HomeMy WebLinkAbout108.005 - Travel Reimbursement
ADMINISTRATIVE MANUAL
PAYROLL AND FINANCE
108.005 TRAVEL REIMBURSEMENT
EFFECTIVE: OCTOBER 2019
Current Revision Date: 12/17/19 Next Revision Date: 12/17/22
Author’s Name/Rank:
Lawrence French,
Administrative Battalion Chief Review Level: 1
Administrative Support:
Sherrie L. Badertscher,
Management Analyst II
Section 108.005
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PURPOSE
This policy sets parameters for determining compensation to members who attend
department required training, and/or business outside the Fresno Fire Department
(FFD or Department) jurisdiction.
APPLICATION
This policy applies to any member who travels to attend Department approved
training, or other approved business.
The Department retains the right to arrange travel.
This policy does not apply to members assigned to mutual aid responses.
OPERATIONAL POLICY
The Department will provide special assignment (SA) for regular duty hours. If the
detail requires an overnight stay, the employee is to be placed on SA and is not
required to return to their duty station until the assignment is completed. Overtime
(OT) will be paid for actual work hours involving Department business that extend
beyond regular duty hours. Compensation is not portal to portal. Members shall not
sign up for field OT/SR shifts if the OT/SR shift overlaps with an out of town travel
arrangement.
Prior to departure for Department business, members will have their staffing
calendar updated to reflect appropriate SA, and/or OT work codes for compensation
for their attendance.
Members traveling on their off duty day will be paid overtime . On-duty members will
be provided a reasonable amount of time for travel.
Section 108.005
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Air travel is compensable when applicable. Air travel includes up to two hours pre -
departure at the airport as well as time spent at the airport caused by delays until the
flight is cancelled. Compensation for travel time will continue for time spent at the
airport awaiting the next scheduled flight. Travel time does not include free time
spent in a hotel or other non-business location following a flight cancellation.
Members choosing to wait for a “Stand -by” seat assignment on a different flight will
not be compensated for the optional wait time.
Members attending to Department business, applicable to this policy, will complete
appropriate compensation documentation (Form 57 Travel Reimbursements).
While on SA, or OT, member’s behavior and conduct shall not bring reproach or
discredit to the City of Fresno (City), the Department, or its members.
OPERATIONAL GUIDELINE
If members are assigned to work during the period of time they are needed out of
jurisdiction for Department business, they are to be placed on SA.
If attendance is within 50 miles from City Hall, the member is to return to duty (if
assigned to a 56 hour week) as long as their return is before 2200 hours.
Consistent with Office of Emergency Services (OES) practice and concern for
fatigue, it is desirable for employees to complete their travel by 2200 hours.
Travel times and distances used in the application of this policy should be based off
of Google Maps, or similar mapping applications.
Multiple personnel attending the same training/conference should carpool whenever
practical or reasonable.
PROCESS
The administrator tasked with supervision of the out of town training
ensures the appropriate Administrative Manual, Section 106.039, Shift
Replacement Overtime Report, Form FD-22 documents are completed
and Crewsense is updated to accurately reflect SA hours and overtime
to be paid to the member.
Crewsense is populated with the overtime work code “OT”, for
compensable hours of class/Department business. Special
assignment work code “SA”, accounts for any regular-duty in need of
coverage.
Section 108.005
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In order to most efficiently fill vacancies created by training classes,
administrators are encouraged to enter special assignments as early
as possible.
INFORMATION
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DEFINITIONS
1. Portal to portal: Time of initial dispatch from home base to the time of
return to home base.
2. Special Assignment: W ork detail which is not typical of regular duty
assignment or station, which may result in a staffing vacancy.
3. Flight cancellation: An instance where the airline does not operate the
flight at all until a later calendar date.
CROSS-REFERENCES
Administrative Manual
Section 106.039, Shift Replacement Overtime Report, FD-22
City of Fresno Forms Management, Form 57 Travel Reimbursements