Contracted Services Agreement - Greater Dubuque Development Corp Copyrighted
September 8, 2020
City of Dubuque Consent Items # 14.
City Council Meeting
ITEM TITLE: Contracted Services Agreement- Greater Dubuque Development Corp.
SUM MARY: City Manager recommending approval of the Contracted Services
Agreement with the Greater Dubuque Development Corporation for the
City's financial support for Fiscal Year 2021.
SUGGESTED Suggested Disposition: Receive and File;Approve
DISPOSITION:
ATTACHMENTS:
Description Type
Contracted Services Agreement- Greater Dubuque City Manager Memo
Development Corporation-MVM Memo
Staff Memo Staff Memo
Cover Letter Supporting Documentation
Contracted Services Agreement Supporting Documentation
Dubuque
THE CITY OF �
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Contracted Services Agreement - Greater Dubuque Development
Corporation
DATE: September 2, 2020
Economic Development Director Jill Connors recommends City Council approval of the
Contracted Services Agreement with the Greater Dubuque Development Corporation
for the City's financial support for Fiscal Year 2021.
During the Fiscal Year 2021 budget process, the Mayor and City Council provided
$713,748 for the Contracted Services Agreement with the Greater Dubuque
Development Corporation including $95,613 for economic development services,
$35,000 to be used to assist in funding for Dubuque area retail expansion services (this
previously was a partnership with Dubuque Initiatives, however FY 2010 was the last
year of their participation),$185,000 for Greater Dubuque: 2022 Campaign, $100,000 for
Dubuque Works, $125,000 for Workforce Solutions Initiative, $100,000 for Director of
Sustainable Innovation, $25,000 for True North, $8,135 to provide the City unlimited job
postings to AccessDubuqueJobs.com, and $40,000 for marketing commercial and
industrial parks owned by the City.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Jill M. Connors, Economic Development Director
Dubuque Economic Development
Department
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TO: Michael C. Van Milligen, City Manager
FROM: Jill M. Connors, Economic Development Director
SUBJECT: Contracted Services Agreement— Greater Dubuque Development
Corporation
DATE: September 1, 2020
INTRODUCTION
Attached for City Council approval is the Contracted Services Agreement with the
Greater Dubuque Development Corporation for the City's financial support during Fiscal
Year 2021. Greater Dubuque Development Corporation furthers the City of Dubuque
Goal of Robust Local Economy: Diverse Businesses and Jobs with Economic
Prosperity.
BACKGROUND
During the Fiscal Year 2021 budget process, the Mayor and City Council provided
$713,748 for the Contracted Services Agreement with the Greater Dubuque
Development Corporation including $95,613 for economic development services,
$35,000 to be used to assist in funding for Dubuque area retail expansion services (this
previously was a partnership with Dubuque Initiatives, however FY 2010 was the last
year of their participation),$185,000 for Greater Dubuque: 2022 Campaign, $100,000 for
Dubuque Works, $125,000 for Workforce Solutions Initiative, $100,000 for Director of
Sustainable Innovation, $25,000 for True North, $8,135 to provide the City unlimited job
postings to AccessDubuqueJobs.com, and $40,000 for marketing commercial and
industrial parks owned by the City.
The reporting requirements are as follows:
1. Progress reports will be submitted quarterly.
2. Quarterly reports will be submitted using a form on the City's website.
3. Quarterly reports will include equity and inclusion reporting.
4. Audit reports are due within 60 days of audit completion.
RECOMMENDATION/ ACTION STEP
It is my recommendation that the City Council approves the attached Contracted
Services Agreement with the Greater Dubuque Development Corporation and
authorizes the Mayor to execute the contract on behalf of the City.
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To our trusted partner,
Thank you for your continued efforts to partner with the City of Dubuque to create a more
resilient, equitable, and sustainable community. It is clear that now more than ever, strong
partnerships and your hard work are critical to meet the complex needs of residents and
businesses.
Enclosed you will find your fiscal year 2021 contract with the City of Dubuque. You will notice
that contract language has been amended in comparison to prior years. The purpose of this
letter is to draw your attention to these language changes and offer technical support to help in
meeting the City's expectations.
First, the full financial impact of COVID-19 on local governments continues to be uncertain.
Consequently, though funding allocations for these contracts have been approved by the City
Council as part of the FY21 budget, expenditures will be dependent on revenues received. For
most contracts, this means that we have added language indicating that, rather than making
one annual payment as we have in the past, we will be making quarterly payments after
ensuring that our incoming revenue is adequate to support our commitments.
Second, we have made our expectations regarding advancing racial equity more explicit. For
the past few years we have included language in our contracts requiring your general support in
advancing equity. We have offered an annual four-day training through the Human Rights
Department, training opportunities in partnership with Inclusive Dubuque, and technical
assistance through the Human Rights Department. We have also instituted a reporting system
that allows you to identify the equity impact you are striving to achieve through your work.
This year, we have added contract language that requires evaluation and reporting on the racial
equity impact of your work in the form of performance measures that contribute towards one
of several community equity indicators. The remainder of this letter addresses considerations
related to these requirements.
The City Council's annual goal setting session this year came on the heels of two Black Lives
Matter: Diversity, Equity, and Inclusion work sessions. The final goals and priorities include
several items where Council specifically addressed racial equity as part of their discussion. In
the upcoming year, departments will meet with Black Lives Matter partners to develop
department-specific equity plans that lead with race to make policy, program and funding
decisions and identify which disaggregated community and program-level outcomes they will
use to measure progress.
In alignment with the Council's emphasis on racial equity, we are explicitly requiring reporting
of your performance measures and, at a minimum, disaggregation of those performance
measures by race. These performance measures should be in line with the City Council goal
you most align with (for example, Robust Local Community, Sustainable Environment, etc. The
full list can be found here: https://www.cityofdubuque.or�/72/Goals-Priorities).
The expectation is that you will work with Jill Connors, Economic Development Director, to
clarify the community equity indicator you are seeking to contribute towards, and to identify
how you will measure the impact of your programs and activities towards moving the needle on
that indicator. Jill Connors, Economic Development Director, will be asking you to have the
indicator and performance measures identified by the time that the first quarterly payment is
due in October so that contracts can be amended to include that information. You will be
required to report program-level data that shows how you are contributing to this indicator.
This data must be disaggregated by, at a minimum, race. You may also choose to disaggregate
the data by other demographics that are important to your work. The information you report
will be used in determining how we can partner to make progress in our community. It will also
be used to prioritize next year's funding allocations.
We also want to let you know that later this year, the City Council will receive a final Equitable
Poverty Prevention Plan. We will share the results of that plan with you, and the
recommendations in it will also be incorporated into next year's funding agreements.
If you and Jill Connors, Economic Development Director, need additional technical assistance in
this process, please reach out to Kelly Larson, Human Rights Director. Kelly is available to meet
individually to provide technical assistance around advancing racial equity generally, using a
racial equity toolkit, engaging community members most impacted, and/or developing
performance measures. As a starting point, we are enclosing the City's Racial Equity Quick Lens
Sheet, an economic vulnerability matrix that City staff used to assess the impact of budget cuts,
and a set of hypothetical examples applying an equity analysis. These can all be the subject of
further conversation and adaptation to your organization's particular circumstances.
Please know that we value your partnership and appreciate the work you do for the betterment
of our community! We will keep you apprised of any changes as we learn more.
Sincerely,
Jill M. Connors Kelly Larson
Economic Development Director Human Rights Director
AGREEMENT
BETWEEN
THE CITY OF DUBUQUE, IOWA
AND
GREATER DUBUQUE DEVELOPMENT CORPORATION
THIS AGREEMENT, dated for reference purposes the 1st day of July, 2020, is made
and entered into by and between the City of Dubuque, Iowa (City) and the Greater Dubuque
Development Corporation (Corporation), a nonprofit corporation, for economic development
services.
WHEREAS, Corporation has retained professional staff for the formulation and
implementation of programs for the enhancement of economic conditions and employment
generating opportunities in the City of Dubuque and its environs;
WHEREAS, the County of Dubuque, Iowa, and private contributors have allocated funds or
ether resources for the support of Corporation; and
WHEREAS, Corporation represents itself as technically and professionally qualified to
provide economic development services.
NOW THEREFORE, the parties hereto agree as follows:
1. Scope of Services
It is an expressed purpose of City to maintain an economically viable community by
encouraging private sector development, which produces jobs and expands the local tax
base. City seeks the assistance of Corporation in being part of a program of coordinated
economic development activities which will assure: (a) that local firms having potential to
expand shall have sites and other resources available to facilitate such expansion; (b) that
other resources shall be developed to aid in the recruitment of business and industry,
especially those that offer employment opportunities; and that such other activities as may
stimulate private sector employment expansion shall be undertaken.
Corporation shall:
a) further the City of Dubuque Goal of Robust Local Economy: Diverse Businesses and
Jobs with Economic Prosperity;
b) Commence work upon execution of this Agreement by both parties, and fully
perform the services described in the Scope of the Work in Exhibit A and comply
with City Council goals and priorities set forth in Exhibit B.
c) support the City's efforts to be a viable, livable, and equitable community, and to
advance equity and inclusion.
2. City Responsibilities. City designates the Economic Development Director, to act as its
representative with respect to the work to be performed under this Agreement, and such
person shall have authority to transmit instructions, receive information, interpret and
define City's policies and provide decisions in a timely manner pertinent to the work
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covered by this Agreement until Corporation has been advised in writing by City that such
authority has been revoked.
In the event that any reports, records and maps are existing and available and are useful
to carry out the work on the Scope of the Work, City shall promptly furnish such material
to Corporation.
The City will provide opportunities to demonstrate this support by inviting the Executive
Director of the Agency and any employees working on services covered by this
agreement to participate in the following professional development opportunities and
supporting activities:
a) The opportunity to be active and engaged participants in Inclusive Dubuque
peer learning opportunities and strategic efforts, as described in Exhibit C;
b) The opportunity to attend intercultural and equity workshops offered by the
City, including workshops that focus on developing an intercultural team
with a strategic plan for advancing equity and inclusion within the Agency
and through the Agency's work;
c) Assistance in creating semi-annual status reports that demonstrate the
ways in which the Agency's efforts are advancing equity and inclusion; and
d) Access to the City's equity toolkit.
3. Time of Performance. This Agreement shall be from July 1, 2020 through June 30, 2021.
4. Compensation. City shall pay Corporation for Fiscal Year 2021 an amount not to exceed
$713,748 as compensation for the services provided by Corporation (described in Appendix
A), which payment shall constitute complete compensation for all services to be rendered,
as follows:
The compensation shall be paid by City to Agency on a quarterly basis, within ten (10) days
after receipt by City of a requisition of quarterly sum from Agency.
City endeavors to provide funding to Agency to assist in accomplishit Ig Agency's SGopd of
service outlined in this Agreement. Due to the uncertainty created within the City budget as
a result of COVID-19, the City will confirm funding availability based on regular reviews of
revenues before issuing payment(s) to organizations for all agreements of $3,000 or
greater. For agreements of $3,000 or greater, the City will review the availability of funding
quarterly to determine the possibility of payment to Agency and intends to commit to the full
amount covered by this agreement for fiscal year 2021 should the revenue be available to
do so.
a) General Economic Development Services ($95,613)
b) Dubuque Area Retail Expansion ($35,000).
c) Greater Dubuque: 2022 Campaign ($185,000), which payment shall constitute the
fourth of five annual payments for the Greater Dubuque: 2022 Campaign.
d) Dubuque Works ($100,000).
e) Workforce Solutions Initiative ($125,000).
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f) Director of Sustainable Innovation position ($100,000) which shall support the
Smarter Sustainable Dubuque Initiative,
g) Dubuque's True North ($25,000).
h) www.AccessDubuqueJobs.com ($8,135)
i) The Dubuque Area Economic Development Promotion, Marketing and Recruitment
compensation ($40,000) shall be paid as follows: City agrees to reimburse
Corporation for expenses incurred by Corporation, either directly or indirectly,
related to sales and marketing of City -owned commercial and industrial property.
Expenses eligible for reimbursement include, but are not limited to; design and
production of marketing materials, distribution of marketing materials, sales and
marketing consultant services, client contacts and training and staff development
related to marketing and sales. Travel expenses will be reimbursed in accordance
with City's travel policy attached hereto as Exhibit E. Corporation shall provide
invoices to the City Economic Development Department, which includes
documentation of the expenses incurred and a short description of the specific
services provided through the invoiced expenditures. City shall provide
reimbursement of qualified expenditures within 30 days of receipt of invoice.
5. Audit and Evaluation. Inasmuch as the funds are provided to Corporation by City, and are
subject to audit and performance evaluation to ensure that activities and the expenditures
are carried out according to requirements of the Agreement, Corporation shall maintain
books of account conforming to Generally Accepted Accounting Standards, together with
necessary documentation to support all expenditures. The records of Corporation,
including payroll accounts and other records of disbursements and receipts, and other
records relating to the performance of the activities herein specified, including records of
contracts and solicitations of businesses and industries which may otherwise be subject to
rules of confidentiality, shall be made available for inspection by City or any Certified Public
Acrni Intact acting on its behalf, in ogler to ascertain performance of Corporation der this
v,..� �y ., order w ascertain i performance � s iai we of Corporation gllVl I under LI IIJ
Agreement. Corporation agrees to retain such records for not less than three (3) years.
5. Reporting and Monitoring. Corporation shall provide City quarterly reports at a regularly
scheduled City Council meeting detailing its activities beginning with the quarter ending
September 30, 2019.
Corporation shall comply with the City of Dubuque's Reporting and Monitoring
requirements by using the following link to submit quarterly online reports detailing
Corporation activities related to the use of City funds provided to Corporation:
https://www.cityofdubuq ue.org/FormCenter/City-Form-Templates-22/Contract-and-
Grant-Reporting-195
In alignment with the City Council's priority of racial equity, Agency must demonstrate
how their efforts advance equity and inclusion. This should include program -level data
disaggregated, at a minimum, by race, and also by any other demographic the Agency
has prioritized. Agency should also identify community -level outcomes in which they
are actively working to advance the racial disparity.
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The online quarterly reports shall be due on October 15th, January 15th, April 15th, and
July 15th. Such reports shall include a performance report on the program(s) supported
by City funds and a financial report on the use of City funds.
If Corporation has an annual audit performed, Corporation shall provide City a copy of
the annual audit report within 60 days of audit completion. The Audit shall be submitted
as either an electronic or paper document to the Economic Development Director.
In addition, Corporation shall provide to City a copy of any studies, documents, or
reports which may be produced under the activities described in Appendix A, which may
be evidence of work performed and which do not otherwise violate the confidentiality of
any business or industry contacts that may be developed during the course of this
Agreement.
Corporation and City agree that the coordination of efforts, particularly at the staff level,
is essential to the success of the scope of activities noted above. Therefore, the City
Manager and such other of the City Manager's staff may direct to meet with the
Corporation's Executive Director or other Corporation representatives at least once
each month to review progress under each of the activities noted above.
6. Discrimination. In carrying out the services under this Agreement, Agency shall not
discriminate against any employee or applicant for employment because of race, creed,
color, sex, age, national origin, religion, sexual orientation, gender identity, or disability.
Agency shall take affirmative action to ensure that applicants for employment are employed
and that employees are treated during employment without regard to race, creed, color,
sex, age, national origin, religion, sexual orientation, gender identity, or disability. Such
action shall include, but not be limited to, the following: employment, upgrading, demotion
or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other
forms of compensation; and selection for training, including apprenticeship. Agency
assures that all qualified applicants will receive consideration for employment without
regard to race, creed, color, sex, age, national origin, religion, sexual orientation, gender
identity or disability.
Agency agrees and will undertake whatever affirmative measures are necessary so that no
person shall be excluded from participation in, be denied the benefits of, nor be subjected
to discrimination under any program or activities funded in whole or in part with any of the
funds made available to Agency under the terms of this Agreement because of race, color,
creed, religion, sex, national origin, age, sexual orientation, gender identity or disability.
7. Interest of Member, Officers or Employees of the City of Dubuque, Members of the
Dubuque City Council, or Other Public Officials. No member, officer or employee of City, or
their designees or agents, no member of the Dubuque City Council and no other public
official of City who exercises any function or responsibilities with respect to the program
during his such person's tenure, or one year thereafter, shall have any financial interest,
direct or indirect, in this Agreement or the proceeds thereof, for work to be performed in
connection with the program assisted under this Agreement.
8. Termination of Agreement. If, through any cause, Corporation shall fail to fulfill in a timely
and proper manner its obligations under this Agreement, or if the Corporation shall violate
any of the covenants, agreements or stipulations of this Agreement, City shall thereupon
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have the right to terminate this Agreement by giving written notice to Corporation of such
and specifying the effective date thereof not less than thirty days before the effective date
of such termination. If Corporation shall fail to cure its default to the satisfaction of City in
City's sole discretion within such thirty -day period, this Agreement shall be deemed
terminated at the end of such thirty day period without further action of either party.
Upon termination of this Agreement, Corporation shall return to City all unexpended funds
and/or any funds utilized for purposes other than stated in the Agreement.
9. Assignability. Corporation shall not assign any interest in this Agreement without the prior
written permission of City.
10. Insurance. At the time of execution of this Agreement by Corporation, Corporation shall
provide City copies of Corporation's insurance certificates showing compliance with the
insurance requirements of Insurance Schedule D, included as Exhibit B.
WITNESS:
Kevin'Firnstah'I,City clerk
CITY OF DUBUQUE, IOWA
Roy D. B
Mayor
GREATER DUBUQUE DEVELOPMENT
CORPORATION
Rick Dickinson, Executive Director
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EXHIBIT A
SCOPE OF WORK
GENERAL ECONOMIC DEVELOPMENT SERVICES
Corporation Responsibilities
Corporation shall respond to inquiries from the public and provide general information
regarding available commercial and industrial development. It shall prepare a monthly
newsletter for general circulation. In collaboration with the Corporation shall assemble
and publish an annual Dubuque Area Industrial Directory which will be web-based.
City Responsibilities
City shall provide the Corporation with current information on City financial assistance
programs, and proposed terms, and on other matters relating to City's policies and
capacity to support business development. City will collaborate with Corporation staff on
response to business inquiries and related matters. City shall be fully responsible for
establishing and negotiating all terms and conditions for City economic development
programs in collaboration with Corporation
2. DUBUQUE AREA RETAIL EXPANSION
Corporation Responsibilities
The Corporation will direct the process of identifying, expanding and attracting retail
opportunities for the Greater Dubuque area. The Corporation's responsibilities include:
implementing and maintaining a database of retail decision-makers in targeted
businesses; locating and/or employing tools to retrieve demographic and household data
for the Greater Dubuque area; meeting with local realtors and developers to build and
maintain a listing of local property available for development; developing custom
proposals that include data that positively reflects the Greater Dubuque area's retail
potential; coordination of ineetings with local officials and facilitate site visits; and tracking
the status of all leads and projects for report to the Board of Directors and the City of
Dubuque.
3. GREATER DUBUQUE: 2022 CAMPAIGN
Corporation Responsibilities
The Corporation will secure the financial resources necessary to fund an organization and
activities that will achieve measurable outcomes regarding workforce, population, wages,
and commercial construction within a five-year period. The Corporation's responsibilities
include: build-on proven ability to be the "go to" resource for private sector businesses;
serve as the liaison between existing employers and public officials to resolve any barriers to
growth and/or the creation of jobs; conduct over 300 I nfoAction interviews per year with
regional employers and maintain a confidential data base to work with individual companies
to track business trends and intelligence; facilitate and assist private-sector employers with
converting principles of sustainability into decisions that improve the bottom line and create
possible deal flow; continue partnership with the Telegraph Herald and Woodward
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Communications in the promotion of AccessDubuqueJobs.com, continue to grow
partnerships at all regional institutions of higher learning, act as an advocate for both K-12
and higher education, which is critical for economic success; continue to spearhead the
nationally-recognized Dubuque Works program, which eliminates duplication and enhances
the perFormance of regional workforce partners and programs; expand Distinctively
Dubuque as a powerful tool for newcomers to experience Dubuque; over 100 new
employees and top recruits (per year) will be welcomed to our area; expand welcoming
program to serve all area employers by providing concierge services to company recruits
and newcomers; identify and recruit emerging industries with the highest growth potential;
enhance national marketing and public relations through the implementation of newly
enhanced website and social media opportunities; and remember that technology is no
substitute for shoe leather and personal contact.
4. DUBUQUE WORKS
Corporation Responsibilities
The Corporation will secure the financial resources necessary to develop, manage and sell a
model workforce program, leverage key competencies to promote and market one unified
workforce initiative, and lead and support efforts to attract and retain a high qualified
workforce.
5. WORKFORCE SOLUTIONS INITIATIVE
Corporation Responsibilities
The Corporation will hire a staff person who shall be dedicated exclusively to assist with
workforce development and such other activities as may be required by area businesses.
6. SMARTER SUSTAINABLE DUBUQUE
Corporation Responsibilities
The Corporation will hire a Director of Sustainable Innovation who shall be dedicated
exclusively to assist with Smarter Sustainable Dubuque.
7. AccessDubuqueJobs.com
Corporation Responsibilities
The Corporation will provide City unlimited job postings to www.AccessDubuqueJobs.com.
8. DUBUQUE AREA ECONOMIC DEVELOPMENT PROMOTION, MARKETING AND
RECRUITMENT
Corporation Responsibilities
Corporation will provide sales and marketing of commercial and industrial properties
owned by City. Services will be provided on a best effort basis, with no specific
requirements for markets reached, sales leads, or sales closed. Corporation will prepare
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promotion and marketing materials illustrating Dubuque and Dubuque area industrial
development opportunities, including acquisition of print materials to provide information
on employment development opportunities. Corporation shall assemble an industrial
development information base, including but not limited to labor force availability, wage
rates, industrial site availability and cost, utility capacities, transportation services,
medical care, and other information that may be useful in the industrial location process.
Corporation shall promulgate such materials in response to inquiries and to other
opportunities.
The City travels to different locations around the state and county to advance a strategic
influence, to build relationships at the legislative and philanthropic arenas and to share
the Dubuque story to continue to create a positive brand. When requested by the City,
Corporation staff will travel with City representatives using funds from the Dubuque Area
Economic Development Promotion, Marketing and Recruitment compensation ($40,000
annually).
City Responsibilities
City, in collaboration with Dubuque Initiatives, will furnish Corporation with appropriate
graphic materials describing the Dubuque Industrial Center and other projects of special
interest to City. City will advise on information to be incorporated in the marketing
program, and provide ongoing guidance and input to Corporation. City will be fully
responsible for establishing and negotiating all terms and conditions for City economic
development programs.
9. CHILDCARE PROGRAM PILOT
Corporation Responsibilities
Corporation will provide a program pilot program to provide free childcare to Opportunity
Dubuque students and graduates. The pilot program will provide free childcare to any
Opportunity Dubuque student during their certificate studies and continuing one year
after graduation from the program.
Specifically, the program pilot shall:
a) Implement child development associate certificate as part of Opportunity
Dubuque offerings;
b) offer childcare to up to 50 parents enrolled in Opportunity Dubuque at no cost;
and
c) support Opportunity Dubuque graduates who take full-time employment after
graduation with sliding scale childcare support for twelve months after
employment (a funder of last resort).
City Responsibilities
City contributed $80,000 to Corporation during Fiscal Year 2019.The City will work with
National League of Cities' "Cities of Opportunity" program to develop a community-wide
approach to improving childcare access. City will also commit available CDBG
microenterprise funds to support the creation of in-home childcare centers.
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EXHIBIT B
CITY COUNCIL GOALS & PRIORITIES
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�.r �� � ��}�{�1..�� Masterptece on the M:ssissipp:
� �� I � �o�4 5ustainable Environment: Preserving and Enhancing
Natural Resources
• Robust Local Economy: Diverse Businesses and Jobs with
Economic Prosperity Partnership for a Better�ubuque: Building Our Community
that is Viable, Livable, and Equitable
Vibrant Community: Healthy&5afe
°°. Diverse Arts, Culture, Parks, antl Recreation Experiences
� Livable Neighborhoods&Housing:Great Place to Live � and Activities
� Financially Responsible, High-Pertormance City Organization: Connected Community: Equitable Transportation,
Sustainable, Equitable, and Effective Service Delivery Technology Infrastructure,and Mobility
Policy Agenda items are issues that need direction or a policy decision by the City
� � � Council,or need a major funding decision by the City Council,or issues that need City
' � • � � Council leadership in the rommunity or with othergovernmental bodies. The policy
agenda is divided into top priorities and high priorities.
TOP PRI(�RITIES(in alphabetical order) HIGH PRIORITIES �in alphabetical order)
• Dream Center: Facilities&Programs • Brain Health Strategy&Action Plan
• Emerald Ash Borer Program • Debt Reduction Plan: Re Affirmation
• Human Resources Policies& Handbook Revision • Fountain of Youth: Funding
• Imagine Dubuque: Implementation • Four Mounds/HEART Program: Funding
• Major 5treet Improvement Plan: Project Priority&Funding • 5treet Maintenance Program: Increased Funding
• Parking Ramp Maintenance: Funding • Transit Vehicle Replacement Funding
Manag�m�nt agznda items are issues far which the Cify Council has sei the overall
� � � direction and provided initial funding, may require further City Council action
� � � � � or funding,or are major management projects that may take multiple years to
implement.The management agenda is divided into top priorities and high priorities.
TOP PRIC)RITIES�in alphabetical�rder) HIG,H PRIORITIES {in alphab�tical order)
• Bee Branch Creek Projects: Next Steps • Dubuque Riverfront Master Plan (Corps of Engineers)
• CHANGE Program: True North Housing Initiative& Bee Branch • Citywide Departmental Work Order System
Healthy Homes Resiliency Program Implementation
• Equitable Poverty Prevention: Action Plan • Innovation& Entrepreneurial Strategy
• Industrial Park Development • School Resource Officer: Implementation
• Leisure Services Facilities Deferred Maintenance Assessment • Southwest Arterial Business Development
• Multi-Tiered Housing Inspection Program • Water&Resource Recovery Center: Nutrient Trading
• Park Development Projects for Non TIF(Tax-Increment
Financing), Donated Park Sites
• Traffic Signal Synchronization/STREETS
9
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�=�1 ! f: 7,.�., — -�`11R"ll ,� '''�+��tr �,�� � : . - �
Items that are underway and budgeted. Staff is
�= ��� °_�����.- � � �, `���;< implementing and providing updates to Ciry Council.
��; i� .�`", ;�'�' ' ;:�
, � � �
Projects that are underway and budgeted. Staff is � �� •
implementing and providing updates to Ciry Council.
- • • • • • • • • • f • • 1
• � • • • • • � •
Management in Progress
• Business Development at the Airport: University of • Brownfield Grants
Dubuque • FAA Supplemental Funding
• GDDC Retail Attraction Strategy • Air Charters to Leisure Destinations
• Downtown Housing Creation Strategy
• Riverfront Lease 5ites Major Projects
• Federal Opportunity Zones • Demarcation Point Relocation [Phone Line Termination Point]
• Old Air Terminal Demolition
� Vibrant Community: Hea�thy &safe
• Police Reaccreditation • Police Officer Recruitment&Retention
• Humane Society Contract Renewal • P25 Radio System Building& Implementation
• WRRC:Certification of Environmental • Panic Button for City Facilities
• CAD Connection to City Cameras Network • Ambulance Staffing Alternatives
• Traffic Camera System • Police Department Transition to New Caliber Weapons
• School Safety and Security Plan and Protocols
• Dispatcher Training Program
• Communication National Quality Assurance • Crescent Community Health Center: Clinic Construction
• Healthcare for Residents from Pacific Islands • Fire Headquarters and Stations ADA Compliance
• Smart 911 Personal and Building Profile Marketing • Fire Stations HVAC and Lighting Improvements
• Quick Response Pumper • Multicultural Family Center Construction
• Fire Accreditation
1
� . • • •• • s • � • • , , e
Management in Progress Major Project�
• Barrington Lakes Reservoir Abandonment • Lowell Street Retaining Wall Repair: Funding
• Code Enforcement:Accela Program • Historic Millwork District Parking Lot and Signage
• Downtown Commercial Buildings Eval.uation&
Assessment Project � . -,`, .E - s�'
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� ' • • • • ' • � • . •
.• - • .• - • - �-
Management in Progre�s • Indirect Rate for Grants
• Third St. Data Center • Internal Liquor License Approval Process
• ADA Compliance Transition • InVision Facility Management Sofiware
• Aerial Photography&Control Monumentation • I Net Connection for Remote Site
• Cartegraph OMS System Asset Management • Liquor License Process
E�cpansion • New Employee and Promoted Employee Orientation and
• Certified Financial Report Sofiware Conversion Support Program
• City Website: Redesign • Paperless Accounts Payable Workflow Development&
• Community Resident Survey and Actions Implementation
• Diverse Applicants Recruitment Strategy • Workers Compensation Claims Management
• Financial Management Software:Study&Draft RFP
• Health Benefits Consulting and Actuarial Services M�jar Projects
• High Performing Organization/Outcome driven • City Hall Sidewalks Heating System
Decision making Strategy • City Hall Annex Windows Replacement
_
���:,, ,.. �..�y_�y. �-
1�11�C�1�J� ���l�I�k .� . , _ " .-:::� � '�''. � . ..>���� • .�.. �._�.� • �
�a�r�� ,���� � �: �; �.
• Community Climate Action&Resiliency Plan • 17th St./W. Locust St.HUD Resiliency Storm Sewer
• Flood Control System:Corps of Engineers Project Approval Improvement Project
• FOG (Fats,Oils,&Greases) Program • 22nd St./Kaufman Ave. HUD Resiliency Storm Sewer
• Glass Collection Drop-off Programs Improvement Project
• Growing Sustainable Communities Conference • Bee Branch Culvert Project Under Railroad
• Lead&Copper Rule Compliance Water Sampling&Testing • Bee Branch Gates/Pump Station
• Public Education on Bikeable/Walkable Dubuque • Cell 9 Landfill Project: Phase 4
• Sanitary Sewer System Condition Assessment • Fire Hydrants Installation [former Vernon Water System]
• Sewer Infrastructure Asset Management Plan • Pressure Reducing Valve Implementation
• Sanitary Forcemain/Riverbank Stabilization Project(US
— �� ��- Corps of Engineers)
.�, . ;�s �,� _� • SCADAOverhaul:Water
��,. � -� � • Roosevelt Street Water Tower Project
��� -�i'��� '� � + • Vernon Well Abandonment
` y ;� „ �_ h � . • WRRC Outfall Manhole Reconstruction
�+���
� �.
'��'� � � 1��� �'�� ��� �'` �,�_ '������ � ' • Water Tank Inspection Program&Maintenance
ss� �u
�.��' o � -� W�' ..�-u.�.,
� �-� �'"; I _,� ' • Water Lines Extension-SW Arterial
_ --6-��;�' *
�, - `r �,�.�.�, y-a � � '"`"� • West 3rd St.Generator
�. � :`�,,��, - �ti'.a`a`.�+�
'!xr s�"d �"L �� — `" �; � ���
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11
management in progress and major projects: continued
� *r `� ' �
.'`�' .� ' ` � ,
�����:..� _ - \. �
� �.
• 2d20 Census Complete Count / ��
• Campaign for Grade Level Reading:Community Solution Action Plan �
• City Racial Equity Toolkit: Results-based Accountability �
• Civic Action Plan&Civic Leaders Program ` � `� �_
• Equity Training for City Staff ,�
• My Brother's Keeper (
• Welcoming&Connecting with New Residents Program (GDDC)
�_ ` � � ,�' ,:i�il�
`�c �l �li�.��:::3r:....
• • � � ♦ � � • ■ . •
• • �
Manag�sra��� �n Progr��w� �����a�ement in Progre��
• All Community Reads Event • Bunker Hill Golf Course Irrigation
• Americorps • Comiskey Park Renovation
• Changing Lives Through Literature Program • Eagle Point Park Environmental Restoration
• EB Lyons Center Partnership Development Project
• Library Marketing Campaign • English Ridge&Eagle Valley Subdivision Parks
• Pollinator Habitat in Park System • Grand River Center: Upgrade Projects
• Miracle League Complex
• Veterans Pond: Dedication
� -_ ,._
• - - • • _ � .• - . •• . • _ - • •: . - . • _ •� ,
• ADA Pads for Bus Stops • Chavanelle Road Hike/Bike Trail
• BUILD Grant&Other Grants • Chavenelle Road Rehabilitation
• Bus Routes: Update Maps • Four-laning Southwest Arterial(US52)
• Comprehensive Pavement Preservation Plan • Highway 52 Repaving
• Downtown Parking Ordinance • North Cascade Rd. Reconstruction(to Tmber Hyrst
• Ramps Structural Analysis Subdivision)&Water Main Extension
• Smart Tool for Integrated Parking Platform • Northwest Arterial Upgrade(IDOT)
• Smart Technology for Transportation Data • Parking Lot Re-striping
Collection • Roundabouts
• Transportatlon Customer App • Washington Street Improvements(7th to 9th)
• WiFi In Fixed Routes
• WiFi in Intermodal& Intermodal Lobby
�-�r , "� -
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12
EXHIBIT C
INSURANCE SCHEDULE
13
INSURANCE SCHEDULE G
1. GREATER DUBUQUE DEVELOPMENT CORPORATION shall furnish a signed certificate of insurance to
the City of Dubuque, lowa for the coverage required in Exhibit I prior to the contract commencement.
Each certificate shall be prepared on the most current ACORD form approved by the lowa Insurance
Division or an equivalent. Each certificate shall include a statement under Description of Operations as to
why the certificate was issued. Eg: Project# or purchase agreement FY2021 CONTRACTED
SERVICE AGREEMENT
2. All policies of insurance required hereunder shall be with an insurer authorized to do business in lowa and
all insurers shall have a rating of A or better in the current A.M. BesYs Rating Guide.
3. Each certificate shall be furnished to the Finance Department of the City of Dubuque.
4. The service provider shall be required to carry the minimum coverage/limits, or greater if required by law
or other legal agreement, in Exhibit I. Failure to provide the required minimum coverage shall not be
deemed a waiver of such requirements by the City of Dubuque.
5. Failure to obtain or maintain the required insurance shall be considered a material breach of this
agreement.
6. All required endorsements shall be attached to certificate.
7. Whenever a specific ISO form is referenced the current edition of the form must be used unless an
equivalent form is approved by the Director of Finance and Budget. The service provider must identify or
list in writing all deviations and exclusions from the ISO form.
8. If service provider's limits of liability are higher than the required minimum limits then the service
provider's limits shall be this agreemenYs required limits.
9. Service Provider shall require all subcontractors and sub-subcontractors to obtain and maintain during the
performance of work insurance for the coverages described in this Insurance Schedule and shall obtain
certificates of insurance from all such subcontractors and sub-subcontractors. Service provider agrees
that it shall be liable for the failure of a subcontractor and sub-subcontractor to obtain and maintain such
coverage. The City may request a copy of such certificates from the Service Provider.
10. Service Provider shall be responsible for deductibles/self-insured retention for payment of all policy
premiums and other costs associated with the insurance policies required below.
11. All certificates of insurance must include agents name, phone number, and email address.
14
INSURANCE SCHEDULE G (continued)
EXHIBIT I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products-Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $50,000
Medical Payments $5,000
1) Coverage shall be written on an occurrence, not claims made, form. The general liability
coverage shall be written in accord with ISO form CG 00 01 or business owners form BP
00 02. All deviations from the standard ISO commercial general liability form CG 00 01,
or Business owners form BP 00 02, shall be clearly identified.
2) Include ISO endorsement form CG 25 04 "Designated Location(s) General Aggregate
Limit."
3) Include endorsement indicating that coverage is primary and non-contributory.
4) Include Preservation of Governmental Immunities Endorsement (Sample attached).
5) Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and/or authorities and their
board members, employees and volunteers. Use ISO form CG 20 10 (Ongoing
operations)or its equivalent.
6) Policy shall include Waiver of Right to Recover from Others endorsement.
B) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory Benefits covering all employees injured on the job by accident or disease as prescribed
by lowa Code Chapter 85.
Coverage A Statutory—State of lowa
Coverage B Employers Liability
Each Accident $100,000
Each Employee-Disease $100,000
Policy Limit-Disease $500,000
Policy shall include Waiver of Right to Recover from Others endorsement.
Coverage B limits shall be greater if required by the umbrella/excess insurer.
OR
If, by lowa Code Section 85.1A, the Service Provider is not required to purchase Workers'
Compensation Insurance, the Contractor shall have a copy of the State's Nonelection of Workers'
Compensation or Employers' Liability Coverage form on file with the lowa Workers'
Compensation Insurance Commissioner, as required by lowa Code Section 87.22. Completed
form must be attached.
15
INSURANCE SCHEDULE G (continued)
C) POLLUTION LIABILITY
Coverage required: Yes _X_No
Pollution liability coverage shall be required if the lessee, contracting party, or permittee has any
pollution exposure for abatement of hazardous or contaminated materials including, but not
limited to, petroleum products, the removal of lead, asbestos, or PCBs. Pollution product and
completed operations coverage shall also be covered.
Each Occurrence $2,000,000
Policy Aggregate $4,000,000
1) Policy to include job site and transportation coverage.
2) Include additional insured for:
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and/or authorities and their
board members, employees and volunteers. Use ISO form CG 20 10. (Ongoing
operations)or its equivalent and CG 20 37(competed operations).
3) Include Preservation of Governmental Immunities Endorsement.
4) Provide evidence of coverage for 5 years after completion of project.
D) PROFESSIONAL LIABILITY $1,000,000
Coverage required: Yes _X_No
Provide evidence of coverage for 5 years after completion of project.
E) CYBER LIABILITY/BREACH $1,000,000
Coverage required: _Yes _X_No
Coverage for First and Third Party liability including but not limited to lost data and restoration,
loss of income and cyber breach of information.
F) UMBRELLA/EXCESS $1,000,000
Coverage required: Yes _X_No
The General Liability, Automobile Liability and Workers Compensation Insurance
requirements may be satisfied with a combination of primary and Umbrella or Excess
Liability Insurance. If the Umbrella or Excess Insurance policy does not follow the form
of the primary policies, it shall include the same endorsements as required of the primary
policies including Waiver of Subrogation and Primary and Non-contributory in favor
of the City.
16
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmental Immunitv. The insurer expressly agrees and states that the purchase of this
policy and the including of the City of Dubuque, lowa as an Additional Insured does not waive any of the defenses
of governmental immunity available to the City of Dubuque, lowa under Code of lowa Section 670.4 as it is now
exists and as it may be amended from time to time.
2. Claims Coveraqe. The insurer further agrees that this policy of insurance shall cover only those claims not
subject to the defense of governmental immunity under the Code of lowa Section 670.4 as it now exists and as it
may be amended from time to time. Those claims not subject to Code of lowa Section 670.4 shall be covered by
the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, lowa shall be responsible for asserting any
defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of
the insurer.
4. Non-Denial of Coveraqe. The insurer shall not deny coverage under this policy and the insurer shall not
deny any of the rights and benefits accruing to the City of Dubuque, lowa under this policy for reasons of
governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s)of
governmental immunity asserted by the City of Dubuque, lowa.
No Other Chanqe in Policy. The above preservation of governmental immunities shall not otherwise change or
alter the coverage available under the policy.
17
EXHIBIT D
INCLUSIVE DUBUQUE
18
� l� � L�J � ��l � l� � � �
��r�n��t'rn� P���1� � �tr�n�th�r�'rn� ��rn�mun�t�r
�� �4 � � � ' � ' �-- � � ` • �� 1 1�' � �Y-,,.y�{�`��
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In��usive Dubuque i� a peer-learr�ing network 4# �artr�ers �ie�iicate�i t� �reatirtg
an irr�orr�ed, eq�i�a�l� arr� in�lu�i�re�ar�m�ani�jrwhere all pe�ple—regardl�ss o�
ra�e, age, ��l��re, gender, ethni�ity, religion, sex�al orierr#ation,clas� or di�a�ilify—
ar� r�s���te�, �ralued an� tr���ed fairly, Th� r��#wofk ir�clude� mare#han GQ
organi�atiorr� a�d ir�d�+i��al� a�ross �e�t�r�, in�l�ading fait�, gov�rr�mer�t agen�ies,
r�ortpro�it, busir�ess. ed��a�i.ar� ar�d fnore.
i�+IfHY IT MATTfRS
.� i i 1 �
The In�lus�e Dubuque�etwark€arir�d i�2�1�af;erbussness
lead�rs be�an;o take nos�e fl�{FIa5�f�25 f2��CE�C��fVef54�+,equi#y • � •
and i�dusion•n sl�e�ar.-imuniF}�_andn+idua�s were haru6ngtrouble ����_ � � .,�� � �•. t., ; �
a.��ssi€rg need�d ser�ices�rd�flr�nectang ta aar�af s',re comm..i�iy, � ���• ��F.. _. �-.. : �+.� , �. �
neig?�bar���we:e a�pesierxingsirugg2es related�o der:�og€afl�ti �. �F � ' {,� •
t ha:�g�,a*�d busi�e�es were re�artirig��uliy aktrarti€�g and _
. ]f�.-.. �F
reta�ning a�r�essewa�kfare_kesear�h sel":s us that Iv�ua is becaming „ ., �;�_,.- .s ,+ ...;., q;. , •
in�re�sirglydirersean��'�atregi�;tswarkingirnuardequ�+tvillharug -.:.� �� � � •
stror�g�,a�rd m�one resi>ierri���omi�g�uwth—f�r esrery�ne.
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19
i�1�HAT i�1�E A R E 1�10 R KI N G 0 hl
In 20i6,we Id�laed off a series of kraining�arkshops ai med ak ia�ilikati r� G ET I N110 L11 ED
�ornrersatiorrs aman$�ammunily leaders around d'nrersily,eq uily and
inclusian and hcw focusingonkheseissw�scanstrengkhen ourr�gian. The Neixvork pravides equity
learn in g opportun iti es,equity
• Race Fonvard,for nanprofik and civic leaders taols and baseline data�a help
� Besk Pra�kiaes in aiversi�+,Equity and Indusion,far mi��areer organ¢atiorrs and indi�iduals
prof�essianals ardhuman resauraes represer�tatiae�s learn aboutequity,in�lusian and
• Business Leader Equity Cohort,far higF�Lev�el business�ecutn�es belan$ing.VJe provide bran+e spaces
far diffi�ult�orwe�satior-�s and an
E�yr rea�hi ng an arrdy of leaders,we can fostier equikable and healkFn� �pp��#un i�r#o learn from someane
�om munik ies thak wel�ome all people. wfio is differ�rrt irom yaurs elf.bisit
ourwebsit�e#o utiUze these resources
�1HAT HAS BEEN ACCOMPLISHED inyourworktoa�an�eequityand
in�b�sion in the�ammunity.
• Condwcked a�amrnunily Equily Profile in�Olb ka learn abaut the
Gved experienaes of dnre�s e groups and dis�anrer whak dis parikies
�isk.The profile engaged�84 parki�ipanks through Community
Cornrersakior�s,and 1,99�online swv�eys were aampleked Funders
• Daer 90 aamrnunil�+mernbe�s joinedsedor groups ta address City of aubuque
�hallenges ard bring a ra�iaUs�cial equity�errs tia healkh, d ubuqu e Ra�ing Asso�iation
edu�ation,trar�spartakion,neighbarhaods.eaanarni�wel�being dr.LiangChee'rlee
and arts and culkure.
G�eatier Dubuque 17erv�elopment
• HostedResulks-�asedAacounkabiGiy#rainingin2017ard�414for Corporation
�ommunily mernbers ko prornote a shared data pl.atform. IBM
• Collabarated ka campile the baok Farrr7g aY�rs�i}r�fQrs�arfEse �aMn deere Foundation
5tcrres through the skorykelling inikiakive the Fa�ing Proje�k, Northeast larw�a Cammuniry College
highlighkirtg the voi�es of aubuque's Marshallese aammunity. Sisters of Chariry,�VM
Surdna Foundation
• VJith khe help of�omm unity mernbers,�raFGed ard published ����rt
ir�trodu,�kory equily toolkiks for their organizatiorrs.
• Hired an equily�aordinaGar ko organi�e khe work of parfiers and
�omrnunity organizakiorrsworldng tia a�anae equi�+ard in�lusion.
• Sparrsored spealaers,ta engage khe aammunily arounddiversily-
relatied kop�s,in�l�ding aseries in partnership with the M11�ACP on
�ivil righ�.
• Sparrsored films ak theJu�ien dubwque Inkernational Film Feski�al E�ull�COOfdlll�f
facused on khe o�Ferienaes of margin�l.izedgraups. Cf�rQ�o�iez Ortrr
� Publisheskheannu,alAdvar�rrrrg�qu�t}cCcrr�m�xirt}+�fiiottsQrd
rfQra�dbqfourrdQ6o rr.org
tRr�vmes repark ka recagni�e the work khat parkners and lacal
organizatior�s hanne done ta redu�e disparities in our�amrnunily.
• •
hdusire 0.ibuqwe i�iaciGta4ed hY . � - • ,
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2�
EXHIBIT E
CITY OF DUBQUE TRAVEL POLICY
(updated forms located at https://www.cityofdubuque.org/2210/Administrative-Policies-APs)
21
�ITIf OF DUBU[�UE
ADhAINI�TRATIIFE PDLI�Y
PDLJCY NUMBER: 3.20
SUBJECT: TRAVEL REGUL#TI�NS FOR�UT OF CffY TRAVEL
,4PPROVED BY: CIIY M,4NAGER
EFFE�l1VE�ATE: I��UED:�ctvber'I, 1979
REVISED:June 19, 2019
PURPUSE
The purpase of this,Administrati��e Policy(AP)is�a set farth the�ity�s policy and
procedures relating ta trat+el requests and paymerrt�f travel expense.
SC�RE
This A�applies ta all �ity departrnents and ageneies, including boards and
oommissians_ Dut of city travel ta pick up or deliver parts, equipmerrt or supplies does
not oon�tih�6e travel underthisAdministrative Palicy_�uch travel must be approved by
the appropriate Department Managerand will be reimbursed an a mileage claim per
Administrative Policy Nurnber 3.�1_
RESP�NSIBILITY
Ik shall be the responsibility af the Deparhnent F�lanagers to ensure oampliance with
pol icy guidel ines for a�prot+al af travel. It is the responsibi lily of the�ireetiar of Fi nan oe
and Budget to assure reimbursements are rnade in eompliancewith the policy_
TYPE�OF TRAVEL PERMISSIBLE
1. Travel-Professianal Oraanizatian Meetinas and Trainina�essians_ Department
Managers may be permitted ta attend the annual meeting af their respective
professional organizatian_ Norrnally only ane such meeting aukside the statie of
lavra will be allavred for a Deparhnent Manager during arry single fiscal year_ In
same circumstances,the City hAanager may approve a Deparhnent Manager
attending a seeand natianal meeting ar request the at6endanee af a Dir�isian
Manager at a natianal rneeting_The City Manager will cansider the foll�wing
factars in approving or disapproving such requests={a)the reason far atkending a
natianal prafessianal arganization meeting, artraining sessian; (b}lacatian; (c)
oost; and �d�status af the travel budget of the department ar division_
Department and Divisian Managers and profession al staff may be authorized ta
attend state and regianal rneetings af their respective professional organizations_
22
I�oll�y UuA�her= 3.2� TrnVCI Reg�lalians for�ut o#City T�Y�I Psge 2 oi�
TI7�C:ity F�lanage�-v�ill t�ke in#� �.�o�7Lnt the folloaving f��'#�rs in�pprowing o�
dis��ppro�vnta such t�[�[�est�:{��the expl�ria(i�ri uf U�e avp�f#rnenk�vlana��rds t�
kwha�should �ltend, �nc$v�hy: fb}s�bje�l �7�'t�r', purp'�se orpr�a�ar�.rn�f lhe
raques#ed rn�:e[ir�[�; (c) loc'�tic�n; {d)cxs�t; �n[I (c�s#�.#us of the#r�vel bu[Iget of tl7e
dep&r�mert or�iivi�it�n. �Tr3vel�xp�ris�°fnr Jyis��#�'�ory rrausl�:�e ch�'�ed#o
Ex:�ense��da��:3h[].'1
2. Tr2��e' -{�f�iri:�l�itv BU�iifess. �it�+om�lo�aes mag r.eed to tr�+��.1 for;h�purpase
�f di�c��sinu s�ec:ific�ity prohlerns v�rt3�st�te,f�der�l o`o'khnrlrnK�l nffic:i�l�(i.e_,
�7tks:nc:in�leq�slx�ti�'e he�rir���: �+i aiting tit�te r�f}�eri3rnent afFir.a.�orfeder�l
r�c�i��n�l taffi�.es}. �41�11 tf�5f�l�.vi�l he a�prc7ved�h�f7en th� ;�rrshlem4 or issues
cannor F�e �ciequa#ely r�isalved 4,xy ielephol�e[�r I�E#r�r. �Travel�x�:�r7�es for tl7is
c�teF.��rry rnus#bo ch��-grd tfl Exper7se Cocle o�32n.)
�i. �f�1�11n;J �f�d Educ�t�on. Cily�Tlp'O}��F��m�y:�tt�nd sFturl _i�lll.flg OOLfSC�:
v��ol#�hop; �nd scrnir��r,�ir�in�prove kh�ir prcfes�ion�l, s;,�pervfs'�rynrtochni�al
9kllls�'7�ICl kno�r�led���;i.�.,1�V�te1'pl�n;n��rakar, ptrl}�r�ph opor�tnr,sp�vcializ�d
�olir,�:schac�ls, �up�n+isory#r�ining c:c�urse�)_Tfiis c�.leguryo�#r�v�l�.Iso
inclada� ex:�ens�s�f�i#y�irn�lay�es who�7�'2�sked #o �r�rv��s�.guest leclurer
o-instru�.�tur�l an ac�.dcmir. instituti�a,or 2.l�.�rofcs.�ion rl conferenoe,v,rorl�sh�p
u'Semlr��l'..(T����al nxpr.�s�s f�r liri�U�l�go��+rrus#ks�r,haryed t�� Exp�rl9e
C�:de�23��-)
��1THORITY FOF�TRA�EL
All out��f city#ravel o!Ci[yem;�loy��s, exce;�k�s specific<�Ily��c�:lu�je� in Che�sope
s�:vtion[�f lhls,�P, sh�7'I hs,��prr.�v�d in�.dvai�i�e of[lep�rture:�nd b�fc�re inc�lrri:�� an�Y
ca:ts.,�p��rov�l n���# hr� gra�t�d by 117e €7e�ar�ment h�lanagar. ,�r�y'outof�ity[r��+�l,
��y�hicY� recuir�es an a�+�mic�ht�t�yor+.+�ill incu�oa�#s oxr.��ding���7, rnus# ler.�:va
�.p�r�ov�l �mm fh�:C:ity fvlari�r�er if Il is� Dcp�7rtn7ent f�i�nager tr�5telin3,All othar�ity
ernploya�ss mast h�.ve ih� C.X}r M�1n�gnr's�uthori�ed d��l+.].r���. #hn�ir�3r.tar of�inans�.
anc�Bs�dqef, approk•e r�r7}+#r�,k+el kvhich requires��ov�fnlgh:s#8y r.r�n�ill incur erssls
ex�r�ding $25U. Tr��rel ex�c�ns�;s inr,ume�vuilFsou[pr�or�ppro�'�I are n�t��krjecC to
roimb��,rse•rrent bytl7e�i#}r. Thc tr�vel �p�rc�val sha I bn r�:qu��st�d�ar��."Trdvel Requ�st
and R�irrr3�urseinen# R��{uast Forrrs" fseeAitac'smenk 8 and instrUvtl�rl5}. Thls#4mti is
x�vNilaE�le�Illlil�.
The ori�in�l is to bc return�tl i�the'�q�,�a�ting �:rnp oye��n�J r�epre��nt���re ernpkaye�'s
.�Uth�`Iky#�twi.vel_Th�r.oinpleiecl orir�inal alanc�t�rith ���elpt9 and nkhrr documers�tion
�,��ill k�o far,vtirrje�,i lc 1�3e Dire�nr nf Fi�.3nce �nc! Eud�#�t�r�in�nc�f��l3�a�er ft�r
rcirnb.�rsemen�_;�f ap3�r�pria#e axpans�s. �umplete�trav�l rc:quosi fr�rrns an� �equired
;Jor.umuntat��n sl�ould b�#�irn�d-in#c� kf7e Fir7r�t'c� a�:�:���n^�t f�r reirrr��rsemerrtv�ithin
30 d��ys of kravel.
At��h a copy+�f t�se pro�r�rrr, [��Zci�7]r�7r.:ting netice, t�onfe�n�:e fly��r,t�-ainin�; cour��,
�p�j�#rati�i�tnrm, itin�ra�yor��tl7er inforrnation rel�tir�g lo Lh�pur�asa�fthe tr���e�
r.�q•,�astto thc or-�r�in�l co���of th�rr�quest=arm.
23
PaliGy Numbe r: 3_29 Trar�el Regul Aqang fpr Qu#qf GICy Tf�1Yel Pa��$Of 8 �
hAETHQdS �F PAYMENT
1_ Chevk/kdvance_}1 C:ity em,�l��ce rnay rcccivo a trav�,l�xp�ns�, r.hc�r.k 7c��+�r��e
fezam ihe Fi��nc�e Qep�.rlment�fter re�.eivin�tra��+el autharity b}�submittinc}�
t�ire�l pdyrnen(vou�l�erv��ilh�a t�cruy�f lh�dp�rrt�4��d #ra}r�l fcrrrn. A s�rnF�le fnrma#
far the direct p�,ymen#vaucher is aitach�d io this AP,Tl�e�rl�ln�l ira�+81 r�qucs�
will bc rctu�nc.d k�i#h thc chcck�dvar�co and v�ill b�submitted �orfinal s�lliernenk
whr�r#r;�val is cnmpl�t�:_A;�vanc�s should ho uso[I only for'out of pocke#cu5l���
such as me�ls �nd mile��e ar gasolin�. 7hc m�ximum d�sllar amo�nt�r�,r�ll�ble
for� �h��:k��da�.n�e•��ill kre ihe pe�c�iem r�te times th� numbcr o#daps#r�7���ling
less rne�ls pro�idad �lus the estirr,ated mileage. Ti�e check ada�ance�rrill bc
d�r.lucted from tY�e finaltra��el:;lalm amount. Travel advanua�heckstivlG be
is�uec� in#he we�kly�ac�aurrts payable check�.�n, The request r�7ust b-e submitbcd
by 8=;���.m. on fUond�y#o ks� proccssed in#he cur�nt weeks check r.�n.
�_ Purc;h�sins� ��rt�.Tl�3v�l ex�wnses su�h as airline tickets, reqistrakion feos, �nd
YioLel exuer7�es shoul[�b��raid f.y usir�g � uur�h�siny ��r�!when x�rpli�a!�Ir:.
Detailed receapts must be subn7ikted far purchasing car�l recun�illalion�I❑ng tivith
an��spprovcd#ravol roirnbu;sem�r�#farin, Employees rnust des:�nate�.Vhic.�
ox�onscs tikcro pro-paid on#ha#raval raimb4irser��rt form,
'�. Persanal�redH ��r-d c�r�h�ck. Employoos may usc � porson�al r.md�t��rc�or
che�.k Fc�r pay�t`��nt uf authorizecl trave[expense3. Reim"�ursement requ�s#s
sl�ould ihen be subn�ltted In a tlme�}+manner anc3 e�nplo�+�es+,+fll be rairrbursod
� far allaw�ble e�cpansea inraarred or�the next r�gularJy scheduled c#�eck eun datc.
�mplay��� m�y�Is�o �o roimb4�r�e€!in ad�•anc�of#rav�l for authori�ed ex�enses
p�i�3 fmm �:t�r��na!funds. Fnr�,x�rnples, an r�rnpin�+aa rn�y p�y r�i�kr'tion fee�
with a pers�nal credit�rd and submi=a purcha.�a order xn.r�h�t�py nf#he
regis�ra=iars form arsd �videnc�af payrnent reimf�ursement_
4. Gop�es of�ity hAanager�epartment apprx�val of trauel and rehrrbur�em�nt torm
is requ[r�d by�Fin�nc�f�r adv�r�ce p�yment f�r�,ir�t�'�, I�gIS[rqllOCl, IOds�inq, etc_
M�THO D OF TRAV�L
The me�h4d of tra5�el rnust be identifi?d on th�Yrav�l�2�qu['S#t'sn[1 F{c;irnb�ar�orne�7t
Re�uesi �otm. The I`z�cl.�rs o'�1isErrnr}e, expense, canveniencc and #rav�l tirno m�$#��
conslc�ered ti��hen �leotlr�g th�method of tra,rel_
'I_ �lir7r35�el. .4irtrawel sha�l nnrm�lly bc nn scl7cdulad cornmarcial airiincs.�uch air
kr�W�l shall h��t cr};�eh ar�o�rist�as�v�rh�;n �wa lahla. T7ir�{;ity P,9an�r�pT,
�7�}�ever. m�y�.uihoriae t�e use of air charicr scrviacs�n+han it a�poar; �7 rno�
t��rpr�priate m��ns€�f�r�vel.A.ir trax+el arran€�ements should Ltie rn3de at th�
e�rlie�l Nu��ial�d�.le lt� ldke Nclvanlra�ae uf cli�tx�unled fare�.
�. Us�of�ifY-Own�ad Vehic'.e, If a�ity oi Dubucue ownec� ve_�i�le is�vail��le fnr
yuur de;,�rtm�nt, tl7e Dep�.rtineni Mar�ager rnay r�qu:re Il lu t,e us�i i�� lieu crf
24
Policy NurnbaY; $.20 Travel Re�ul�kions fol'Out�f�I�y Travel P�g�4 Cf$
��rsc�na' v�l7icle,T#rc Gity has t�.�a�rehicles that ar�t�r�aifablQ far�II depar�rnents
i�cr ulilize tht�fr�n En+�in�cring Dep�rtm�n�for r.hrs:knut.
3_ Us�c,f Pri��at�[�r�0yvned 1��hicle,An em;�loy�8 rray request�uthority#c usc �
pers�snal wuhicle subJ�ct io ite�n i�+ra in t'�i�:�:cki�r�. �x�aenses khat arc
roimhur�able�r��nll�uge�t#7e IR5 rate p'.u� ��tual Colls an� �'��ing fc�s_The
�u#�for,rrhich reimE�ursemc�n#is req�,e�tec!rrti'.lsl b�by lh�mnst diroct r�u�e
pos�ibl�. Relrnbursemerrt k�ill!��:m�c��r�r�ly for�riile3 incurr�:d for busi����
purposes, Tr�vsl for�ntflrtair�rnuni or�erson� 7usinoss sha11 nt�F be invluder.l in
th��quesC fOr rCimhursement. In �to�s0 �h�.11 rc,�irnhurserneni for ihe use of�
p�rson�l kr�hir;ln, i�r.luding �.tit�ili�i�dl I'��Ulr�d I�id{,�ing and perdiem.e�COCd#he
�mouni ot a rou.�d�trip r�ir fx�re Qi�k�#(�'.n�r,h or#ourist�.le}�lus m�l�at7e t�,
�irpori, p�rkinq fees�t€�Ir�urt an�#r�ns�:o�`ion c�os�frcm [lesti'�e#inr airpart t�
rn�+r,tingrtx�nferenc:e lu�alion if incli�'idual had fl�w��n. Dete.'�nin:�kion of mund-trip
�irtarc ticl;�i;.�st rnu3t�-e m�dn+,���th�du[;u�le pl�rsni!�r� �t Ir:a�t 30 d�ys i�7
:�d�+ance,�nr�renever possibin, a�such time�vl�en t"�.vel�dv�rcc farm i�
s:o rn ple lec!.�i�eg istr�ti�n su bmitted. Ro u�rd-tri p�.i r far� �nd nth e r ex�e rrses
dc�cuman�atinn n��cis to b� su�rr�ltt�d to nhf�.in r�:irnhurs�rnen4. Tli�l�e 15 no
c5lculption roquirod if a kri:�ssf 500 miles or I�ss{one x���ay}Erom Dubuqu�,
� h1�7 ��rtplo}�ca sh�ll tise.�F�f�f181 vrhirl�:nn oifitial Cily �usllless�vlthC�ut haviny
ill C�F�=� ���imarri tE[�UIF6d 1F18Uf�nr,r aa5��ragE. �EE AdRlInIS#r�=ivo Pali�y:3_�1
R�imburs�menl{c�rLo;2�l Uso nf F'�rson�l Vehicle for�itv Bu�inrtiti forthe
minims,m required �nsurznf� :�€]5�er��� di�iou�7Es,
I�np�empl�}+e6 Y�hs� uscs a per�n�l vehi�le on offir.ial C.ity bu�ir�ss�r1d f�ll�tn
s:crrrrplyx�i#h insurance requiremenls v��ill bo ;f7n�idcred to be 2.ciing I�eyo�d Iha
sco��if t'rs�:rmpCoy��'�rJulies�r1�1,thcr�#oi�: =he�ity ws�uld n�t be r�ponsik�le
f�r deFond n�thu er'n�loyee aqei��#third�p�rty c1�ir'ns In#h��v�'ti#���^�'�:is�ant_
��r#h� event a persorlal v�hicic i� �p�r�ved whe��OtMm6F�l�l �i•tra+rol is
:��+ail�bl�dricl pr��tic�l, �7nr1#h^ use af a person�l vehICIC Gr�us�s tne emp[aye� LO
be a�r���y frotn the job fnr r�xtra d�ys,i�7e x+�rorkinr.� [I�y�thatt�P �mplcayee i�
aasent overand ��❑���what v��uld h�ve been naca£�ary had cx�t�m�rcial air
lyd,rel been uscd s�s�ll be ch�rr�ec! lo ihe err;ploy::�'s vacation bal�r7ce ur.loss
addition�E timo is appr0�led ]n BdV�nC� �sy I��r C�i-�� A�r�v7��er.
If Ilo'��:�r,the trip is�U� rnilosor m�rF,an additit�M�l Cl�ybvill b+.;�Ilou�ed for
tr�vcl at ihe be�lnnin� and at th��n�;of the lri�an� not c.�7ar�od#o t7�
amploye�'s v��1�ti�n b�.lanr,a. Lodgin�� N'rd per�iet�n c<7s#�aro rcim:�urs�ble for
the a�dilion�l tr�lvol ���ys,subjec#ta rou�d-tri��2�irf�.r4 limitation '
4. Ren#�I 1��h�cl�_ Rcirnbur�ernent for a �en#al�e,hi�v c}hrIII �7��.�.}�l154V$C�OlII}r iNY1R1�
[sthe:'forr��of tr�nsporLx�Cior7 r��e not�.�r�'�il�l�lt:ar are r�t�r���:penei�'�. R�n#�E
vahir.l�:�for s�jm��ay lravel r�qu:ro �#y���.naqer ap;�r��+a1,
25
Pollcy Number; 5.20 Travel Ftegulaklons for Qut of CRy�'ravel Pagc 5 of 6
AU�H�RIZED F.lCP�N��S AN�R�QUIRED �OCUMENTA►TI�M
As witF,�II othcr Gity expcndituros, arnplc}rcas ar�i ❑xpr�:�ted tn usa ear� in rnin�rr�i�il��
trawcl casts.Trawel expcns�s that��vill b�r�iribu�ad aro canfinad t�tFrosa ac�u4,l �nd
ne�essasvforlhe�pprav�d travel. Expenses forxVhich reirnbursement is beinq '
rec�uested must be Iteml�e�on the Tr�vel R�c�uesi anti Re[rnb.�rserr7erst F�ec�u�st Farrn
arrod eup�crked by appropriate r�waipts or�#her cocumentatiar�as;�equired helaw=
1_ Lodr�ins� E�cUen�e. �ingle ruom cosEs will :��reimbursecf in f�.11 kh�hen dacum�nt�d
!�y� paid r�r,eip[, If[he lod��ln�expe��se Is i�be pa`:d �,y purr�hase or��er, �nter
"l3ili�ci pire�#"on the E�d�ing line�f tha F�imbur�e�nent F��qs��st Forrn,
If#h� spnuse�,fth�•�rnpl�r}r�:e ar.��mp�ni�;s tho omployow on thc approved
traw�ej,the empl�yee mus# per�onull� pay all�:dd�tional �osts of trar�sporta#i��,
Ir�dt��n�, m��ls rnd re�i�.�iration. In the csse of loc'r�i:x�,fhe�ity will reimbur-s��.fl
�rriployee fn{he �mo�anl equ2�l i[� the single rc}om r�i�, including �x_
�, Me�l �xr��nse, F�r appr�avad tr�vsl#hat includas�n avemiqh#stay, meal
�;xpan�cs ar�d "incidan�il oxp�nsos;�r�ill bc rc�irr.bursod on 2�por diom b�sis
u��ng thF.ratP P�tahli�h�;d in th�:add�:�dum tn thi�.4R. Thn t^rrn"inririar:��71
�xpenses" incluC�s: b�t is not I"mite�s to,�es and tips far p�.rsans x�ha prpvide
s�r���.e�,sucE�as�c�d �erv�rs t�nd luggage handlers_ No rnea`: receip#� ar�:
requii��_ Parll2�l�i�y per divrr�v�il] be�did in c��;.drl�r�:ay inc:r�rneril�ti�rith tirn�:s
�7s f�llo�,vs;
f�lidnir.h#t� fi;0�A,M,
�:�0 A.M_#o Noon
Noon ta 6=0d �_�49_ .
{3:�Q P.A�1_to A�lidnight
Einplay��s kvill be pai�l one four#h ot t.�e p�r�lem rate far each��-haur qu�rter of
the da�y durir�g any por#nn�f�vhi�h they are out af#he�itycn�pproved E�usi��ss
#ra���l x�ri#h#nc� cxocp#ion nf#he quar�c:�day in whi�h thcy r;.tum,
Fxam�al�: .4r�emF�cryee�eaves horne tr�velirrg fa�es Moir��s ar�offici��
fai�sirress tr-�ve!at 8 A.A4. nr��pri�20fh arr€�reti�rr�s hame at�P.�l+�. an A�xr7!
��r-e1. The empJoyee woul�{receive payrner��for�.��'cfays vfper diem-.F�
�r� [rr�2�fFr, #u!�a�ays�rr flr��7st anc�22rrd, ar�d.�0 ori #�e 23rd,
�rleal ex.��nse,}n�hicl7 is par[of an approvad meetin�will result in a redu�.�ron of
;h� p¢r diam r�i� bynn�fn�r#h fqr�a�h rn��]I �f��+T�1�c9,
�{7f t�34ra1 tha�cJnes rxit includ� an nv�rnigh#�y,employ�e�v�rill b� roin7bursed
for a�.�tual meal and inci:��r�l exp�nses incurred ar�d receipts must ��a#t��c�hec�
=o the rey u e st f�r re irnburs�ment. Det3i I�� receipts listi nq itern s pu rcha;���r�
rec�uir�i ixrr r�in�aur�ernenL. �ame d�y trave3 meal reimbursed �xpense.s�r��
�xah�l�frin�e Y�neflt and�vlll ba Irclu�ec] In p�yroll wages.�+�'hen €�n em�layo�s
�aya f�r a ineal that is eligiblefor reirrbu�sement�vhile tr�veEing oul oficrvar�an
same daytAavel{nak���rnl�ht}. re�m��Urs�m�nt musf be�rt�c�sse�i tY�ru �a�yroll.
26
Polioy Flumher: 8.20 T�3vel Ra�uletionsfoe0utfl#City 7�w�1 psge 6of8
t,r1Q�l r�ceiats shall be proc�cssrxi#hru the Me�l Reirr7�urse�ent avith fVo
OW�mi�ht�ls�y for� Inc�t�sd on kh�=�ity of Dul�uyue's Intr�net, �QP� {��:^
J�it�cYrrrfent�),A purch�s�ng r�rr_i c�nrs:at he us�[I xo pUfCh��r; ri.^.als while
tr�•,relin�s2�rr�e d�y#r�v�l_All other reimk;urs�.ble oxp^nsos shauld [�e proc�:��ed
tll�l4 tI12 Tfa�'1�€',J��rf]'F��;f.�J1�12�YS�fJ�E'rr�P,e�f«est fi7r�r�7 or A�Pire�ge �r�d��rk.�r�.��orm
loc�.k�r� on th� ��it f oE�uksuq�:e Intr�net, ���1.
Non-rsvc:r�i�hi r�i�al reirn�:�urse;n�nts�.r���11�ved as fallc}�.�rs'
1. If tne employ�ee[s Er�7veling fnr�nraric unt� Is r�'�u��y for�t le�st�i hniir�: lunr.h
reimbU�9em��1# 5�.I�nx�vc:d if�nat prxavided by venue. If#17e venuo��rovides
lu�,�;f7, reiir�b�arscrnc�t wnuld not tse all����rec4.
2.If tl7e�rnplry�:€�is traveliri[�for wo'i��.nd is �'�M�y fnr�t Ir,;�st 8 hour��riti
clmparturr is prior 4��7 a.rrr_, bre�kf,=.st�nd lunt;h r�imburs�menl Is r�'slo�r��
if not p�,vic�ed hythe venue. �ieals ki�a#�.m provi�ed byt����r��.,e r��e r5�#
alln�n�cd it��reirY��LICS�mefT[,
;3.If thc�rn��l�p�ee is [raveling tor wnrk�nd is�w�y for at le�st�hour��nr1
departure is �rior to 7�'�,f�l, �nd returned afker 7 p.m,� bfe�kf�,5t� IunGh��nd
clirrr,er r�elm�urs�m�nt is�IloS;�ed if rul�sruvi�ed �y tl7e ven�ac, hA�;:�l�th�t
�r���rovide�� by khn}rcnuc are ntr:�lo'.ved for reimbur��rncnt.
N+�fl-o�+�mR��h rnral r-�imburseri�r�l��2.nnUt�xCt�od thr:�qu�valenk p�rdiem
�l��f#�r(��allati+r�d_
� PI�;�:�:s��Allt�c:f�ri��nt�for Ch�rts#��#��Ip determine v�h�n t��vel �xpOn5�f���x=
reirnbursable, when tf�lVel �x:�nnses are includ€::'I II] t�x�hl�'h'�7�as, an�i��a�hr:n a
purch�sin�car[I c�n h�,�sad far trave`e�rpenses,
3. �P�n5Dort8#ion Ex�ens�.
��} �omrnc:rcial Tr�v�l. �or�7rne�ci�]tr�n�pn't��tion rnus=t� p�i[�E�y 2.city[ssue�l
pur�;hz�sin� �ar�i (P-�ard',•�xnc.tl7e tr�`�n�p��rt�tion coupoot�nd re�eipt must ho
��t��:h�ci lo t�e P-�ard �t��r,�m�nt.
(fa} P�rsun2�l b'k31i]CI�,�V'�`�cn� p�rsonal�rehicle is us�d, mil��gc r��rnhursem�r-rt
k4il be ni��c�atth� ra�eskablisf7�d In ihe�[Ir�,�r-xlaim ta thi����.T}fe ic�i�l
nurnb�rof r.,ila�fcrti•rhich r�i�rrburse�nent ia l�ainc r�qu�vst�d must k�� EY�oavrl
�r�thc� R�:imL�urseirent Re[;ues:Fonn, T�is figur�will be vhe�kec by ihe
Fir�anoe Dep�riment for re�son2h�lfhj. If 1�� mil�:�j�7e i�un��ut�lly hi�lh,
include an explanation, I�� iristanc,€��tivh�re mor�tfr�.n one�ity�i�pl�y�e
travel kogether in 2 p��'son�1 ti�chir.l�nn ap;.�rcrv�d @rE.�1�1� Cr�ly#ho o�ArrlCr Sh�pl
be ttielmL4[��ed �tth� pt;rmitt�:d rate per rnil�_
{�) Gity-Ovrnc�V�hi�;e.�rh�n� �il�+vehi�.e is ua�cl for�pProvcd travv�
raiink�ur�r,rr.c�nt rr�,�y be r�yue�L�d f�s��I���rld oil Cxr�nses if� Purch�s�
C;�rxi i�nat��t�ilt��l�. G�.s ti�kets co�,+ar�ng thc amcurrt for�vYilch
rri�7�sursem�nt i�reque�te�mu�# bc�ttz ch�d. D�.il�d re,eipte listir:g
it�:ms F�urc;f7d��rJ �re require�fcr rx,i:-i7hursemen�.
27
poli�yr h]um$ar: a,24 TraiYel Regulations far Qut of Cify Tr�,v�l P�ge�of 8
ti opies of fue: �ecelpts X41[h odorneter readiny and wchiclo numher need to be
pr�vide�l to Gity of Dubu��ue C�rx�ge fi�r lo�ging into fue' systcm ta#r�c€s
v�:hicl�cx�cns�s,
4. Euxi,rVehicl� F�cntalrParktng Ex�en�€�_ Iterr�i�,�expenses�e incurr�el on thc
ex��nse reirr3bursemenEform.
(aj �a�:i. Taxi expense is auChoriied on:�pprc�v�:l travel cx�:cpt�n,hon the
rncth+�d of travol is by pe�on���r Cily vehicl�.Ai�ac�the kaxi�-eceiptto the
7rav�l F�cimb�:r��m�rr# Farm ar��l enter the�x�ens��xn lE�e a��rr�ap;iata li�e
on the reimburscmcntix}rrn_T�xi �xpense rein�bur5�men#is lirn�led ta{:iky
btiuinatis only.
{h) Vehlcle Rent�l_1�Vhen�vehicle ren��,l is claimcd, attach�he ran#�I
�gree��nt�nd p�yt'nent re�el�:l. Ent�ran Ehe apprapriato lino r.f#he
Roiinbursei�ent Requ�sl Forr7, Rent�l vehicles for sarne day tr3vc requlr�
{�ity h+l:�n�r�rar��rprn�+al.
{�; I'�rkiny. f'arkinq expens� is authoriz�l x+��l�n the �pproved m�ih7od of tr-avol
i�a u�r�r�nal vehicle, �ity vehit:la,ar rr.n�il vrhirl�. .�t#���h p�rki�g t'eceip#.
5. Tclopl7cne ExDense, Telepl�one�2�IIs far offici�l business are reimhur-��.b]e V�ith
dctail r�quirod,
�_ Reaistra#ion F�c.�. Jk reccipt andfnr�ppy�f the re��str2.ton sho�vir7g oosts is
reyuired f�rr all regi�tration f�e expans��fpr�n��hi�h r�imbursen7ent is requesled.
7. �#her Expenses,Ar�y other e�ens�fur vwhi€:h reirnburscmon:is hc:ing requested
'h�hich docs n�t fit 3n any of#he abc�v� �ale��ries si_e. business use af f�x or
intr:rnr•;t, ntr._).
Newspapers, maGazines nn c��nk�pur�ha€.e���hile#t'a'deling is nol elq�ible for
r�iin:.�ur��rneni. Nr�rare exF�ensP�f�r rnt.^.rt�inma.�rk, I��ind�y,v�let seM�.e, maid
service, trave'e�"s checks, 2,n�ili�ht insuranoe ora�caholic h�v�r�g�.s eli�7ible for
r�im;�ur��ment.Thes�ar�oonsider�xi personaf expens�s not n�ce�sary�to�he
ap�rova� travel,
QYERTIh7E P!#Y�C�MP TIME
Tiime spar�t by em�loJ�:�s�vhn�rC�4Y4rC3Cl l�y[he oVertltTle p�Uvl�iun�t�f 117�F�ir L�hnr
�l,an;�ardsA�.�t v�,ha are�n approvad travc���+�ill he carnpensated ir�acca�d�ncb with kh�
requlrerr��nls of lhe F:�ir L�bor�tandards�l~k_
�PJIPLOYE��TRAVEL.I�lG TOGETHER-GI2UUP
4Vh�n em�loyeee tr��+el t�geth'.er, th�y�rtiusteither submit se�arata r�imk�ur�oment
forms,�r���k�mit all expenses under one employee's narne. In eith�rra��;onlya�re
r:mpiny��s avill r�r.a�v�paym�nt�rtrave:a�l��€�r�cesfor�.s'n�ale travel reimbursc:ment+ .
28
p�floy NumFjer: 3.24 Tr�vCl Rcgulationg f�r Q�st of�ity Trauel �age$af 8
I�vi�U��;fonr- In#�^.a r.a:e��s�here r�r;� 6`n:�loy�C r�:r�:v�s r�irr.fa:�r��rflen;fof�II
em�slo}}ees, :hu Trti��el ret�uesU''�I'nht;rsrmr:nt m�st I:�l�.II vrri�:loyees#r��r�!in� �nd tntal
���;�:17fic;� in�u�r�:d frlr ull lr�,�21i�'g.
Iry scrr� i:�skanv�s, it�n�:d t',fi ���Srn;�-ial� fur d Ci!_y eir7;�lu}��:c#o�:��all exp�n5us for d
�roup trave�in� ar;� subm�# r�rri�ts for reirn�u�err��,t.7�is�„ath•�c' of ru'rnli.�rseiiieiii
will aft�n bv lh� besk i�w;ho^l 51::�en a �<ly err5plo.ti+c:^ i�tr:�vc;ir.� svi:h t�c�rrsup o�elec#e[1
ol7i�.l�?c L�r�rdnre.��mmission rn��;iUeis, o,'ok�:'[�rnor,::mp;oyee Ciiy re�res�".k�`!'ivcs.
.45':�ith al' sxpardi=ures: c'"�� qu�l:-;e� ex;-s�nscs s�so�il41 b� :.��Id ��y Ch��i��:r��,':ov�:�:
�nd onl�'1��,:�lif�r� ax�enc�itur�3 k�'il���rci:rrhu�cd.
REiMBURSEM�NF APPROVAL
J's;rpro'!SI f�C'�UIf�fT1�f1�S FO� r�irnh��rsamart tr`lrik�el e>:psnses��c�s follo�rvs:
1_ DeJ�".�km�n# ?�,lanr_�rr,�,�•r�_ F2equ��t�f:�r r�°mhur��men�t�f lra�,r2! ex�e;l�es
rrius[L��rv',ri{•4�,�a���d �i�r�rnve[i h�#he ���rapriatv Uep���rti�rt x;12n�ger,
2, Fi�rance�prsro���l. R��:��.i�9ts Pox r�irnh.�rsam��t+� lraavl eY.pvrse� I�Us#l7.^.
r�;��i.^,v�r.0 �nd :�pprov�cl b�'in� Fir�anca L}�:��;lrr;�nl prior t���S7�+m��nt.
QUESTI�N�
Q�e�ti�}n� un 1h1� use��f#ha Tra���:l I-��r�u�5;�n�l Re.mksu�t�mon=Req�i�s�. F::ar�;l of
inter�r�i�lion of,h^tra+��;l p��;ics, �h•:�uld t�e rt:ir2ct�::[! cith�;rko the Dire���:�ro-Fin;.nce
�ncl B'.Id�et r.r Fir��n��: F;lt:nt���r.
� �I
� ��`� ___
:�rlir.h�:�:l �.l��n hAilli�vr:
�.ity f4San�g��
29