Agenda Cover Memorandum for 02/ - City of West Palm Beach

Effective Date Chapter 5
May 05, 2003 General
Policy 5-1
AUTHORITY
TRAVEL POLICY
This administrative policy is made pursuant to City Charter, Section 3.01(12) and is in keeping
with the provisions of Florida Statutes Section 112.061, as modified by City ordinance.
POLICY STATEMENT
Travel must be for a public purpose and authorized in advance. Transportation for higher
education is not a public purpose under this policy.
PURPOSE
The purpose is to provide a method for travel authorization and to set forth criteria and
guidelines for travel and related expense reimbursement.
SCOPE OF APPLICABILITY
This policy applies to all travelers including elected officials, employees, or others approved by
the Mayor. Where provisions of this policy conflict with a collective bargaining agreement, the
collective bargaining agreement will prevail.
DEFINITIONS
A. Common Carrier - Train, bus, commercial airline operating scheduled flights, or rental
cars.
B. Immediate Vicinity – An area within 20 miles from the official headquarters to the
destination.
C. Official Headquarters – City Hall or another City location where the employee reports
to work on a normal workday.
D. Travel - Authorized official business away from the immediate vicinity.
E. Travel Expense – Lodging, meals, transportation, gas purchased when using City car,
mileage when using a personal vehicle, tolls, parking fees and other incidental expenses
incurred when traveling.
SECTION I - AUTHORITY TO INCUR TRAVEL EXPENSES
All travel, except by the Mayor, a City Commissioner or the City Administrator, must be
authorized in advance by the appropriate department director or designee. All travel by
department directors must be approved by the City Administrator or an Assistant City
1