COOPERATIVE FUNDING AGREEMENT FOR ALLIGATOR CREEK WATERSHED IMPLEMENTATION PROJECTS, PHASE III, CHANNEL F (L552)
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AGREEMENT NO. 06CQOQOOOQ5
COOPERATIVE FUNDING AGREEMENT
BETWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND
CITY OF CLEARWATER
FOR
ALLIGATOR CREEK WATERSHED IMPLEMENTATION PROJECTS,
PHASE III, CHANNEL F (L552)
THIS COOPERATIVE FUNDING AGREEMENT is made and entered into by and between
the SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT, a public corporation of the
State of Florida, whose address is 2379 Broad Street. Brooksville, Florida 34604-6899, for
itself and on behalf of the Pinellas-Anclote River Basin Board, hereinafter collectively referred
to as the "DISTRICT," and CITY OF CLEARWATER, a municipal corporation of the State of
Florida, whose address is 112 South Osceola Avenue, Post Office Box 4748 Clearwater,
Florida 33758-4748, hereinafter referred to as the "CITY."
WITNESSETH:
WHEREAS, the CITY proposed a project to the DISTRICT for funding consideration under
the DISTRICrs cooperative funding program; and
WHEREAS, the project consists of implementing Best Management Practices (BMPs) in
Channel F of the Alligator Creek Watershed, hereinafter referred to as the "PROJECT"; and
WHEREAS, the DISTRICT considers the PROJECT worthwhile and desires to assist the
CITY in funding the PROJECT.
NOW THEREFORE, the DISTRICT and the CITY, in consideration of the mutual terms,
covenants and conditions set forth herein, agree as follows:
1. PROJECT MANAGER AND NOTICES. Each party hereby designates the employee set
forth below as its respective Project Manager. Project Managers will assist with
PROJECT coordination and will be each party's prime contact person. Notices and
reports will be sent to the attention of each party's Project Manager by U.S. mail,
postage paid, to the parties' addresses as set forth in the introductory paragraph of this
Agreement.
Project Manager for the DISTRICT:
Project Manager for the CITY:
Richard Mayer
Terry Finch
Any changes to the above representatives or addresses must be provided to, the other
party in writing.
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1 .1 The DISTRICT's Project Manager is hereby authorized to approve requests to
extend a PROJECT task deadline set forth in this Agreement. Such approval must
be in writing, explain the reason for the extension and be signed by the Project
Manager and his or her Department Director, or Deputy Executive Director if the
Department Director is the Project Manager. The DISTRICT's Project Manager is
not authorized to approve any time extension which will result in an increased cost
to the DISTRICT or which will exceed the expiration date set forth in Paragraph 4,
Contract Period.
1.2 The DISTRICT's Project Manager is authorized to adjust a line item amount of the
Project Budget contained in the Proposed Project Plan set forth in Exhibit "B" or, if
applicable, the refined budget as set forth in Paragraph 3.1 below. The adjustment
must be in writing, explain the reason for the adjustment, and be signed by the
Project Manager, his or her Department Director and Deputy Executive Director.
The DISTRICT's Project Manager is not authorized to make changes to the
Proposed Project Plan, except as provided herein, and is not authorized to approve
any increase in the not-to-exceed amount set forth in the funding section of this
Agreement.
2. SCOPE OF WORK. Upon receipt of written notice to proceed from the DISTRICT, the
CITY agrees to perform the services necessary to complete the PROJECT in
accordance with the Special Project Terms and Conditions set forth in Exhibit "A" and
the Proposed Project Plan set forth in Exhibit "B." Any changes to this Scope of Work
and associated costs, except as provided herein, must be mutually agreed to in a formal
written amendment approved by the DISTRICT and the CITY prior to being performed
by the CITY, subject to the provisions of Paragraph 3, Funding. The CITY will be solely
responsible for managing the PROJECT, including the hiring and supervising of any
consultants or contractors it engages in order to complete the PROJECT.
3. FUNDING. The parties anticipate that the total cost of the PROJECT will be Two Million
Dollars ($2,000,000). The DISTRICT agrees to fund PROJECT costs up to One Million
Dollars ($1,000,000) and will have no obligation to pay any costs beyond this maximum
amount. The CITY agrees to fund PROJECT costs up to One Million Dollars
($1,000,000) and will be responsible for all costs in excess of the anticipated total
PROJECT cost. The CITY will be the lead party to this Agreement and pay PROJECT
costs prior to requesting reimbursement from the DISTRICT.
3.1 The DISTRICT will reimburse the CITY for the DISTRICT's share of the PROJECT
costs in accordance with the Project Budget contained in the Proposed Project
Plan set forth in Exhibit "B." The CITY may contract with consultant(s) or
contractor(s) or both in accordance with the Special Project Terms and Conditions
set forth in Exhibit "A." Upon written DISTRICT approval, the budget amounts for
the work set forth in such contract(s) will refine the amounts set forth in the Project
Budget and be incorporated herein by reference. The DISTRICT will reimburse the
CITY for 50 percent of all allowable costs in each DISTRICT approved invoice
received from the CITY, but at no point in time will the DISTRICT's expenditure
amount under this Agreement exceed expenditures made by the CITY. Payment
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will be made to the CITY in accordance with the Florida Prompt Payment Act, Part
VII of Chapter 218, Florida Statutes (F.S.), upon receipt of an invoice, with the
appropriate support documentation, which will be submitted to the DISTRICT
monthly at the following address:
Accounts Payable Section
Southwest Florida Water Management District
Post Office Box 1166
Brooksville, Florida 34605-1166
3.2 The Project Budget includes any travel expenses which may be authorized under
this Agreement and reimbursement will be paid in accordance with Section
112.061, F .S., as may be amended from time to time, and District Procedure 13-5,
attached hereto as Exhibit "C."
3.3 The CITY will not use any DISTRICT funds for any purposes not specifically
identified in the above Scope of Work.
3.4 Each CITY invoice must include the following certification, and the CITY hereby
agrees to delegate authority to its Project Manager to affirm said certification:
"I hereby certify that the costs requested for reimbursement and the CITY's
matching funds, as represented in this invoice, are directly related to the
performance under the Alligator Creek Watershed Implementation Projects,
Phase III, Channel F (L552) agreement between the Southwest Florida Water
Management District and the City of Clearwater (Agreement No.
06C00000005 ), are allowable, allocable, properly documented, and are in
accordance with the approved project budget."
3.5 The DISTRICT will have no obligation to reimburse the CITY for any costs under
this Agreement until construction of the PROJECT has commenced.
3.6 The DISTRICT's performance and payment pursuant to this Agreement is
contingent upon the DISTRICT's Governing Board appropriating funds for the
PROJECT.
4. CONTRACT PERIOD. This Agreement will be effective upon execution by all parties
and will remain in effect through May 15, 2008, unless terminated, pursuant to
Paragraph 3.6 above or Paragraph 9 below, or amended in writing by the parties.
5. PROJECT RECORDS AND DOCUMENTS. Each party, upon request, will permit the
other party to examine or audit all PROJECT related records and documents during or
following completion of the PROJECT. Each party will maintain all such records and
documents for at least three (3) years following completion of the PROJECT. All
records and documents generated or received by either party in relation to the
PROJECT are subject to the Public Records Act, Chapter 119, F.S.
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6. OWNERSHIP OF DOCUMENTS AND OTHER MATERIALS. All documents, including
reports, drawings, estimates, programs, manuals, specifications, and all goods or
products, including intellectual property and rights thereto, purchased under this
Agreement with DISTRICT funds or developed in connection with this Agreement will be
and will remain the property of the DISTRICT.
7. REPORTS. The CITY will provide the DISTRICT with copies of any and all reports,
models, studies, maps or other documents resulting from the PROJECT.
8. LIABILITY. Each party hereto agrees to indemnify and hold the other harmless, to the
extent allowed under Section 768.28, F.S., from all claims, loss, damage and expense,
including attorney fees and costs and attorney fees and costs on appeal, arising from
the negligent acts or omissions of its officers, employees, contractors and agents related
to its performance under this Agreement. Nothing herein shall be deemed a waiver,
express or implied, of either party's sovereign immunity under Section 768.28, F.S.
9. DEFAULT. Either party may terminate this Agreement upon the other party's failure to
comply with any term or condition of this Agreement, as long as the terminating party is
not in default of any term or condition of this Agreement. To initiate termination, the
terminating party must provide the defaulting party with a written "Notice of Termination"
stating its intent to terminate and describing all terms and conditions with which the
defaulting party has failed to comply. If the defaulting party has not remedied its default
within thirty (30) days after receiving the Notice of Termination, this Agreement will
automatically terminate.
10. RELEASE OF INFORMATION. The parties agree not to initiate any oral or written
media interviews or issue press releases on or about the PROJECT without providing
advance notices or copies to the other party. This provision will not be construed as
preventing the parties from complying with the public records disclosure laws set forth in
Chapter 119, F.S.
11. DISTRICT RECOGNITION. The CITY will recognize DISTRICT funding and, if
applicable, Basin Board funding in any reports, models, studies, maps or other
documents resulting from this Agreement, and the form of said recognition will be
subject to DISTRICT approval. If construction is involved, the CITY will provide signage
at the PROJECT site that recognizes funding for this PROJECT provided by the
DISTRICT and, if applicable, the Basin Board(s). All signage must meet with DISTRICT
written approval as to form, content and location, and must be in accordance with local
sign ordinances.
12. PERMITS AND REAL PROPERTY RIGHTS. The CITY must obtain all permits, local
government approvals and all real property rights necessary to complete the PROJECT
prior to commencing any construction involved in the PROJECT. The DISTRICT will
have no obligation to reimburse the CITY for any costs under this Agreement until the
CITY has obtained such permits and rights and construction has commenced.
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13. LAW COMPLIANCE. Each party will comply with all applicable federal, state and local
laws, rules, regulations and guidelines, related to performance under this Agreement.
14. COMPLIANCE WITH DISTRICT RULES & REGULATIONS. If the PROJECT involves
design services, the CITY's professional designers and the DISTRICTs regulation and
projects staff will meet regularly during the PROJECT design to discuss ways of
ensuring that the final design for the proposed PROJECT technically complies with all
applicable DISTRICT rules and regulations.
15. DIVERSITY IN CONTRACTING AND SUB-CONTRACTING. The DISTRICT is
committed to supplier diversity in the performance of all contracts associated with
DISTRICT cooperative funding projects. The DISTRICT requires the CITY to make
good faith efforts to encourage the participation of minority- and woman-owned business
enterprises, both as prime contractors and sub-contractors, in the performance of this
Agreement, in accordance with applicable laws.
15.1 If requested, the DISTRICT will assist the CITY by sharing information to help the
cooperator in ensuring that minority- and woman-owned businesses are afforded
an opportunity to participate in the performance of this Agreement.
15.2 The CITY agrees to provide to the DISTRICT, upon final completion of the
PROJECT, a report indicating all contractors and sub-contractors who performed
work in association with the PROJECT, the amount spent with each contractor or
sub-contractor, and whether each contractor or sub-contractor was a minority- or
woman-owned business enterprise. If no minority- or woman-owned business
enterprises were used in the performance of this Agreement, then the report shall
so indicate.
16. ASSIGNMENT. No party may assign any of its rights under this Agreement, including
any operation or maintenance duties related to the PROJECT, voluntarily or
involuntarily, whether by merger, consolidation, dissolution, operation of law, or any
other manner without the prior written consent of the other party. In the event of any
purported assignment of rights in violation of this section, the parties agree that this
Agreement shall terminate and is void.
17. SUBCONTRACTORS. Nothing in this Agreement will be construed to create, or be
implied to create, any relationship between the DISTRICT and any subcontractor of the
CITY.
18. THIRD PARTY BENEFICIARIES. Nothing in this Agreement will be construed to benefit
any person or entity not a party to this Agreement.
19. LOBBYING PROHIBITION. Pursuant to Section 216.347, F.S., the CITY is hereby
prohibited from using funds provided by this Agreement for the purpose of lobbying the
Legislature, the judicial branch or a state agency.
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20. PUBLIC ENTITY CRIMES. Pursuant to Subsections 287.133(2) and (3), F.S., a person
or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid, proposal, or reply on a contract to provide any
goods or services to a public entity; may not submit a bid, proposal, or reply on a
contract with a public entity for the construction or repair of a public building or public
work; may not submit bids, proposals, or replies on leases of real property to a public
entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity; and may not transact business with
any public entity in excess of the threshold amount provided in Section 287.017, F.S.,
for Category Two, for a period of 36 months following the date of being placed on the
convicted vendor list. CITY agrees to include this provision in all subcontracts issued as
a result of this Agreement.
21. DISCRIMINATION. Pursuant to Subsection 287.134(2)(a), F.S., an entity or affiliate
who has been placed on the discriminatory vendor list may not submit a bid, proposal, or
reply on a contract to provide any goods or services to a public entity; may not submit a
bid, proposal, or reply on a contract with a public entity for the construction or repair of a
public building or public work; may not submit bids, proposals, or replies on leases of
real property to a public entity; may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under a contract with any public entity; and may
not transact business with any public entity. CITY agrees to include this provision in all
subcontracts issued as a result of this Agreement.
22. ENTIRE AGREEMENT. This Agreement and the attached exhibits listed below
constitute the entire agreement between the parties and, unless otherwise provided
herein, may be amended only in writing, signed by all parties to this Agreement.
23. DOCUMENTS. The following documents are attached and made a part of this
Agreement. In the event of a conflict of contract terminology, priority will first be given to
the language in the body of this Agreement, then to Exhibit "A," then to Exhibit "C," and
then to Exhibit "B."
Exhibit "A"
Exhibit "B"
Exhibit "C"
Special Project Terms and Conditions
Proposed Project Plan
District Travel Procedure 13-5
The remainder of this page intentionally left blank.
Page 6 of 7
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IN WITNESS WHEREOF, the parties hereto, or their lawful representatives, have executed
this Agreement on the day and year set forth next to their signatures below.
:~:~ATER ;;~::::~ DISTRICT
Executive Director
Countersigned: CITY O~LEARWA~ER
4~~ ~BY: ~Jf.
\.EJ:ink Hibbard William B. Horne II Date
Mayor-Council member City Manager
Attest:
0~~c.
Cynt I E. Goudeau
City rk
Jj"... DLD_
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COOPERATIVE FUNDING AGREEMENT
BETWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND
CITY OF CLEARWATER
FOR
ALLIGATOR CREEK IMPLEMENTATION PROJECTS,
PHASE III, CHANNEL F (L552)
DISTRICT APPROVAL INITIALS DATE
LEGAL M8rY) 1h/~~
RISK MGMT ~
CONTRACTS ;f
RM DEPT DIR . -, oJ
DEPUTY EXEC DIR .-
GOVERNING BOARD
Page 7 of 7
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AGREEMENT NO. 06C00000005
EXHIBIT "A"
SPECIAL PROJECT TERMS AND CONDITIONS
1 . CONTRACTING WITH CONSULTANT AND CONTRACTOR. The CITY has engaged
the services of a consultant(s), hereinafter referred to as the "CONSULTANT," to
design and may engage the services of a contractor(s), hereinafter referred to as the
"CONTRACTOR," to construct the PROJECT in accordance with the Proposed Project
Plan attached as Exhibit "B." The CITY will be responsible for administering the
contracts with the CONSULTANT and CONTRACTOR and will give notice to proceed
to the CONSULTANT no later than January 31, 2006.
2. APPROVAL OF CONSTRUCTION BID DOCUMENTS. The CITY must obtain the
DISTRICT's written approval of all construction bid documents prior to being
advertised or otherwise solicited. The DISTRICT will not unreasonably withhold its
approval. The DISTRICT's approval of the construction bid documents does not
constitute a representation or warranty that the DISTRICT has verified the
architectural, engineering, mechanical, electrical, or other components of the
construction documents, or that such documents are in compliance with DISTRICT
rules and regulations or any other applicable rules, regulations, or laws. The
DISTRICT's approval will not constitute a waiver of the CITY's obligation to assure that
the design professional performs according to the standards of his or her profession.
The CITY will require the design professional to warrant that the construction
documents are adequate for bidding and construction of the PROJECT.
3. DISTRICT REVIEW OF CITY'S SELECTION OF CONTRACTOR. The CITY will
provide the DISTRICT with a tabulation of CONTRACTOR bids and a
recommendation to award. The CITY must obtain the DISTRICT's approval of the
selected CONTRACTOR prior to proceeding with construction of the PROJECT and
the DISTRICT will not unreasonably withhold its approval.
4. APPROVAL OF CONTRACT. The CITY must obtain the DISTRICT's prior written
approval of all contracts entered into with its CONTRACTORS as referenced above in
item number one of this exhibit. The DISTRICT will not unreasonably withhold its
approval.
5. COMPLETION DATES. The CITY will commence construction on the PROJECT by
December 31, 2006 and will complete the PROJECT by December 31, 2007.
However, in the event of any national, state or local emergency which significantly
affects the CITY's ability to perform, such as hurricanes, tornados, floods, acts of God,
acts of war, or other such catastrophes, or other man-made emergencies beyond the
control of the CITY such as labor strikes or riots, then the CITY's obligation to
complete said work within aforementioned time frames will be suspended for the
period of time the condition continues to exist. This will be the CITY's sole remedy.
Page 1 of 1
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AGREEMENT NO. 06COOOOOOOS
EXHIBIT "B"
PROPOSED PROJECT PLAN
Project Description
FY2006 funding will be used to implement BMPs in Channel F, including design,
development of construction documents, construction permitting, bidding and contractor
selection, construction of the BMPs and construction engineering and inspection. Refer to
Attachment 1 for the PROJECT location.
Scope of Work
Key tasks to be performed by the CITY:
1 . Attend one meeting with the DISTRICT prior to beginning the PROJECT to discuss the
approach, schedule and budget;
2. Prepare a design, Design Report, and Environmental Resource Permit (ERP)
application;
3. Prepare construction documents;
4. Provide the DISTRICT with the Design Report, ERP application, and construction
documents for review, and approval;
5. Bid, select and hire a CONTRACTOR to complete the construction in accordance with
the DISTRICT approved construction documents;
6. Provide construction engineering and inspection services during construction;
7. Monitor all phases of construction by means of survey, observations and materials
testing to give reasonable assurance that the construction work will be performed in
accordance with the approved construction documents set forth in the DISTRICT
approved contract between the CITY and its CONTRACTOR;
8. Provide the DISTRICT with one copy of a summary of the construction quality
assurance data, construction record drawings and permit related submittals; and
9. Any post-PROJECT reporting that may be required by the permitting agencies.
Project Budget
Task # Description CITY DISTRICT TOTAL
1 Design, Permitting, and Construction $ 110,000 $ 110,000 $ 220,000
Documents
2 Construction $ 890,000 $ 890,000 $1,780,000
Total: $1,000,000 $1,000,000 $2,000,000
Page 1 of 3
Project Schedule
Description Completion Dates
Notice to Proceed to Consultant January, 31,2006
Task 1 Design and Permitting & Construction Documents August 30, 2006
Task 2 Construction
**Commence Construction December 31, 2006
Complete Construction December 31, 2007
DISTRICT Review of as-built drawings and quality assurance test March 15, 2008
results
** The CITY will be able to apply for reimbursement for costs for performing Task 1 at this
time.
Page 2 of 3
Attachment 1 - L552
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Page 3 of 3
AGREEMENT NO. 06C00000005
EXHIBIT "e"
PROCEDURE
SClTl'BWEST FLORIDA. WAT.D MANAGDfEN'l' DISTIller
nTLE: 'IRA VEL
SEcnONJDEP'
APPROVED:
NUMBER: 13-5 PAGE: 1 of16
G &: FINANCIALREPORTINGlFINANCE
TIVE DATE: 08130196 SUPl:RSEDES: 13-5 Dated 06/01/96
The travel prca:dures fur the District sball follow generaJly aa::pted travel pmcedIm:s for State
. agencies, to the cm:ot piacticable, and comply with the legislative inte.ot of Cbaptas 112 aBcl373,
. Florida Statutes..
AUTHORITY TO INCUR TRAVEL EXPENSES: Any ttave1er of the District must be
autb.ori:zcdin advance.tcDicur tzave1 expenses for1he public purpose tbrougb. a prcpcrly executed
T:ravel.Autb,,:nmtioufonn. Board Consent Agenda or Board Policy.
PUBLlCPURPOSE:. The public pwposc test for txavel is that itllUlSt be u-..:ry to coudud
oftldal.District buiDeu.
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AUTBO\U7.1m 'f.RA VELERS: Any pc:mca Who. bas rec:ived advance aurhori2aticn in
~1iAftt".!i! with Beard Policy 130-5 to inc1.u' ttave111eC:S:;arY to jIlOif\.WD o:fficiid District bnllfnf!!L41 .
. ,under one of the fOllowing categoriCs: .
· Govc:ming and Basin Boardmembczs ,
· E;tecutivc Din:ctcr, j.ssi~t .Executive Dh1:dcr, Deputy Executive DiI'ectors and General
COu:asel . .
· Employees in a Board :mthnri..n ICplar, part-time or~pn.~nI1 dcclaEed to be in 1ravel
status bytbeir Directar cr1he DiRctars a'~" .i.""!A" t"""b.ol;"e. .
· ()lnm-iatesibr a nI:m~,It'!Qt arpro1i:ssicmal position Must be authori2ed. by ~ Department
Din:ct.cr upon. coordiDatiaa with H1DIUII1 Raamc:s.
· Individuals ~ to contrihutI: time and servic:s as a c:oosWbnt or advisor or as m adviscly
commiUcc member. Must be ltnthoti~ by the E:xraative DUcdDr or Assistant Exc:cutive
Di:r=:tor or dcsigD:C.
TRAVEL DAY: A period of twmI1y-fbur (24) hams consisting of fOur equal quarters of six (6)
hours each,. which sball be a ealJ!ndm' day (In'idnigitt to TII1dnigjtt).
nAVEL PERIOD: The period bc:tM:cn the time of dcpatmre aud the 1imc of.R:tDm. A
~ous traVel period CDDSists of an "to" and "ftomlt points 1ravcIed in SUCtt5Sion without a 1m:ak
in public purpose.
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PROCEDURE
SOlJTIIWEST J'LORlDA WATEaMANAGEMENT DISTRICT
NUMBER: 13-5 PAGE:2of16
TITLE: TRAVEL
SECTlON/DEPAR~: A
APPROVED: ~.
G It FJNANCIAL REPORTINGIFlNANCE
DATE: 08130196 StlPERSEDES: 13-5 Dated 06/01/96
OFFICIAL HEADQUARTERS: This is the office, field office or location where the traveler is
normally asiigned and from which that person perfomls the majority of bislher duties. Eaeh
employee's official headquarters shall be the same as that indicated in the area marked
"LOC^TION:" on liliIIhcr position description, except that:
a) The official ~ of an employee located in the :field shall be the city or town nearest to.
the area whcR the uugority ofhislher wOIk is perfo1med. or such other city, town, or area as may
be designated by. the District provided that in all casea such designation must be in the best
interest of the District and not for the convenience of the employee.
b) When any employee is stationed in any city, town, or locality for a period of over 30 continuous
worlcdays, such location sball be deeml!!d to be their official headquarters, and they sbal1 not be
allowed per diem or subsistence after the said period of 30 continuous workdays has elapsed
unless this period of time is extended by the ~s approval of the Executive Director or
designee.
c) When in the best interest of the District, employees may ideDtify their home address as "point
of oriain" for.a specific 'travel period if approved by their supervisor on the travel authorization
form. It is in the best interest of the District when the employee's home is nearer the point of
destination than hi.sIb<< ofticial Jieadquartas. If departure from home is for the convenience of
the employee and further from the point of destination than the official headquarters, the
reimbursement will be authorized for the constructive distance from the official headquarters to
the point of destiDation (the lesser of the two).
The official headquarters of Ooveming and Basin Board members is their home addreSs. Board
members will be reimbursed for actual mund trip milcsge from their .bome addras to the destination
when traveling on District business. To establish the mileage, Board members may provide the
odometer reading for a mUJJd trip to their mgular meetiDg location(s) fol1owin& their first trip to that
dcstinatioD. If Board members cbaDge their hOme. addrcsa during their term in office, the mileage
shall be ~ by providing a n:p~ odom~Iading iDdica1iDg the date change occuued
TRAVEL AUTHORIZATION:. This fcmn Dlustbe used by aU District employees for the
following pmposes:
. To obtain authorization to Dvel and incur travel ~1ated expcnaes (includes training sessions
conducted at other District offices)
. To request registratio~ fee payments
. To request travel advances.
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SOVTBWEST FLORIDA WATER MANAGEMENT DISTRICT
N'UMBEa:-13.5 PAGE: 3 of 16
TITLE: TRAVEL
SE. C110NJDEP~: ACC
APPROVED: ~
G & FINANCIAL REPORTINO/FINANCE
DATE: 08130196 SUPERSEDES: 13-5 Dated 06101196
TRAVEL AUTHORIZATION (co.baed):
Governing Board mcmhers must. use the travel authorizatioD fcmn for prior approval of
non-scheduled travel outside the District including attendance at confereo.ces or conventions. All
scheduled travel for Governing Board members outside the District including attendance at
conferences or conventicms MqUires prior approval through the consent agenda of a regular monthly
Governing Board meeting.
Basin Board members must use the travel authorization form for prior approval of all travel
(including to Governing Board meetings) other than travel to Basin meetings.
Consultants and advisors sbaJl be authorized as travelers oftbc District UDder the terms of a contract
or agreement executed by the Executive Director or ~t Executive Director.
Advisory committee members shall be authorized as travelers of the District by b1aDket travel
.authorization with attached list of all individuals sclccted.by the Executive Director to serve on tbat"
committee. This listing shall be updated by the Executive Department when members are removed
or added to the list. .
Employment candidates for mlllnlllpment or profesaicmal positiODS shall be authorized as travc1m
of the District under a travel authorization fODD prepared by the Human Resources Department
representative at the time travel 8D'IQlF"'ents Ire made. The Travel Vouchcr form will also be
prepared by the Human Resources Department representative in c:oqjunction with the type of
reimbursement agreed to by the candidate. Candidate will be asked to .sign the authorization and
travel voucheI foll11Supon arrival for the interview.
The form must define the public purpose and include destinatiOD. dates of travel, mode of
transportation. estimated cost and required approval authority signatures prior to schedn1mg the
travel. The prc--printed form mast be typed or completed in ink. A copy ofthc fully executed Travel
Authorization must be on file in the travelers department prior to departuR for all travel purposes
and remain on file for the current fiscal year plus one year.
BLANKET TRAVEL AUTHORIZATION: If an employee travels regularly for work
assignments to a particular location or aimiJar 1ocati0llS, a "blanbtA travel authorization fmm should
be completed to cOver the cunan fiscal year (or required travel period for tho asail"'"l!nf) and
placed on file in the FiDance Departmc:ot. The fcrm must be sigaed by the traveler and aD required
approval authorities.
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PROCEDURE'
SOllTllWEST FLORIDA WATER MANAGEMENT DIS1'RJCf
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NUMBER: 13-5 PAGE: 4 of 16
nTLE: TRAVEL .
SEC110NIDEP~: AC ~J tUNTINO &. FINANCIAL REPORTINOIFINANCE
. APPROVED: ~.c;l \. L.: .. DATE: 08130/96 SUPERSEDES: 13-5 Dated 06/01~96
BLANKET TRAVEL AUTHORIZATION (coBbued):
. The completed travel authorization form shall indicate an "as needed" status.
. The white and pink copies oftbe travel authorization foun must be submitted to the Accounts
Payable section oftbe Fhwu:e Depa.'1IneDt for the Finance file ofrecord. The yellow copy must
be n:taiDed in the traveler's department file for the current fiscal ycarplus one year in compliance
with the State Retention Schedule.
. Each time a Travel Voucbcr is submitted utilizing a blanket travel authorization, the traveler
must reference the-TA-##### on the Travel Voucher form.
. A master blanket travel authorization may be suhmi~ to cover all locations within the District
boundaries, although, for regular wade assignments outside District boundaries a. separate
"blanket" travel authorization will be required for eaCh specific location.
. Blanket travel authorizations do not indicate the point of origin. The travel voucher submitted
for this type of travel will document the point of origin approved by the supervisor.
SIGNATURES REQUIRED FOR TllA VEL AUTHORIZATION: The traveler must sign the
fomi in ink and secure the appropriatl: approval authoritY signatures as indicated. No one may
exercise signature authority for himself or hcne1f; rather, approval of a hiaber level of authority must
be obtained.
. TRAVELER: Ooveming Board members (required for BOD-sdaeduled travel outside District
including conferences or conventiCms only)
APPROVAL SIGNATURE BEQUIRED: Governing Board Chairman or Vice Chairman
. TRA VELD: Basin Board mcmbm (required for all travel including Govcming Board
meetings; Dot required for Basin Board meetings)
APPROVAL SIGNATURE REQUIRED: Basin Board Chairman Ex-officio or Governing
Board ChAirman or Vice Chairman
. TRAVELER: Executive Director (required for travel outside the District boundaries and to
attend. ccmferences or conventiona)
APPROVAL SIGNATURE REQUIRED: GovemiD& Board Chairman or Vice Chair.man
. TRAVELER: Assistant &eeutive Director
APPROVAL SIGNATURE REQUIRED: Executive Director
I
I
PROCEDURE
SOUTHWESf FLORIDA. WATER MANAGEMENT DISTRICl"
NUMBBll: "13-5 PAGE: 5 of 16
TITLE: TRAVEL
SEcrIONIDEP~: AC
APPROVED: ~
G" FINANCIAL REPORTINOIFINANCE
DATE: 08130196 SUPERSEDES: 13-5 Dated 06/01/96
SIGNATURES REQUIRED FOR TRAVEL AUTHORIZATION (coatiDued):
. TRAVELER: Deputy Executive Directors, .Gcncml CoUDSe1 and Inspector Ocneral
APPROVAL SIGNATURE REQUIRED: Executive Director or Assistant Executive Director
. TRAVELER: Attorneys
APPROVAL SIGNATURE REQUIRED: GeneIa1 Counsel
. TRAVELER: Directors
" APPROVAL SIGNATURE REQUIRED: Deputy Executive Directors
. TRAVELER: Employees (outside the state)
APPROVAL SIGNATURE REQUIRED: SuperviSors andDepartmc:nt Dim:tors, and Deputy
Executive DiRctors or General Counsel; and Assistant Executive Director or his designee.
. TRAVELER: Employees (within state outside District or to conferences or conventions)
APPROVAL SIGNATURE REQUIRED: Supervisms and pepartment Directors and Deputy
Executive Directors or General Counsel
. TRAVELER: Employees (iDside District Dm to conferences or conventiODS)
APPROVAL SIGNATURE REQUIRED: Supervisors and Department Directors or designee
. TRAVELER: Advisora and Cona~taDts
.APPROV AL SIGNATURE REQUIRED: Deputy Executive Directors
. TRAVELER: Advisory Committee Members
APPROVAL SIGNATURE REQUIRED: Executive Director or designee
. TRAVELER: Employmant Candid-till
APPROVAL SIGNATUBE REQUIRED: Department Director after coordination with
Human Resources
TRAVEL VOUCIIEll: A" Travel Voucber fann should be completed immediatc1y upon return
from a scheduled travel period to verify a111dated expenaca.
A travel voucher form IIUIIt be submitted to Accouots Payable within three worlring days of return
from a travel period when "Advance Travel Payment" has been received.
If no "Advance Travel Payment" has been received. a travel voucher form must be submitted to
Accounts Payable within thirty ctays ofretuming from a travel period.
I
I
PROCEDURE
SOlJTBWEST FLORIDA WATER MANAGEMENT DISTRICI'
NUMBER: 13-' PAGE: 6oft6
TITLE: TRAVEL
SECTIONIDEP
APPROVED:
G ct FINANCIAL REPORTINGIFINANCE
FEC'l1VE DATE: 08/30196 SUPERSEDES: 13-5 Dated 06101196
TRAVEL VOUCHER (coDtbaued):
The pre-printed travel voucher fonn must be typed or completed in ink and authorization documents
(i.e., copies of travel authorization form, agendJ. registration form. etc.) must be attached. Blanket
travel authorization forms on tilt' 'n Finance must be referenced on the Travel Voucher by providing
the TA..:#####.
. Each one-way trip must be enten:d on a separate line oftbc: Travel Voucher. The point of origin
(from) and des.Wmtion (to) must be indicated.
. The first "1cg" (onc-way trip) of travel period must include the actual time departed from the
point of origin and the last "legtl of that travel period must show the time rctumcd and location
of ftDal destination. Hour of departure and hour of return are required for all travel periods.
Continuous travel periods would require rcco:rding the time at the beginning of the first "leg" and
the time at completion of the fiDaltlleg."
. Continuous travel between various destinations must be detailed on the Travel Voucher. Each
"leg" of continuous travel will include a point of origin. destination and associated explanation
of public pUlpole.
. The public pmpose n=quin:mc:ats must be defined on the Travel Voucher by indicating topic of
a m~ (i.e., Meoting on SWIM Issues, Meeting with Deputy Director), type of conference
or convCDtion (i.e.. OFOA Confennce, A WW A Conference). purpose of an event (i.e., ribbon
. cutting for service office), otc.
Goveming and Basin Board membas may elect to submit Travel Vouchers quarterly.
VICINITY MILEAGE: VlCiDity mileage represents miles driven after arrival at and departure
ftom a point of destination to anotber point within the WIle ciiy ollly when ncccssary to conduct
. official busiDaa during the period t'.nNI.iitf!l'Cd "vicinity" travel. Vicinity mileage IDUst be reported
separately on the Travel Voucher foan and an explanation must be included to justify public
purpose. Report date. destiJlation. public pUlpOSC. and beginning and ending odometer readings
(Auto Miles Code 112") on Travel Voucher to provide the required documeDtation.
"Odometer Milcap ToIFrom DcatiDationll (Auto Miles Code "3") is not considered vicinity mileage
(see AUTO EXPENSES for reporting requirements).
SIGNATURES REQUIRED ll'OR TBA VEL VOUCHER: The traveler must sign the form in
ink and secure the appropriate approval authority signatures. as indicated. No one may exercise
signature authority for himself or hmelf, rather. approval\ of a higher level of authority must be
obtained.
.
PROCEDURE
S01J'l'BWEST ft.ORIDA WATER MANAGEMENT DISTRICT
NUMBER: -13-' PAGE: 7 of 16
. TlTI.E: TRAVEL
SECTlONJDIPA
APPROVED:
G & FINANCIAL RBPORTlNOIFINANCE
\IE DATE: 08130196 SlJPERSEDES: 13-5 Dated 06/01/96
SIGNATURES REQUIRED FOR TRAVEL VOUCHER (contillued):
. TRA VRI.~R~ Governing Board and Basin Board members and Excc:utivc Director
APPROVAL SIGNATURE REQUIRED: Traveler is only signature required except as stated
in the Boud Policy when prior approval is rcqWrcd
. TRAVELER: Assistant Executive Director
APPROVAL SIGNA Tl1R;E REQUIRED: Executive Director
. TRAVELER: Deputy ExecUtive Directors. General Counsel and Inspector General
APPROV ~ SIGNATURE REQUIRED: Assistant Executive Director
. TRAVELER: Attorneys
APPROVAL SIGNATURE REQUIRED: Gcm=d Counselor Scmi9l" Supervising Attorneys
. TRAVELER: Directors .
APPROVAL SIGNATURE REQUIRED: Deputy Executive DUectors
. TRA VELD: Employees
APPR.OV AI.. SIGNATURE REQUIRED: Supervisors and/or Managers and Department
Directors or designee
. TRAVELER: Advisors and Consultants
.APPROV AI.. SIGNATURE REQUIRED: Deputy Executive Director
. TRAVELER: Advisory Committee Members
APPR:OV AI.. SIGNATURE REQUIRED: Executive Director or designee
. TRAVELER: Employment Candidates
APPROVAL SIGNATURE REQUIRED: Department Dim:tors upon coordination with
Human Resources
ACCOUNT CODING: All travel fonna re1atiDg to a specific travel period must bear the same
accounting data to properly identify.the traveler's department, section, public purpose and location
as well as the fund and account to be cbargecL
I
I
PROCEDURE
SOUTBWIST noRmA WATER MANAGEMENT DISTRJCT
NlJMBER:.lJ.S PAGE: 8of16
mLE: TRAVEL
SECTIONIDEP~: ~C~G~~ANCIAL REPORTINGIFINANCE .
APPROVED:. ~ \..r ~ DATE: 08130196 SUPERSEDES: 13-S Dated 06/01/96
CLASSFS OF TRAVEL:
Class A and B travel shall include any assigrunc:at On official District business away from official
headquarters when it is considcnd reasonable and necessary to stay overnight and for which travel
expenaes are approved.
Class A Cnntinll()US travel of24 hours or more away from official headquarters and away from
home overnight. This is calculated based on four equal quarta's of six hours each which
shall be a ca1CDdar day (midnight to midnight).
Class B Continuous travel of less that 24 hours which involves ovemight absence from official
headquarters and away ftom home overnight This is calculated based on 6-hour cycles
begiDninl at the hour of departure.
Class C Short or day-time ~s where the traveler is not away from official headquarters
overnight or when travel occurs during evening hours due to special assignment to
conduct District buainess.
PER DIEM: (Relatea to Class A or B Travel Only)
(1) A flat rate up to $SO pel' day (512.50 per quarter day) reqUiring DO receipts for rooms or meals,
or
(2) Reimbursement for the actua1lodging cost for siqlc occupancy to be subatamiated by paid bills,
.as well as the authorized meal allowance rates described below. When lodiing or meals are
. provided at a state institution, the traveler shall be reimbursed only for the actual expense of
tooling or meals not to exceed the maximum allowances.
or
(3) Two or more District employees electing to shan: a room while traveling under Class A or B
travel status must elect the same per diem method of reimbursement (1) Or (2) as described
above. If reimbursement option (2) is elected, only the actual cost of the room as well as the
authorized meal allowances shall be reimbursed.
or
(4) In the case of foreign travel, the trave1ermay choose the State per diem rate as stated above or
the foreign travel per diem rate as authorized by Section It2.061(3Xe), Florida Statutes.
To be eligible for per diem or any _vel expense allowances, the travel must be authorized by the
appropriate approval authority and must meet the public purpose requirement
I
PROCEDURE
SOVTIIWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
SECIlONIDEP
APPROVED:
NUMBER: 13-5 PAGE: 9 of16
: ACCOUNTING & FINANCIAL REPORTINGlFlNANCE
RCTIVI DATE: 08130196 SVPERSEDES: 13-5 Dated 06/01/96
MEAL ~OW ANCE RATES: (Relates to Class C Travel)
To Receive Must Depart Must Retum
Payment "For: Prior To: After Allowance
Breakfast 6a.m. Sa.m. $3
LUIlCh 12 noon 2p.m. $6
Dinner 6 p.m. 8 p.m. $12
Meal allowances will be paid to persons in Class C Travel status whan participating in scheduled
public meetings, seminars, workshops, special assignments or other official business which occurs
outside the normal work assipment of a traveler.
Field staff shall only receive.mCal alloWance(s) when an assigmnent requires overtime status since
their normal work assigmncmt isuin the field. n .
In co~pliance -.yith Intemal Revenue Service, Publication IS, Circular E, Employers Tax Guide,
Class C meal allowance reimbursements are subject to cODSideration as incOme for tax pwpOlles.
When a confmmce or convention registration fee includes meals, the traveler will not be reimbursed
for the mea1a being provided. If the propam for a confere1icc or convention states that breakfast,
lunch or dinner is included in the fee, the traveler is expected to receive that meal without
reimbursement. (Contin~l bIeakfut Is considered a breakfast and is Bot reimbursable when
prQVided. Brunch will be conaidc:rcd at the lunch allowance rate.) Reimbursement for meal expense
will be the. appropriate meal allowance rate repnUc:aa of the actual coat of the meal. The traveler
must absorb any cost above the meal allowaDCC amount. npl will Dot be reimbuned.
AUTO EXPENSES: Mileage will be Jeimbuned at the rate approved by the State legis1ature for
the round trip fi'om the traveler's point of origin 19 point of destination when the traveler is
authorized to use his or her own pel'llODll vehicle for official District business. The following
guidelines apply:
. It is recommended that a District pool vehicle be used for all District travel unless one is not
available or use of a persoaal vehicle would be more efticieat or cost eft'ective. Use of a
personal vehicle sball be authorized by the traveler's Director as deemed appropriate.
. All mileage claimed must be by a usually traveled route from the point of origin to the. point of
destination. Chapter 112.061(7)(a), Florida Statutes, states, "All travel must be by a usually
traveled route. In case a person travels by an indirect route for his own convenience, any extra
costs shall be borne by the traveler; aDd reimburscaumt for expenses sball be based only on such
charges as have been incmred by a usually traveled route. n
.
"
PROCEDURE
SOlJTBWUT nORmA WATER MANAGEMENT DISTRICf
NUMBER: 13-5 PAGE: 10 ofJ6
1'I1U.: TRAVEL
SECTJONIDEPAR
APPROVED:
G & FINANCIAL REPORTINGlFINANCE
CTJVE DA~: 08130196 SVPDSEDES: 13-S Dated 06101196
AUTO EXPENSES (continued):
. Whenever the point of origin and point of destination are within two different city limits
indicated OIl the Florida Depu1meot of Transportation official t:raDspo11ation map, mileage shall
be determined by Using the Official Highway Mileage chart (Exhibit A), which provides the
computed distance from the "town" of origin to the "town" of destination, Dot actual odometer
readings. If either town/city does Dot appear on the chart, or when involved in vicinity travel,
mileage shoqld be shown by actual odometer IP.Adinp, Whenever employees travel between
District service office,. mileage sball be determined by using the District Mileage Chart
(Exhibit B).
. For all continuous travel trips reporting the employee's home as the point of origin (departure
. point), the allowable mileage from the point of origin (employee's home) to the first work stop
shall be the lesser of me actual odometer mileage or the distaDce from the employee's official
headquarters to hisIhet first work stop.
. For all continuous travel trips reporting the employee's home as a final destiDation, the allowable
mileage from the last wozk stop. to the final datiDaDon (employee's home) shall be the lesser of
the actual odometer mileage ~ the distance from the employee's last work stop to bisIher official
headquarters.
. Reimbursement for expeDditUIes relating to the operation, maint~"ce and ownership of a
perIIonal vehicle, other tban mileage is not penDitted.
. Two round trips to an airport may be approved if it is determined to be more economical than
one round trip plus the airport parking fee for the personal vehicle during the scheduled travel.
AUTOMOBILE RENTALS: Bach GovemiDg Board member, the Executive Director, Assistant
Executive Director. Deputy Executive Director. Gcoeral Counsel, attorneys and other individuals
autborizM by the OovmIiDg Board or Executive Director may be supplied a Rental AgeDt;'J Central
Billing Credit Card for their use while OIl Disarict busim:ss. Purchasing will order and distribute the
cards after receiving an approved Credit CardaIK.eys Request faim from the authorized individuals.
An ~ . '.~loyee who is teqWred to use a rental auto, but has not been assigned an auto credit card. may
1"CCjL:.. ... ~ a Rental Agency One Trip Trawl Order (O.T.T.O.). The O.T.T.O. is a substitute for an auto
credle card to be used only onec. Travelen may request the O.T.T.O. by submitting a memo to
Purchasing with a copy their fully executed Travel Authorization fODD attached.
.
,
I
_ PROCEDURE
SOUTBWEST noRmA WATER MANAGEMENT DlSl'RIcr
NUMBER: 13.5 PAGE: 11 of 16
TITLE: TRAVEL
SECl'IONIDEP
APPROVED:
. ACCOUNTING &: FINANCIAL REPORTlNGlFINANCE
EfIl'ECTIVE DATE: 08130/96 SUPERSEDES: 13-5 Dated 06101196
AUTOMOBILE RENTALS (eoDtiDued):
The credit card and C.T.T.O. ate provided by the n:utal agency as part oiits agreement with the State
of Florida. IDdividuals using a credit card or O.T.T.O. are to ensure that the proper discowt is
applied, that DO sales tax is-charged, and that the most economical type ofvebicle to appropriately
accnn"nndate the travel needs is requested.
Class V chicle Size Code
I (A) Sub-Compact ECAR
,2(Bj Compact COAR.
3(C) IntemJ.ediate IDAR
4(E) Full Size 4Idr FDAR
S(V) Mini-Van MVAN
AIR TRAVEL: It is the responsibility of the scheduling department to dc:termine the most
economical method of travel prior to making reservations. Reservations may not be made wtil
appropriate travel authorization requimncn1s have been met. The: District's ccmtract Travel
Ammgement Services provider should be utilized exclusively for requesting estimates and booking
flights unless substantial savings, can be n:alizcd by utilizing another source. The respective
department is responsible for making, changjng and/or cancelling reservations. All ~ial
flights will be'coach class unless not available. .
Air Travel Cards are credit cards accepted by most major airlines for flights limited to North
AIpcrica. These cards ate orckmt, assigacd and distributed by Purchasing Use Credit CardsIKcys
Request form to request an air1rave1 card. Normally, these cards ate only issued to Govcming Board
members, the Executive Director, Assisnmt Executive Director, Deputy Executive Directors~ GcDeral
Counsel, Directors and Attorneys. Other staff'may request air travel cards only after obtaining
authorization from the Executive Director.
-Travelers must retain the passenger receipt from the used airline ticket (last page of ticket). Upon
return to the District, this receipt must be forwarded to Acc:ounts Payable within three business days
with the travelers siguature and appropriate account coding on tho copy.
CHARTER FLIGHT SERVICE: This service is to provide specific traDsportation to attend
meetings, etc. in order to conduct District business (overflights are excluded from this procedure).
Requests for GovemiDg and/or Basin Boud 1DCIDben, Executive Director, Assistant Executive
DUector, Deputy Executive Directcln and Gaaal Counsel charter flights will be lII'IDged through
the Executive Department after receiving approval as stated in the Policy. The use of charter flights
by staff members should be an cmccption and must be authorized by the Executive Director. A
requisition (RX) must be entered into the fiDancial system ;with the flight schedule information in
order for a purchase order to be processed.
I
PROCEDURE
SOtJTIIWEST FLORmA WATER MANAGEMENT DISTRICT
nTLE: TRAVEL
SECI'IONIDEPAR
APPROVED:
NUMBBR:" 13-S PAGE: 12of16
(] & FINANCIAL REPORTING/FINANCE
DATE: 08130/96 SUPERSEDES: 13-5 Dated 06101/96
CBARn;R ~IGHT SERVICE (coDdaued):
Purchasing will process the request in accordaDcc with Board Policy 150-1 and District Procedure
15-1 gQvemirig procIJI'emm1t practices. which includes contracting for services with an appropriate
charter flight seMee. obtaining tho required services at the best responsible price (consistent with
trip requirements and safetY). and C8IIC':lIiT1g1chllTlging the services requested upon receipt of
notification from t4e requesting department. Emcqency ammgements may be made directly with
~hluring who will then notify tho Executive Department and request preparation of the required
documents.
Under nOrmal circumstances. payment of or reimbursement for travcl by private or company-owncd
or charter plane shall be no greater than that allowed for t"nmmercial (coach clasa) air travel rate for
equivalent distance.
BOTELlMOTEL ACCOMMODATIONS: Lodging expense is reimbursable to authorized
District travelers requiring ovemight absence away from official bcadquarters anet home under
Class "" or B tra~l. The traveler may not receive rcim.bUrscmcnt for lodging within tho local area
unless authorized by the Deputy Executive birector ofManagemc:nt Services.
In order to achieve a cost savings to the District, the District may contract directly with the
hotellDiotel.
On occasions when the traveler's tlight schedule or ending time of a conference prevents rc:tumiJig
home by a reasonable hour. the Department DiJectormust detennine whether an additional ovemight
accommodation is warranted.
EMERGENCY EXPENSES: Emergency expenses that arc not related to travel should not appear
on the Travel Voucher. Paid invoice or J'CCCipt for such cxpc:nses must be submitted for
reimbursement through petty cash or. if over S2S, Qy submitting a check request to Accounts
Payable.
OTHER EXPENSES: When expenses lie incidl!llt:Rl to travel. m:eipts abal1 be attached to the
Travel Voucher and explained brict1y on the fODD or. an attached memorandum. Receipts are
required in all cases except when rec:eipts IR not posslo1e (i.e.. plOrking meters). An explanation
must be included to explain wb&m no receipt is available. If proof of payment or explanation is not
submitted, reimbursement cannot be authorized.
I
PROCEDURE
SOUTIIWEST nORmA WATER MANAGEMENT DISTRICf
NUMBER! 13-S PAGE: 13 of16
TITLE: TRAVEL .
SECI'lONIDEP~: ACC9~~~~CIAL REPORTINOIFINANCE
APPROVED: ~ ~ ~ DATE: 08130/96 SUPERSEDES: 13-5 Dated 06/01/96
OTHER EXPENSES (coBbaeel):
Other authorized expenses include:
1. Tolls for road,.bridgc, fen'y, etc. (receipta required when available)
2. Parking and storage fees (mcCpIs required - except meter parkiDg)
3. Long distlmC(e .telephaae charges- for busiDcss PUIpOses (receipts requiRd - except when coin operated
devices are IIICld)
4. Nominal telephone expenses. for business pwposes (receipts requiRd - except when coin Operated
devices are used)
5. Taxi fare or other similar transportation costs associated with attl!nm"g business functions or
going to (from) the hotel (receipt required) .
6. Conference or convention registtation fee paid directly by the traveler while attending a
conference or convention serving the public purpose on behalf of the District (receipt required)
7. State sales tax paid directly by the traveler on purchases directly related to District business
(receipt requireci) . _.
. ~"" __ tI#IIdIM 10 r,..1 y...,..", /.daIIfy J1ll6& ~ of <<JdI r:tIlJ/rlI' Y1IUdI,...."...", U NfW6MtJ.
Expenses not reimbmsab1e are:
1. -Tips or gratuities
2. Personal telephone calls
3. Excess baggage charges unless charges ~ for District equipment
Lost or missing receipts will require a statement signed by the traveler with Department DiIcctors
approval in order to receive reimbursement.
Other travel expenses not detailed in the Procedure sbal1 be handled by exception with Deputy
Executive Director's approval.
TRAVEL ADVANCES: Advance payment for official travel may be authorized by the Executive
Dilector or designee for Class A or B travel when the traveler anticipates substantial travel expenses
(i.e.. lodging, meals, puking) and requests funds to cover the associated travel costs. Travel
advances will Dot be autboriml for C1aas C travel expenses. The miDimum travel advance amount
is SSO. The mltximum travel advance sba11 DOt exceed 80 percent of the estimAted cost for official
travel excluding any payments made directly by the pistrict. The travel advance will genma1ly be
made to the traveler on the Thursday prior to bisIba' departure.
Advance payment (or the traveler's credit cani authorization) for one night's lodging is usually
required'to guarantee a nservaUOD if the tramer will &Dive a:fter 6 p.m. and may be required to
:reserve a room at a pIofcXled group late. The District may nimburse this one night guarantee as an
advance to the traveler ifthc traveler does not provide a cn;dit card authorization. The advance. if
required, will be made to the traveler prior to 1he due date established by the hote1lmote1.
PROCEDURE
SOUTHWEST nORlDA WATER MANAGEMENT DUTRICf
NUMBER.: 13-' PAGE: 14 of 16
TITLE: TRAVEL
SECI10NIDEPAR
APPROVED:
: ACCOUNTING & FINANCIAL REPORTlNGIFlNANCE
In:CTIVE DA.TE: 08130196 . SUPERSEDES: 13-5 Dated 06/01/96
"IRA VEL ADVANCES (continued):
As soon as possible after the employee 1eams of a travel assignment, and an advance is desired, the
emplo~'ee should complete a Travel Authorization fOJIll BDd mark the "Advance Travel Payment
Requ: ',red" section. The request mUlt be approved by the employee's Department Director before
paym:.: ut can be processed.
Within tbI= working days after returning to the District, the traveler who received a travel advance
is required to submit a completed Travel V ouchcr. The amoUnt of the travel advance is to be
deducted ftom the travel cxpCnaes claimed and any excess travel advance amount must be
reimbursed to tJ:1c District when submitting the Travel Voucher.
CONTINUOUS TRAVEL STATUS: Those employees on continuous travel status may receive
a contlnuous 1rave1 advance in an amount not to exceed 80 percent of expected travel expenses for
a two-week travel period. Continuous travelers are defined as employees who routinely travel
overnight. These employees QIl continuous traved status must complete .. Travel Voucher on a
weekly basis to document their actual travel expenses. If an eQlPloyeic is no longer ~ continuous
. travel status, any coDtinuoua travel advance amount in excess of actual expenses must be retundcd
to the District within three ~ days.
77ae .&eative Director ",.y modify or interpNt this Procedure.
, ~;,
l
. "
I
PROCEDURE
SOlJTllWEST ll'LORlDA WATER MANAGEMENT DISTRICT
NUMBSIt: 13-5 PAGE: 15 of16
TITLE: TRAVEL
SECTlONIDEPAR
APPROVED:
G &; FINANCIAL REPORTING/FINANCE
DATE: 08130196 SUPERSEDES: 13-5 Dated 06I01/~6
EXHIBIT A
'OmCIAL mGBW AY MILEAGE CHART
Whenever the point of origin ami point of destination arc within two different city limits indicated
on the Florida Department ofTnmsportation official transportation map. mileage shall be determined"
by using the OfficW Highway Mileage chart providing the couiputed distance from the "town" of
origin to the "town" of destiMtion, not actual odometer readinp.
To use the mileage chart, detennine the town of origin and town of destination. Locate both on
chart. Placer ruler along step beneath town appearing closest to the right. Follow across to
intersecting column beneath town appearinJ closest to the left. The number at the intersection
represents the one-way mileage between the two. towns. This is the mileage to be reported when
traveling between the city limits of two cities or towns appearing on the mileage chart.
EXAMPLE: City of Tampa to City of 8t. Petersburg = 20 miles
NOTE: This "Official Highway Mileage" chart is printed on the cum:nt Florida Official
Transportation Map which is available in each DeparlmcDt.
. ,. .'17 IU '"
6n ." IJ ... .
1M ".....
_ I. '" .ra
III .17 41 a.
.. ,. IJ ".
.n m D_
... a. ,. 'G
:0:11 ,.' ... II'
... III ... IJ
,., ....-
... ,p at .,
., I. It_
.......
. .. .to
It_
'. ..
...
~ ' . "
.
.
PROCEDURE.
SOVTBWEST nORmA WATER MANAGEMENT DISTRICf
TITLE: TRAVEL
SECnONJDEPAR
APPROVED:
NUMBER.: "13-5 PAGE: 16 of 16
G &: FINANCIAL REPORTINGlFINANCE
CI1VE DATE: 08130/96 SVPERSEDES: 13-5 Dated 06/01196
EXHIBIT B
DISTRlCI'MlLEAGE CHART
Documented Mileage for Most Direct Route
Between Semce Offices
- HeadquarterslBrooksville
HeadquartcrslBrooksville
HeadquarterslBrooksville
HeadquarterslBrooksville
Tampa Service Office
Tampa Servtce Office
Tampa Service: Offi~
.Bartow Service Office
Bartow Service Office
Inverness Service Office
Bartow Service Office
Venice Service: Office:
Tampa Service: Office:
Inverness Service: Office:
.~ .,~., ..
Venice: Service Office Inverness Service Office
· These miles were detenDined by combiDiDa the ~8 poiD1s far which miles have been documented.
Three of the five District service: offices are not located within the limits of a city. Therefore, the
mileage to these service offices caunot be detcrmiDcd usiDg the Official Highway Mileage chart.
These service offices are called: Brooksville Headquirters, Tampa Service Office and V c:nice
Service Office.
The documented mileage between service offices II listed in the above chart sba1l be. used whenever
a District traveler is traveling bctweea Dis1rict service offices. Iftbcn: are cxtImuatiDg or unforeseen
circumstances, such as a demur, which require the District traveler to take another longer route, an
explanation as to why the mileage reported is p:atcr than the documented mileage on the above
chart must be included with the travdc:r's suhrqi~ Travel Voucber aDd approved by the authorized ..
signers. .
'1.'lbe mileage between the Bartow and In"~!1ICSI service omce\s reflects the OftiGia1 1ti&bway Mileage dw1
miles siDce tbese two senicc oftica _1oc:ated \' ... ;n tile limi1s.