available and cost effective.Travel Forms – The following sample forms are provided with the travel policy.Travel Authorization formLocal Area – Routine Travel Reimbursement formSame Day Trip / Out of Area Travel Reimbursement formSAMPLE – ALL PHAsTRAVEL POLICYTrainings and conferences are important enrichment opportunities to provide PHA staff and Board members with the skills needed to carry out their duties. At times, these opportunities require PHA staff and the Board to incur reasonable travel costs. Anticipated travel costs should be approved as part of the budgeting process each year. The PHA should consider location and costs as factors when determining travel needs.This travel policy applies to all PHA employees and Board members traveling on housing authority business. Employees will be reimbursed for all reasonable and necessary expenses while traveling on authorized housing authority business. The housing authority assumes no obligation to reimburse employees for expenses that are not in compliance with this policy.This travel policy covers both local and out of town travel related to housing authority business, with an emphasis on policies and procedures associated with out of town travel.Employees occasionally participate in various PHA functions which advance PHA programs and objectives. On some occasions, an employee’s spouse, dependent, or guest may be invited to attend these events. In cases where the event requires travel, the travel and accommodation expenses for the spouse, dependent, or guest must be paid for by the individual and is not reimbursed by the PHA.This policy should be read in conjunction with the PHA’s credit card, vehicle and personnel policies.Traveler’s Responsibility and EnforcementThe traveler is responsible for complying with the travel policy and procedures, ensuring that both their travel arrangements and claim for reimbursement meet the PHA’s rules and have been approved by the appropriate official.Employees are expected to:Exercise good judgement with respect to expenses,Spend the housing authority’s money as carefully and judiciously as they would their own,Use the most direct and most economical transportation, taking into consideration travel time, absence from the PHA and convenience, andReport all expenses and advances promptly and accurately with required documentation.Travelers who do not comply with this travel policy may be subject to:Delay or withholding of reimbursement,Disciplinary action after a significant number of policy exceptions, andAppropriate management action, up to and including termination.TRAVEL PROCEDURESA copy of the PHA’s travel policy and procedure should be provided to each PHA employee and all Board members that may travel on housing authority’s business. The PHA employee and Board member shall sign and date the document showing that the travel policy and procedures was provided and that they have read and understand the policy and procedures. The original signed copy shall be placed in the employee or board member’s file and a copy shall be provided to the PHA employee and Board member.Each traveler must claim their reimbursable expenses on a separate travel reimbursement form.The following procedures related to travel on housing authority’s business are provided below.Travel PlanTravel Reimbursement for Routine Local TravelTravel Reimbursement for Same Day TripTravel Status for out of Area TravelTravel Reimbursements for Out of Area TravelLeave Taken with Business TravelTravel Authorization ProceduresTravel Reimbursement Procedures Employees may not approve their own travel reimbursement. As a rule, the Executive Director will approve all travel reimbursement requests. Where the traveler is the Executive Director, any further approval must be provided by the Board. The approver is responsible for accurately reviewing expense reports for compliance.Travel PlanAll travel must be authorized and approved by the Board. Training conferences will be listed in a travel plan and provided to the Board for review and approval with the operating budgets.The travel plan should outline the session type, the individuals scheduled to attend the training, the sponsoring organization hosting the training, and the projected cost. The projected cost should include hotel costs, airfare, rental car charges, and per diem amounts. Travel should always be arranged to serve the best interest of the PHA and must have a legitimate purpose. The business expense must be incurred in connection with services performed as an employee and the program benefitting from the training.The table below depicts items that should be included in the travel plan.TrainingLocationDatesProgramPurposeTotal CostHCV UpdateChicago5/13/19-5/16/19HCVHCV funding, utilization$750.00Travel Reimbursement for Routine Local TravelTravel expenses associated with the use of a personal vehicle, if a PHA vehicle is not available, to conduct routine housing authority business within the housing authority’s service area will be paid for at the IRS mileage rate. Examples of routine local travel include a property manager traveling to/from the agency’s properties, central office, bank, and courts. Routine local travel to conduct housing authority business do not require prior approval from the Executive Director or Board. The traveler will submit the Local Area Travel Reimbursement form.Travel Reimbursement for Same Day Trip Same day trips within our outside of the local area will be reimbursed for personal vehicle mileage at the IRS mileage rate. Meal expenses are generally excluded for travel within the local area. However, reimbursement for a meal, which is included as an integral part of an external meeting, may be reimbursed.For same day trips outside of the local area, expenses for breakfast may be considered for reimbursement if it is necessary to leave home before 6:30 a.m. and for the evening meal may be reimbursed if the time of return is after 7:30 pm. All same day trips within or outside of the area will require prior approval from the Executive Director or Board. The traveler will submit the Travel Authorization and Out of Area Travel Reimbursement forms.Travel Status for Out of Area TravelAn employee or Board member is on travel status while away on authorized PHA business. Travel status begins when the employee or Board member leaves the agency, their residence or other authorized location to go directly to their destination. Travel status ends when the employee or Board member returns to the PHA, their residence or other authorized location after completing the business.Travel Reimbursement for Out of Area TravelThe following travel expenses will be reimbursed for out of area travel. The guidelines, reimbursable rate, and documentation required for each type of travel expense is provided below. The traveler will submit the Travel Authorization and Out of Area Travel Reimbursement forms.Registration Fees. Registration fees for functions related to agency business shall be reimbursed for the actual cost. Registration fees should be paid in advance whenever possible. A receipt is required to be reimbursed.Cash Advances. In general, the PHA does not provide cash advances for meals or incidentals. Note - Cash advances for other items such as airfare, hotel, or rental car charges typically are not needed because the PHA can pay for these charges directly if requested by the traveler. The PHA may provide an exception if an employee indicates financial hardship.Requests for travel advances should be made on the Travel Authorization Form and Out of Area Travel Reimbursement Form.This request should be made two weeks before departure to allow time for check processing.Generally, such requests should be made only if anticipated personal expenses are expected to be over $50.00.Cash advances should be capped at the traveler’s estimated cost for per diem meals and incidental expenses.In general, any differences in what was spent and what was advanced must be reconciled and, if any overage exists, returned to the PHA. The employee’s travel reimbursement will be net of any cash advance. If the netting results in funds still due the PHA, the employee will provide a check made payable to the PHA at the time the travel reimbursement form is submitted.Air Transportation. The traveler will be reimbursed for the actual cost. An original receipt is required for reimbursement.The most direct flight should be booked taking into consideration travel time, expense, absence from the agency, and convenience.To optimize cost savings for the housing authority, where possible, the traveler should make flight reservations 14 to 21 days in advance of the flight.Travelers should book non-refundable coach/economy class unless it is more economical to book a refundable or open ticket. Bookings of other than a non-refundable flight must have the prior approval of the Executive Director or Board.If a medical condition necessitates upgraded travel, the traveler must obtain a physician’s order and obtain approval from the Executive Director or the Board prior to booking the flight.Insurance on flights should not be purchased.Personal upgrades. Personal miles or coupons can be used to upgrade from economy class, or the traveler may opt to pay personally for the price difference between economy class and the upgrade. A personal credit card will be provided at the time of booking to charge the difference in fare between coach and the upgrade. The calculation of the difference in airfares must be submitted to support the cost of fare difference and retained with the travel form.Rail Transportation. The traveler will be reimbursed for the actual cost. An original receipt is required for reimbursement.Standard class of rail is preferred. Business class and high speed, express business class rail, e.g., Acela, may be reserved for rail travel when more flexibility is necessary but only with the prior approval of the Executive Director or the Board and prior to booking the rail ticket.Ground Transportation. The traveler will be reimbursed for the actual cost of ground transportation. Ground transportation option includes PHA vehicle, car rental, taxis, and ride sharing service, and personal vehicle. Receipts are required for reimbursement for car rental, taxis, and ride sharing service.PHA Vehicle. When a PHA vehicle is available for travel, the company vehicle is to be used and the traveler will not be allowed to claim vehicle mileage. The employee or Board member must follow the PHA’s vehicle use policy.Car Rental. Car rentals are generally the most expensive mode of transportation and should be used when the nature of the trip is such that the use of local transportation (i.e., taxis or shared ride service) is not practical or would be more expensive. An original receipt is required for reimbursement.When a rental car is used, they should be shared to the maximum extent possible by employees traveling together on housing authority business.In general, an intermediate or smaller vehicle is within the travel policy, however, the size and type of the rental car should be appropriate for the number of people in the car and the road conditions on which it will be used. In-car navigation systems and electronic toll payment options for rental cards are considered reimbursable. Other convenience options (e.g., satellite radio), are considered non-reimbursable.Insurance should not be purchased from the rental agency and will not be reimbursed.All drivers must hold a valid driver’s license, or a car may not be rented.Taxis and Ride Sharing Service. Taxis should be used when other reasonable and less expensive forms of transportation are not readily available. In traveling away from home, overnight accommodations should to the extent practicable, be selected as to eliminate or minimize the need to use taxis or other local transportation. When taxis are used, they should be shared to the maximum extent possible by employees traveling together on housing authority business.Traveler will be reimbursed for the actual costs of travel associated with business travel such as transportation from home/office to airport and return, transportation to/from business place, and transportation to/from where meals are taken. A tip, if customary, not to exceed 15% is allowed. A receipt for the fare charged must be submitted with the expense report.Use of Personal Vehicle. Personal vehicles used for agency business will be reimbursed at the prevailing IRS rate per mile. Mileage should be fully documented as to date, starting location, ending location, person visited, the business purpose, and the business miles.Lodging. The traveler will be reimbursed for the actual cost. An original receipt is required for reimbursement.The traveler will be reimbursed for lodging based on the lower of the actual lodging cost incurred or the federal GSA per diem (excluding lodging taxes) for the travel destination.If a traveler is unable to find reasonable accommodations at the federal GSA per diem as evidenced by 3 hotel quotes, the Executive Director or the Board can approve a lodging rate greater than the federal per diem rate for the jurisdiction. Approval is required prior to the hotel/lodging accommodates being made.Lodging with the word “resort” or “casino” in the name can be booked only with the prior approval of the Executive Director or the Board.The housing authority will not reimburse a traveler where the lodging is with friends or relatives.Meals and Incidentals Expenses (M & IE). Per diem is to be paid that includes overnight lodging and is based on the federal GSA per diem that is provided to cover the cost of meals and tips. No receipt is required to be submitted to support M & IE.Meals are defined as expenses for breakfast, lunch, and dinner and related tips and taxes (specifically excluded are alcoholic beverages and entertainment expenses, and any expenses incurred for other persons).Incidental expenses are defined as fees and tips given to porters, baggage carriers, bellhops. Hotel maids, stewards, or stewardesses.Note: Travelers that are in travel status for more than 12 hours and more than 50 miles from home are eligible to receive per diem for meals and incidental expenses. A traveler on travel status for less than 12 hours, do not receive per diem for meals and incidental expenses. (Same as federal travel regulations).The per diem allowance for the traveler must be reduced by the appropriate meal allowance where business meals are provided.The per diem for the first and last day of travel is calculated at 75% of the daily per diem rate.Conferences/Conventions – Lodging and Meals. Sometimes an official conference designates a hotel(s) as its official lodging site that charges more than the federal per diem rate for the jurisdiction. In these situations, the traveler will be reimbursed at the conference room rate if the hotel is the official conference site or is a hotel(s) designated by the conference hosts as official lodging. The Executive Director or Board’s approval for the traveler to attend the conference provides approval for the exception to the lodging maximums.When the costs of meals are a part of the conference/convention registration fee, the traveler must deduct the corresponding amounts based on the GSA Meals and Incidental Expenses (M & IE) schedule that applies to the per diem rate for the jurisdiction. An exception is provided if an employee has a medical condition that requires a special dietary meal that cannot be accommodated by the conference / convention.Other Reimbursable Miscellaneous Expenses. The following are reimbursable expenses when traveling on housing authority business. Original receipts are required for reimbursement Checked Baggage. The first checked bag is permitted. Additional checked bag(s) require pre-approval on the Travel Authorization.Use of computers, printers, fax machines, and scanners, including internet connection fees when used for PHA business.Official PHA business telephone calls.Lodging taxes.Laundry or dry cleaning. Expense is permitted if business travel is for a period of 4 consecutive nights or longer. When travel meets this requirement, a traveler may claim up to $20 for the first 4 nights. For each additional night, a claim may be made up to $5 per night.Energy surcharges and lodging resort fees. Permitted when not optional for the traveler.Road, bridge, tunnel toll charges and parking fees.Gas for vehicle.Please note, the above expenses must be outlined in the traveler’s travel authorization and include estimated costs for each line item.Other Non-Reimbursable Miscellaneous Expenses. The following expenses will not be reimbursed when traveling on housing authority business.Alcoholic beverages Coat check Collision damage waiver insurance for motor vehicle rental Commuting expenses between an employee's residence and the PHAPersonal entertainment charges such as movies, spa/health clubs, sightseeing tours, etc.Keys locked in personal automobile Late check-out and room guaranteed charges Non-PHA related expenses Parking tickets or other traffic fines Personal automobile accident insurance Spouse/family travel expenseTobacco products Towing of a personal automobile that is being used for PHA business travel Travel insurance Leave Taken with Business TravelLeave or personal days taken before or after business travel must be requested in advance on the Travel Authorization form and is permitted only with the prior approval of the Executive Director or Board.Monday Returns. It is the housing authority’s policy that employees are required to return by the “first available flight” upon completion of duties, even if this entails travel during the weekend. If afterhours or weekend travel is necessary, refer to the PHA’s personnel policy for compensation for time used for official travel.Travel Authorization ProceduresBefore departure, the traveler must obtain authorization from the Executive Director or the Board for the travel by completing the Travel Authorization form. Approval of travel indicates that the requested travel is necessary and reasonable to meet the goals of the PHA and that funds are available in the respective approved budget. As part of the travel reimbursement process (see next section), the approved travel authorization form must be submitted to the finance office along with the completed out of area travel reimbursement form, when required.Travel Reimbursement ProceduresThe following provides the travel reimbursement procedure for local travel and out of town travel. The traveler must sign the travel reimbursement form attesting to the accuracy and completeness of the claim for travel reimbursement.Routine Local Travel Reimbursement Procedures. The traveler should submit travel reimbursement requests monthly using the Local Area – Routine Travel Reimbursement form. Reimbursement requests should be submitted by the 5th day of the month. Travel reimbursement checks will be issued to employees by the 20th of each month.Requests received after the 5th of each month will be processed the next month.All receipts must be submitted at the time the reimbursement requests are submitted. If receipts are missing, reimbursement to the traveler will be reduced by the missing receipts.Same Day Trip and Out of Town Travel Reimbursement Procedures. The traveler will submit the Same Day Trip / Out of Area Travel Reimbursement form along with the original, itemized receipts as required by the travel policy.The travel reimbursement form must be submitted within 7 days after completion of travel. If the traveler submits his/her travel reimbursement form for reimbursement more than 7 days after the completion of travel but feels he/she has a reasonable justification for the late submission, a detailed explanation must be submitted along with the travel reimbursement form and other required documentation.The travel reimbursement form will be submitted to the finance office to review and reconcile based on the attached receipts.If there are errors on the travel reimbursement form, the finance office will return the travel reimbursement form for correction and re-submission.Once the finance office is satisfied that the travel reimbursement form is correct with the appropriate documentation, a recommendation will be provided to the Executive Director or Board whether to approve the traveler’s travel reimbursement.Note: If the traveler does not have a required receipt, a duplicate original receipt must be obtained from the hotel or vendor. ................
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