HomeMy WebLinkAbout2026 06 22 Regular 601 - Draft Elected Officals Travel PolicyREGULAR AGENDA ITEM 601
CITY COMMISSION AGENDA | JUNE 22, 2026 REGULAR MEETING
TITLE
Draft - Elected Officials Travel Policy
SUMMARY
At the April 13, 2026 commission meeting, it was requested City Staff create a draft
travel policy specifically for elected officials. Attached is a draft policy as well as the
applicable appendices that are referenced within the policy. Additionally, the revised
Elected Officials Credit Card Agreement.
FUNDING SOURCE
RECOMMENDATION
City Staff has provided draft travel policy document for discussion and direction to bring
back with potential edits and adoption at future meeting.
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City of Winter Springs
Elected Official Travel Expense Policy – DRAFT
I. STATEMENT OF POLICY
This policy establishes a consistent and standardized process for reimbursement and prepayment of
travel expenses incurred by City Commissioners and the Mayor while conducting authorized City
business. Reimbursements constitute a use of public funds, and elected officials are expected to exercise
good judgment in incurring and approving expenses. The City will reimburse reasonable, necessary, and
properly documented travel expenses that comply with this policy and related personnel policies.
Elected officials must substantiate all reimbursable expenses with original receipts and submit a detailed
record on the City Travel/Expense form.
II. FUNDING FOR COMMISSIONER TRAVEL EXPENSES
A. Each Commissioner’s/Mayor annual travel and training budgets will be established and approved
by the City Commission during the annual budget process. Each Commissioner’s expenditure for
travel and training is limited to the amount of those budgets.
B. Any Commissioner/Mayor may present a request to the City Commission for additional funding for
travel or training. Additional funding may only be granted by a majority vote of the City
Commission.
III. TRAVEL EXPENSE REIMBURSEMENT AND ADVANCES
A. Reimbursement. Travel expenses incurred by a City Commissioner will be reimbursed pursuant to
Section 39.2 of the City's Personnel Policy and Sections III.C and III.D of this policy. Reimbursement
must be coordinated through the City Clerk's Department.
B. City-Issued Credit Card. Travel expenses charged to a City-issued credit card must be consistent
with allowable expenses under Section 39.2 of the Personnel Policy and Sections III.C and III.D of
this policy. Cardholder responsibilities are set forth in Section 9 of Resolution 2023-20, except as
modified by Section 9.6. Receipts must be submitted to the City Clerk's Department for processing
through the City's credit card portal. Pre-authorization of any individual expense exceeding 250
dollars must follow the procedures in Sections II.A and II.B of this policy.
C. Lodging. The City will cover the cost of hotel accommodations at the standard room rate,
government room rate, or conference attendee rate, whichever is less. Upgrades to
accommodations are not covered and must be paid for directly by the elected official.
D. Meals, Incidental, and Allowable Expenses. For trips requiring an overnight stay or all-day
meetings/conferences, the allowable cost of meals at a hotel, restaurant, cafeteria, cafe or deli
consumed by the elected official while on required business travel will be reimbursed when
documented by appropriate receipts. The cost includes non-alcoholic beverages, taxes, and tips.
Meals for spouses or guests must be paid for by the elected official and are not eligible for
reimbursement. Alcoholic beverages are not allowable expenses and will not be reimbursed under
this policy, whether purchased with meals, from a minibar, or separately. Any alcohol charge
included on a receipt must be deducted before submitting for reimbursement.
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IV. USE OF VEHICLES
A. City-Owned Vehicles. City Commissioners may use City-owned vehicles, if available and approved
by the City Manager, for authorized City business outside the city limits.
B. Private Vehicles. City Commissioners will be reimbursed in accordance with Section 39.2 of the
City Personnel Policy when using their private vehicles for authorized City business outside the
city limits.
V. INTERPRETATION OF POLICY
The intent of this policy is to provide guidelines for covering reasonable and necessary costs associated
with elected officials attending conferences and meetings for the benefit of the City of Winter Springs. In
interpreting and applying this policy, fiscal prudence and the most cost-effective use of public funds shall
prevail, recognizing that it is not possible to anticipate every unique situation that may arise.
APPENDIX A – City Personnel Policy Section 39
APPENDIX B – Resolution 2023-20 Section 9
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SECTION 39
SUBJECT: TRAVEL POLICY
City of Winter Springs Page 71
39.1 Travel Policy
Each City officer and employee who wishes to travel to a convention,
conference, meeting, or to otherwise conduct bona fide City business outside
the City must submit a written request and approved prior to travel
commencing.
39.2 Travel Expenses
Provided the City Manager approves the request, the City will reimburse travel
expenses as outlined in the following paragraphs.
1. Transportation by common carrier is reimbursable when substantiated
by a receipt therefore, or on an advanced basis provided it is approved by
the City Manager. All such travel shall be the most economical class
available and employees whose travel plans have been approved are
responsible for making their own travel arrangements.
2. Transportation by privately owned vehicles, including an automobile
allowance in lieu of use of City vehicles, must be authorized by the City
Manager. A mileage allowance will be provided for privately owned
vehicles at the rate equal to the current State Statute allowance for
business travel.
3. The following other incidental travel related expenses may be
reimbursed provided they are substantiated by a receipt.
Taxi fare;
Ferry fares, bridge, turnpike, and other tolls;
Storage and parking fees; and
Communication expenses.
4. Meals are compensated by an allowance in accordance with the current
Florida State Statute (Ch. 112.016). Note: The City will not reimburse the
cost of alcoholic beverages.
5. Actual expenses for lodging at a single occupancy rate, to be
substantiated by paid bills.
If deemed appropriate, the City Manager may adjust payment amounts to
compensation for special conditions.
39.3 Travel Advances
The City Manager may make or authorize advances to cover anticipated
travel. If the amount of the advance is more than the amount actually
spent, the City officer or employee shall return the difference to the City. If
the advance is less than actually spent, the City will reimburse the
difference to the employee.
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SECTION 39
SUBJECT: TRAVEL POLICY
City of Winter Springs Page 72
39.4 Reimbursement Procedures
When travel is completed, employees should submit completed travel
expense reports within seven (7) days or risk forfeiting reimbursement.
Reports should be accompanied by receipts for all individual expenses when
required. Employees shall contact their Department Head for guidance and
assistance on procedures related to travel arrangements, expense reports,
reimbursement for specific expenses, or any other business travel issues.
39.5 Accidents While Traveling
Employees who are involved in an accident while traveling on business
must promptly report the incident to their immediate Department Head.
39.6 Abuse
Abuse of this travel policy, including falsifying expense reports to reflect
costs not incurred by the employee, can be grounds for disciplinary action,
up to and including termination of employment.
Please see AI2015-02 in the Appendix for further clarification
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CITY OF WINTER SPRINGS, FLORIDA
FINANCE & ADMINISTRATIVE SERVICES
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708
T: (407) 327-1800 | F: (407) 324-4753
www.winterspringsfl.org
Employee Name:___________________________
Department: City Commission
I am receiving a City of Winter Springs corporate credit card.
I understand and agree that as a card holder:
I bear ultimate responsibility for the card.
I will not use the City credit card for personal expenses and will use it only for official
business on behalf of the City. No alcohol is allowed to be purchased with the credit card.
If a purchase is found by the City Finance Department to be unauthorized, the cardholder
must immediately reimburse the City in full for the purchase.
I will ensure the applicable budget is available and the expense has been approved during
the budgeting process.
I am the only person whose name appears on the city-issued credit card and I am the only
one authorized to use the credit card.
I shall keep the credit card in a secure location.
I shall review each credit card transaction with the City Clerk’s Department.
If I dispute any purchases indicated on the statement, I shall immediately notify the City
Finance Department of the dispute.
I shall collect and save all receipts of purchases made with the credit card and turn them
into the City Clerk Department no later than five (5) business days from the last business
day of a month.
If the City credit card is lost or stolen, I will report it immediately to the Financial Institution
and to the City’s Finance Department.
If I resign or my term ends from the City, I will return the card with any outstanding receipts
of all expenditures prior to departure.
Sales tax should not be added to purchases made with city-issued credit cards. Cardholder
should provide vendor a copy of the city’s sales tax exemption certificate to ensure City’s
sales tax exemption is applied.
Continued or repeated non-conformance to this policy may result in cancellation of the card and such other actions as
appropriate. If the card expenditures are not reconciled and submitted within a month of the statement date or a plausible
explanation has not been received by Accounting/Finance Department, the City credit card may be cancelled.
Signature of cardholder Date
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