These regulations are enacted as recognition by the Plymouth County Retirement Board (the "Board") of the importance of continuing education for itself and staff, the need for informed decision-making by the Retirement Board Members, and the need for a broader public pension perspective on behalf of the Plymouth County Retirement Association (the "Association"). These regulations shall be applicable to all Board and staff members.
These regulations shall be interpreted so as to ensure that travel is related to the business of the Board, expenses incurred are reasonable, necessary and directly related to authorized travel, and that at all times travel should be in the most reasonable cost-effective manner and mode possible.
1.0 Authorization for Travel
1.1 Requests for travel authorization shall be submitted to the Board in advance of travel. Whenever possible, brochures, agendas, itineraries or any documents detailing the program requiring the travel shall be presented to the Board with the request for travel authorization. These regulations shall apply equally to travel for investment related due diligence on behalf of the Board.
1.2 Requests for travel by Board Members and staff shall be placed on a Board meeting agenda, discussed in open session, and approved by a majority of the Board members present and voting. Any such vote shall be duly recorded in the minutes of the meeting.
1.3 The Board recognizes that there may be instances, due to the scheduling of Board meetings and the time of travel, where such advance approval by the Board may be impossible. In such instances, the Chairman of the Board may authorize the travel, provided the supporting documentation consistent with these regulations is submitted to the Board as soon as practicable and voted upon in accordance with section 1.2 above.
2.0 Payment of Conference/Seminar/Program Registration Fees
2.1 Payments for conference, seminar, and program registration fees shall be made directly by the Association on behalf of members and staff.
2.2 Notwithstanding the provisions of section 2.1, payment for conference, seminar, and program registration fees for spouses/guests of Board and staff members shall not be reimbursed by the Board and shall be paid directly by the Board Members or staff members.
3.0 Vehicle Travel
3.1 Personal Vehicle Usage -The Board recognizes that Board Members and Retirement Board staff may use personal vehicles for authorized travel.
3.2 Mileage -Board and staff members shall be reimbursed for mileage for personal vehicle use for authorized travel at rates established and permitted by the Internal Revenue Code and voted on annually by the Board.
3.3 "Wear and Tear" -The Board will not reimburse or otherwise compensate Board Members or Board staff for "wear and tear" on personal vehicles or for any damage to personal vehicles incurred or caused while traveling in the course of Retirement Board business.
3.4 Accidents or Damage -The Board shall not indemnify, defend, or accept liability for any action or failure to act by any Board Member or staff that causes or contributes to the cause of any accident involving, or damage to, vehicles of Board or staff members or any other vehicles.
3.5 Parking/Traffic Violations, Fines -The Board shall not reimburse for or pay fines or other expenses incurred by Board or staff members as a result of traffic violations while on Board approved travel or business. Board and staff members shall be personally liable for any such violations and related fees.
3.6 Parking Expenses and Tolls -Board and staff members shall be reimbursed for parking expenses and toll charges related to or occasioned by authorized travel upon submission of original receipts for such parking expenses and/or toll charges.
3.7 Cab Fare -Board and staff members shall be reimbursed for taxi fares and reasonable gratuities related to or occasioned by authorized travel upon submission of original receipts for such taxi fares. Taxi fares for personal trips while on authorized travel shall not be reimbursed by the Board.
3.8 Car Rental -Requests for car rentals shall be so noted on the Retirement Board Expense Sheet. Rentals shall be authorized only if the source of the rental is a national rental agency, if the vehicle rental is classified as mid-size or less, and upon acceptance of optional insurance coverage. Rental arrangements shall be made by the traveling Board or staff member to ensure that the rate charged is the rate negotiated by the staff member. Any motor vehicle accidents that occur while a Board Member or staff is using a rental car during authorized travel shall be reported as soon as possible, in writing, to appropriate authorities, with copies of such reports provided to the Board.
3.9 The Board shall not reimburse Board or staff members for any vehicle costs incurred or occasioned by a spouse, relative, friend or other individual accompanying a Board or staff member on authorized travel.
4.0 Airline/Bus/Train Travel
4.1 Reservations - Board and staff members shall be permitted to make necessary reservations for authorized travel. In either event, it is the responsibility of the traveling Board or staff member to ensure that the fare charged is that negotiated.
4.2 Payment - Where Board Members and staff have made airline reservations and purchased tickets, whether by credit card or check, the Board or staff member shall be reimbursed for the cost of the ticket. ·
4.3 Requests for reimbursement shall be made on the Retirement Board Expense Sheet, attached hereto as Exhibit A. which shall be signed under the penalties of perjury, and which shall be submitted with original itemized receipts for all expenses. The Retirement Board Expense Sheet shall be submitted no later than sixty (60) days from the last day of the authorized travel, and no sooner than the day following the last day of authorized travel. Payment or reimbursement by the Board for airline club memberships or travel memberships is prohibited.
4.4 Airline/Bus/Train Itineraries -When submitting the required Retirement Board Expense Sheet, Board and staff members shall indicate on said form whether the air flight, bus, or train travel will be direct or will include stopovers, layovers or transfers. A Board or staff member may plan for stopovers, layovers, or transfers for purposes unrelated to the authorized travel, including personal travel in advance of the authorized reason for travel or personal travel following the conclusion of the authorized reason for travel, provided such stopover, layover, or transfer does not increase the cost of the travel in excess of what it would be otherwise. If there is an increase in the cost, the Board or staff member shall be responsible for the additional cost.
4.5 Rates -Airline, bus, and train travel reservations shall be made at the lowest fare possible, and no more than coach class or equivalent, in consideration of reasonable departure and arrival times and travel itineraries.
4.6 The Board shall not reimburse Board or staff members for transportation costs incurred or occasioned by a spouse, relative, friend or other individual accompanying a Board or staff member on authorized travel.
5.0 Meals
5.1 The Board shall not reimburse Board and staff members for meals when Board and staff members are attending seminars, conferences and programs of a duration of one day or less, or when attendance at a seminar, conference or program longer than one day does not include an overnight stay.
5.2 The Board may reimburse Board and staff members for the cost of meals and related gratuities necessitated by authorized travel involving an overnight stay. In such cases, requests for reimbursements shall be made on the Retirement Board Expense Sheet, shall include original itemized receipts, and shall be submitted no later than sixty (60) days from the date of the meal.
5.3 The maximum daily reimbursable amount for the cost of meals for Board and staff members while on authorized overnight travel shall be determined by the Board annually and is $75.00 beginning January 2019.
5.4 The Board may authorize reimbursement for expenses for non-Board and staff members eating with Board and staff members. In such cases, requests for reimbursements shall be made on the Retirement Board Expense Sheet, which shall be signed under the penalties of perjury, and which shall be submitted with original itemized receipts for all expenses. The Retirement Board Expense Sheet shall be submitted no later than sixty (60) days from the date of the meal. Reimbursement may be made only for meal meetings for purposes related to Board business.
5.5 Notwithstanding sections 5.1 through 5.4, the Board may not reimburse Board and staff members for meals for spouses, relatives, friends, or other individuals accompanying a Board or staff member on authorized travel.
5.6 Reimbursement for meals shall not include reimbursement for alcoholic beverages.
5.7 Notwithstanding sections 5.1 through 5.4, when the registration fee for a conference, seminar or program includes meals, Board and staff members shall not be reimbursed for any meal so provided, e.g. if the program includes breakfast and lunch on a particular day, Board Members and staff shall not be reimbursed for any breakfast or lunch meal for the day the meals are provided.
6.0 Lodging
6.1 Reservations - Board and staff members shall be permitted to make necessary reservations for authorized travel. It is the responsibility of the traveling Board or staff member to ensure that the rate charged is the rate negotiated.
6.2 Rates -Lodging shall be at the lowest government or business rate possible, and in the case of conferences, seminars, and programs, at the rate generally available to attendees of such events.
6.3 Lodging Itineraries -When submitting the required Retirement Board Expense Sheet, Board and staff members shall indicate on said form the dates of overnight stay. Overnight stays shall be permitted for the night preceding the beginning date of the program, conference, or seminar, and the night of the last day of the program, conference or seminar. Board or staff members may plan for additional nights of lodging provided such additional nights do not increase the cost of the travel in excess of what it would be otherwise, e.g. if an additional night stay results in a lower cost air, bus or train fare, and the savings in air, bus or train fare is greater than the cost of an additional night of lodging, then the additional night lodging is permitted and will be paid for or reimbursed by the Board.
6.4 Miscellaneous Lodging Costs -The Board shall not reimburse Board or staff members for personal expenses incurred while on authorized travel. Such personal expenses shall include in room movies, mini-bar charges, room service, gym fees, entertainment or recreational expenses, laundry, and dry-cleaning. In the case where a Board or staff member's luggage is lost by the air, bus or train transportation provider, the Board or staff member may utilize laundry and dry-cleaning services at the place of lodging and be reimbursed for same for the period of time until the luggage is returned to the Board or staff member.
6.5 Payment - Where Board Members and staff have made reservations, whether by credit card or check, the Board or staff member shall be reimbursed for the cost of the lodging.
Requests for reimbursement shall be made on the Retirement Board Expense Sheet which shall be signed under the penalties of perjury, and with which shall be submitted original itemized receipts for all expenses. The Retirement Board Expense Sheet shall be submitted no later than sixty (60) days from the last day of the authorized travel, and no sooner than the day following the last day of authorized travel.
6.6 The Board shall not reimburse Board or staff members for the lodging costs incurred or occasioned by a spouse, relative, friend or other individual accompanying a Board or staff member on authorized travel.
7.0 Miscellaneous Expenses
7.1 Telephone Expenses -The Association shall reimburse Board or staff members, for telephone calls related to the business of the Board.
7.2 Internet Connections Charges -The Association shall reimburse Board or staff members while on authorized travel for Internet connection charges for Internet access related to the business of the Board.
7.3 Fax/Copying -The Association shall reimburse Board or staff members while on authorized travel for fax, copying and other charges related to the business of the Board.
8.0 Method of Payment and Reimbursement
8.1 Reimbursement by the Board to Board Members and staff for expenses incurred during authorized travel shall be made only after submission of the Retirement Board Expense Sheet, which shall be signed under the penalties of perjury, and with which shall be submitted original itemized receipts for all expenses. Reimbursement shall be by check only to the Board or staff member.
8.2 Cash advances for anticipated expenses are prohibited.
8.3 Reimbursement for expenses incurred during authorized travel shall be made only to the individual Board Member or staff member who incurred the expense.
8.4 Undocumented, unapproved and expenses not incurred in conformance with these regulations shall be rejected or adjusted to the degree such are in conformance.
9.0 Board Credit Card
9.1 No credit cards are to be issued chargeable to the retirement system.
10.0 Miscellaneous
10.1 These regulations are promulgated pursuant to the provisions of M.G.L. c. 32, §21(4), and shall be interpreted consistent with the provisions of 840 CMR 2.00 and M.G.L. c. 268A.
10.2 Violations of these regulations shall be addressed in conformance with applicable provisions of 840 CMR 2.00 and M.G.L. c. 268A
Exhibit A
RETIREMENT BOARD EXPENSE SHEET
For expenses incurred in the performance of official duties Mileage Rate updated January 2018
| Date | Event/Conference | Intent/Purpose | Mileage 0.545 cents | Air Fare/ Meals/Hotel | Other | Total |
I certify under penalties of perjury that the foregoing is a true statement of the actual and proper cost of transportation and other expenses incurred in the performance of official duties for the month of _____________ 2018, and I have paid the same.
Signature: ________________________
Approved: ________________________ Date: _____________