HomeMy WebLinkAboutResolution 2018 (02) Resolution No. 2 (2018)
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, ��, UNTY RESOLUTION UPDATING PERSONNEL POLICY MANUAL
CREATING AND UPDATING SECTIONS ON TRAVEL TIME,
EXPENSE REIMBURSEMENT, TRAINING CONFERENCES
AND CONVENTIONS,AND MILEAGE REIMBURSEMENT
1 WHEREAS, on September 2, 2014 St. Croix County adopted the current version of the
2 St. Croix County Personnel Policies and Procedures Handbook; and
3
4 WHEREAS, the handbook was further amended in 2015-2017; and
5
6 WHEREAS, the Staff Advisory Committee and Department Heads have been provided
7 copies of the updated policies for review; and
8
9 WHEREAS, on December 20, 2017 the Administration Committee has reviewed the
10 amendments and recommends approval to the St. Croix County Board of Supervisors.
11
12 NOW, THEREFORE BE IT RESOLVED by the St. Croix County Board of
13 Supervisors that the St. Croix County Personnel Policies and Procedures Handbook is hereby
14 amended as follows:
15
16 Create Section 3.19 Travel Time -per attached.
17 Create Section 3.20 Expense Reimbursement -per attached.
18 Create Section 3.21 Training Conferences and Conventions -per attached.
19 Create Section 3.25 Mileage Reimbursement-per attached.
20
21 Delete Section 9.3 Travel and Expense Reimbursement
22 Delete Section 9.14 Conference, Convention and Training Policy
23
Legal—Fiscal—Administrative Approvals:
Legal Note:
Fiscal Impact: No fiscal impact.
coat Cox, Corpora oVourtsel 11 4/2017
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T t�)viert 1It et, �°utar1 ll ° 2017
F'°37ck "I"lr��a�p � ,C'xi�Qa�dy�Adminis(rator 121/14/20)17
12/20/17 Administration Committee RECOMMENDED
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RESULT: RECOMMENDED [4 TO 1]
MOVER: Tammy Moothedan, Supervisor
SECONDER: Scottie Ard, Supervisor
AYES: Roy Sjoberg, Tammy Moothedan, Scottie Ard, Shaela Leibfried
NAYS: Jill Ann Berke
Vote Confirmation.
Roy 'S',pob r� Adminis,t a6c)N1, C'11°lura'fi,e� 12/28/2017
a
SL Croix County Board of Supervisors Action:
Roll Call -Vote Requirement— Majority of Supervisors Present
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ..................
RESULT: ADOPTED [UNANIMOUS]
MOVER: Roy Sjoberg, Supervisor
SECONDER: Daniel Hansen, Supervisor
AYES: Matter, Babbitt, Coulter, Sjoberg, Long, Moothedan, Nelson, Berke, Larson,
Hansen, Ard, Brinkman, Peterson, Anderson, Achterhof, Leibfried, Peavey
ABSENT: Ryan S. Sicard, Dave Ostness
This Resolution was Adopted by the St. Croix County Board of Supervisors on January 4, 2018
Cindy Campbell, County Clerk
3.19 Travel Time
3.19.1 Policy.
Travel time for non-exempt (hourly) employees shall count as work-time if the travel is
required.
Travel time must also equate reasonably with distance by taking the most direct route.
3.19.2 Purpose.
To clarify working hours when traveling for a conference or other work related event.
3.19.3 Definitions.
Required Travel: Travel that is mandated and (or)pre-authorized by the employee's
supervisor.
3.19.4 Overtime.
If the travel time and hours worked during the work week exceeds forty (40), overtime
will be paid.
When foreseeable, overtime should be pre-approved by the employee's Supervisor.
3.20 Expense Reimbursement
3.20.1 Policy
Employees must adhere to the County's expense request reimbursement guidelines as found on
The Bridge under Expense Reimbursement.
3.20.2 Purpose
To identify eligible expenses for reimbursement, the amounts reimbursable, and the process to
submit reimbursement requests.
3.20.3 Meals
Meal expenses are paid on a flat per diem rate for any eligible meal not covered by the
conference or training event. To be eligible for breakfast, the employee must be out of St. Croix
County or have to leave home prior to 7:00 am. To be eligible for dinner, the employee must not
have returned to work or home or be within the County's border prior to 7:00 pm.
Meal expenses incurred while on County business outside of the St. Croix County border are
reimbursable at the following rates:
➢ Morning Meal: $8.00
➢ Noon Meal: $12.00
➢ Evening Meal: $20.00
Maximum Daily Per Diem: $40.00
*Taxability of meals for non-overnight stays are determined by IRS regulations.
3.20.4 Lodtin2
Hotel Rate: Maximum reimbursement rate will be in accordance with current federal per diem
rate for the city where the employee is staying, or the conference hotel rate.
3.20.5 Incidentals
Bar bills, alcoholic beverages or hotel room incidental charges are not reimbursable. Receipts
should be kept for miscellaneous expenses such as parking, registration, etc., and attached to the
travel voucher.
3.20.6 Damage of Personal Property
Damage to personal property must be beyond the control of the employee and sustained while
the employee is on the job performing proper duties to be reimbursable. Damages resulting from
accidents that could have been prevented by reasonable,prudent action is not reimbursable.
Claims for lost or stolen articles will not be considered. All requests will need to be reviewed and
approved by the Department Head.
3.20.7 Procedures
Expenses are itemized on a monthly travel/expense voucher provided by the Finance
Department. Employees working for specially-funded programs may have to complete additional
expense forms. Attach all documentation to the travel voucher.
Travel expenses must be submitted to the Finance Department or appropriate office within ninety
(90) days of completing the travel or they will not be paid. Receipts must accompany the request
for reimbursement.
Payments will not be made for expenses that are not receipted.
3.20.8 Definitions
Per diem: An allowance or payment made for each day.
3.21 Trainings, Conferences, and Conventions
3.21.1 Policy
Departments should identify training needs and conference/convention attendance for their
program area(s) and incorporate these anticipated costs into their annual budget.
Training programs must be approved by the Department Head and/or the Human Resources
Department in accordance with the guidelines outlined in this section.
3.21.2 Purpose
To provide instructions on the guidelines and the processes for attending trainings, conferences,
and conventions.
3.21.3 Procedures
3.21.3.1
Employees must identify if the training is mandatory, essential or preferred. Once this is
determined, employees will then need to receive approval for training from their supervisor or
Department Head in accordance with the department's established training request process.
3.21.3.2
Upon completion of mandatory training, an employee should provide a copy of any certificates
received to their supervisor. The supervisor will provide a copy to Human Resources for
placement in the employee's personnel file, if applicable.
3.21.3.3
Within ninety (90) days of completion of the training, employees should submit receipts and/or
documentation for allowable expenses following the County's expense reimbursement
procedures.
3.21.3.4
Departments planning for conferences, conventions, or training need to budget for all related
expense items —registration fees, travel (mileage) costs, lodging, meal expenses, and other
accompanying costs as approved by the Department Head.
3.21.4 Definitions
Mandatory Training: Training that is required to maintain program or individual licensure or
certification in the field in which the employee is presently employed by the County. This is also
training that may be necessary to accurately report data to funding sources or maintain or achieve
compliance with local, state, or federal policies, requirements and/or initiatives. (The County
does not assume responsibility for assuring that each employee's license or certification is
current and valid. However, departments may incorporate some of the necessary continuing
education requirements into their annual training plans and accompanying budgets)
Essential Training: Training that provides an employee with training to ensure the employee
can perform duties in accordance with generally accepted current or emerging standards or
practices in the field.
Preferred Training: Training that provides an employee professional growth and
development. It may also provide training that would enhance an employee's retention via
preparation for promotional opportunities within the County.
In-service Training: Training available as sessions that are required to meet present job
requirements, to maintain job performance at an acceptable level, or as a requirement for
continued licensing or certification. The County and/or a department or unit may sponsor such
training in-house for one or a number of employees. For example, the Health Center may
sponsor in-service training for all attendants on the topic of"patient restraints." The Highway
Department may sponsor in-service training on "CPR".
3.21.5 Allowable Expenses
When an employee is attending properly authorized training, a conference or convention,
allowable expenses include:
1)registration fees;
2)related materials costs;
3) travel expenses as established by the County Board and/or union contract (i.e. mileage, meals,
and lodging); and
4) the usual work day of pay, exempt employees may collect pay for the usual work time only.
Non-exempt employees attending a conference, convention, or training at the County's request
are paid for time spent at the activity (excluding meal time and personal time) and travel time to
and from the site. If the activity includes an overnight, the employee is not paid for time spent
before or after the actual conference.
When the training is done in-house, the Department Head is authorized to use appropriately
budgeted funds for training related expenses. This may include the employee's usual work day
and, in certain circumstances, mileage to the County training site.
3.21.6 Employee Notice
Employees should not construe this policy as an entitlement to training, conferences, or
conventions. No employee is guaranteed annual training or attendance at conferences and
conventions. An employee has sole responsibility for maintaining any license or certification that
is a requirement of the employee's job. In the event that appropriate training is not made
available through the County, the employee still maintains the responsibility for meeting
licensure or certification requirements. Loss of such license or certification may result in the
employee's termination from the County.
3.25 Mileage Reimbursement
3.25.1 Policy
Employees are reimbursed for reasonable mileage expenses incurred when conducting official
County business.
3.25.2 Purpose
To accurately calculate reimbursable mileage.
3.25.3 Definitions
HQ: Headquarters = Designated Primary Office/Work Location
3.25.4 Eligibility of Reimbursable Mileage
St. Croix County follows IRS regulations for determining eligibility of reimbursable
mileage. Specific departmental rules may require advance approval by the Department Head or
Supervisor of all employee business travel. A valid driver's license,proof of insurance, and a
vehicle available for transportation may be requirements of the position. All miles traveled with
a client are reimbursable.
LOCATION OF INITIAL B USINESS MILES NON-BUSINESS
DEPARTURE DESTINATION REIMBURSABLE
MILES(PERSONAL
MILES)
Home Assigned HQ None All miles between
home and the
assigned
headquarters are
personal miles.
Home Temporary Business miles Personal miles
Worksite would be the lesser would be the
of actual miles difference between
driven or the miles actual miles driven
between the and the business
assigned HQ and miles.
the temporary
worksite.
Assigned HQ Home None All miles between
home and the
assigned
headquarters are
personal miles.
Assigned HQ Temporary All miles are None - Incidental
Worksite business. side trips, within the
policies, are
allowed.
Temporary Home Business miles Personal miles
Worksite would be the lesser would be the
of actual miles difference between
driven or the miles actual miles driven
between the and the business
assigned HQ and miles.
the temporary
worksite.
Temporary Assigned HQ All miles are None - Incidental
Worksite business miles. side trips, within the
policies, are
allowed.
Temporary Temporary All miles are None - Incidental
Worksite Worksite business miles. side trips, within the
policies, are
allowed.
3.25.5 Usage of Fleet Vehicles
An employee shall use a fleet vehicle for all reimbursable miles unless a fleet vehicle is
unavailable or travel requires a stay greater than two nights. An employee shall utilize the
County rental car agreement for work related travel of more than two nights. Should the
employee choose to use his/her personal vehicle instead of a fleet vehicle or rental car; the
employee will be reimbursed at the turn down rate. If a fleet vehicle is not available, the County
will reimburse at the IRS rate.
3.25.6 Mileage Reimbursement Forms
Employees should check with their Department Head or their Supervisor to determine the
mileage reimbursement format to be used and the time frame in which you must report all
requests for reimbursement. No payment of reimbursement costs that are more than ninety (90)
days old are allowed. Any fines incurred by the employee while performing official County
business is the sole responsibility of the employee and may result in disciplinary action.