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COOPERATIVE FUNDING AGREEMENT FOR ALLIGATOR CREEK IMPLEMENTATION PROJECTS PHASE II (L054) AGREEMENT NO. 04CON000003 COOPERATIVE FUNDING AGREEMENT BETWEEN THE SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT AND CITY OF CLEARWATER FOR ALLIGATOR CREEK IMPLEMENTATION PROJECTS, PHASE II (L054) 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 the 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 DISTRICT's cooperative funding program; and WHEREAS, the project consists of design, permitting, and construction of channel improvements, a treatment pond and bridge and culvert replacements, 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 Page 1 of 7 ~ Any changes to the above representatives or addresses must be provided to the othe r party in writing. 1.1 The DISTRICTs 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 DISTRICTs 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 DISTRICTs 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 DISTRICTs 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 Governing Board 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 DISTRICTs share of the PROJECT costs in accordance with the Project Budget contained in the Proposed Project Page 2 of 7 Plan set forth in Exhibit "8." 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 proposed 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 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 Implementation Projects, Phase" (L054) agreement between the Southwest Florida Water Management District and the City of Clearwater (Agreement No. 04CON000003 ), are allowable, allocable, properly documented, and are in accordance with the approved project budget." 3.5 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 December 31, 2010, unless terminated, pursuant to Paragraph 3.5 above or Paragraph 9 below, or amended in writing by the parties. Page 3 of 7 " 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. 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's fees on appeal arising from the negligent acts or omissions of its officers, employees, contractors and agents related to its performance under this Agreement. 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 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. Page 4 of 7 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. 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 DISTRICT's 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. DISADVANTAGED BUSINESS ENTERPRISES. The DISTRICT expects the CITY to make good faith efforts to ensure that disadvantaged business enterprises, which are qualified under either federal or state law, have the maximum practicable opportunity to participate in contracting opportunities under this Agreement. Invoice documentation submitted to the DISTRICT under this Agreement must include information relating to the amount of expenditures made to disadvantaged businesses by the CITY in relation to this Agreement, to the extent the CITY maintains such information. 16. ASSIGNMENT. Neither party may assign or transfer its rights or obligations under this Agreement, including any operation or maintenance duties related to the PROJECT, without the prior written consent of the other party. 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. 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 Page 5 of 7 <I 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 "8," Exhibit "A" Exhibit "8" 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 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. SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT By: .~/~h David L. Moore, Execuflve Director /6---1 r -";. Date CITY OF CLEARWATE~t JJBY: ~6 b ljv- William B. H e III, City Manager ~:i03 I Date ATTEST: COOPERATIVE FUNDING AGREEMENT BETWEEN THE SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT AND CITY OF CLEARWATER FOR ALLIGATOR CREEK IMPLEMENTATION PROJECTS, PHASE II Page 7 of 7 DISTRICT APPROVAL ~~S ... P~1~ LEGAL C:J ~~ RISK MGMT ~A CONTRACTS rl! /(){O~ RM DEPTDIR 9 ~ 7 DEPUTY EXEC DIR .(,. GOVERNING BOARD ~. f 1 ~Zfp--D3 (j AGREEMENT NO. 04CON000003 EXHIBIT "A'l SPECIAL PROJECT TERMS AND CONDITIONS 1. CONTRACTING WITH CONSULTANT AND CONTRACTOR. The CITY has engaged the services of a consultant, hereinafter referred to as the IICONSUL TANT, II to design and may engage the services of a contractor(s), hereinafter referred to as the IICONTRACTOR,II to construct the PROJECT in accordance with the Proposed Project Plan previously submitted to the DISTRICT and attached as Exhibit IIB.II 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 February 28, 2004. 2. APPROVAL OF BID DOCUMENTS. The CITY must obtain the DISTRICrs written approval of all construction bid documents prior to being advertised or otherwise solicited. The DISTRICT will not unreasonably withhold its approval. The DISTRICrs approval of the construction 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 DISTRICrs 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 PARTICIPATION IN SELECTING CONSULTANT AND REVIEW OF CITY'S SELECTION OF CONTRACTOR. Upon notifying the CITYls Project Manager, the DISTRICT will have the option of participating as an evaluator in the CITY's process for selecting the CONSULTANT in accordance with Section 287.055, F.S. The CITY will provide the DISTRICT with a tabulation of CONTRACTOR bids and a recommendation to award. The CITY must obtain the DISTRICrs 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 DISTRICrs prior written approval of all contracts entered into with its CONSULTANTS and its CONTRACTORS as referenced above in item number one of this exhibit. The DISTRICT will not unreasonably withhold its approval. Page 1 of 2 5. COMPLETION DATES. The CITY will commence construction on the PROJECT by December 31, 2004, and will complete all work on the PROJECT within 5 years of said construction commencement date. 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. Page 2 of 2 AGREEMENT NO. 04CON000003 EXHIBIT "B" PROPOSED PROJECT PLAN Project Description The Watershed Management Program includes five major elements: Topographic Information, Watershed Evaluation, Watershed Management Plan, Implementation of Best Management Practices (BMPs), and Data Management of Watershed Parameters and Modeling Updates. Implementing watershed management programs with local governments is one of the Comprehensive Watershed Management (CWM) initiative strategies. A watershed management program provides a method to evaluate the capacity of a watershed to protect, enhance, and restore water quality and natural systems, while achieving flood protection, and measure the effectiveness of the strategies and goals of the CWM initiative to reach the desired watershed condition through data analysis, modeling, projection, evaluation, decision, and implementation of BMPs. The first three elements of the Watershed Management Program for Alligator Creek have been completed. The Alligator Creek Watershed Management Plan was developed in cooperation with the DISTRICT, Pinellas County, Safety Harbor and the CITY and was completed in June 1997. The Basin Board provided funding ($600,000) to develop the plan. The implementation of BMPs is now occurring, where individual best management practices are implemented through, design, permitting, development of construction and bid documents, land acquisition and construction. The Kapok Wetland and Floodplain Restoration Project is in the design and permitting phase, funding has also been provided for construction. Several BMPs have been fully implemented and include: . Stabilization of Alligator Creek Channel B between SR 590 Moccasin Park; · Moccasin Lake Park Sediment Sump and Re-hydration; and . Cliff Stephens Park Dredging and Sediment Sump. Implementation of the proposed BMPs, with FY2004 funding, will address flood protection issues in the reach of Channel A from Belcher Road to U.S. 19, and Channel J and H, and improve water quality in Channel G. FY2004 funding will be used for design, permitting and construction of: . Clearing and snagging operations in Channel A between Belcher Road and N.E. Coachman Road; . Widening the channel between N.E. Coachman Road and U.S. 19; . Bypass Channel from Channel A to the Offline Solid Waste Station Treatment Pond; · Larger box culverts at the entrance road to the Solid Waste Transfer Station; · An off-line treatment pond; Page 1 of 4 · Replacement bridge spans for Old Coachman Road and N.E. Coachman Road; · Widening of Channel A between U.S. 19 and Cliff Stephens Park; and · Erosion control measures in Channel G. Scope of Work To accomplish the PROJECT, the CITY will complete the following tasks: Task 1. Desion and Permitting - The CITY will proceed with final design and prepare a design report describing the design including calculations. The CITY will also prepare an Environmental Resource Permit (ERP) application and obtain a construction permit for each project. The CITY will submit two copies of a 70 percent draft of the design report and the ERP application(s) to the DISTRICT for review and comment. The CITY will incorporate the DISTRICT comments into the design report and application and submit one copy of the final documents to the DISTRICT. The CITY will provide the DISTRICT with one copy of the approved ERP for each construction project. Task 2. Construction Documents - The CITY will prepare construction drawings, specifications, and Bid Documents using industry standards specification format, tailored for each of the construction project(s). The Bid Documents will include all the information necessary to solicit bids and for guiding the contractor during construction. Task 3. Construction - The CITY will construct the improvements and monitor construction through surveys, observations and materials testing to give reasonable assurance that the work will be performed in accordance with approved plans and specifications. Upon completion of the construction, the CITY will provide the permitting agencies the required information, including but not limited to construction record drawings and quality assurance testing data. Project Deliverables The CITY will provide 1 copy of the following documents to the DISTRICT in accordance with the above Scope of Work: Task 1. Design and Permitting - Draft and final design reports, and ERP applications for each element of the PROJECT. Task 2. Construction Documents - Construction documents for each element of the PROJECT. Task 3. Construction - As-built drawings and quality assurance test results. Page 2 of 4 Project Budget Task Descriotion Task 1 Task 2 Task 3 Total: DISTRICT CITY $70,000 $30,000 $900.000 $1,000,000 Design and Permitting Construction Documents Construction $70,000 $30,000 $900.000 $1,000,000 Project Schedule Activity Notice to Proceed to Consultant Task 1 - Design and Permitting DISTRICT Review of draft reports and ERP application DISTRICT Review of final design report Finalize design and obtain permits Task 2 - Construction Documents District Review of Construction Documents Finalize Construction Documents Task 3 - Construction Commence Construction Reimbursement for design, permitting and Construction Documents Complete Construction DISTRICT Review of as-built drawings and quality assurance test results Page 3 of 4 TOTAL $140,000 $ 60,000 $1.800.000 $2,000,000 Comoletion Date 02/28/2004 09/30/2004 10/30/2004 12/31/2004 10/30/2004 12/31/2004 12/31/2004 12/31/2004 12/31/2009 01/31/2010 ATTACHMENT 1 Alligator Creek Implementation Project Phase II ..0 19 N A o 0.5 1 ~ I scale in miles Page 4 of 4 ( <!P ~gt ~ I PROCEDURE S01JTBWlST J'LORlDA WADaMANAGDIENT DISTRICT OFFICIAL HEADQUARTERS: 1bis is the office, field office or location where the travelor is normally asiigned and ftom which that perIOD pcrfozms the majority of hisIher duties. Bach employ~e's official headquarton ~ be the same as that indicated in the area marked nLOC^TION:" on hiiIhcr position dcacriptioa, except that: . . a) The official ~ ofan employee loeated in tho ficId sball be tha city or town nearest to. the area whcR the uuUoDty ofhillb:lr work is ~ or such other city, towD, or area as may be designated by.the District JII'Ovided that in all cues such dcaigaauon must be in the beat interest of the District and DOt tor tho CODVmUcace 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 shall be deemed to be their official headquarters. and they sbal1l1Ot be allowed per diem or subsistonce after the said period of 30 CODtinuoua workdays baa elapsed unless this period of time is extended by the ~ss approval of the Executive Director or designee. c) When in the best interest oftha District. employees may identiiY their homo address as "point of origin" for.a specific travel period if approved by their supel"Viso( on the travel authorization fonn. It is in the best iJlterest oftha District when the employee's homo is ncuer the point of destination than biaIber official hcadquartcn. If departure ftom home is for the convenience of the employee and tbrther fiom the point of deatiDation than the offtcial headqWU'tcrs, the reimb1U'SC11lCDt will be authnri. for 1be CODStIUctive distaDce from tho official headquartcn to the point of destination (the lesser oftlJa two). The official beadquartcrs of GovcmiD& and Basin Board memben is their home address. .Board members will be reimbursed for actual muad trip ,,"IMgO 1iom tb8ir home Iddress to the destination when traveling on Dia1rict business. To establish the mil..~ BoIId memberI may provide the odometer reading for a IOUDd trip to their nplarm-ttn11ocatioD(S) foDowiDa tbair first trip to that destination. If Board members change their hOmo addreu duriaa their tam in office. the mileap shall be ~rrectcd by providing a repllccmmat octomaterroading indicating the date cbmp occuued. TRAVEL AUTHORIZATION:. 'Ibis form mast be used by aU District employees for tho followinl purpoaea: . To obtain authorization to travel and iDem travel rclatDd cxpcDSe8 (mc1wles tIainiDa sesaioDs conducted at otbar District oftlces) . To request registration fee paymeota . To request travel advances. I . PROCEDURE SOlJTllWJ:Sr J'LO~ WATER MANAGEMENT DISTRICT TITLE: TRAVEL SEcrIONJDEP~; ACC APPROVED: . NUMBER:- 13-5 PAGE: 3 of 16 0& PlNANCIAL RBPORTlNGlFJNANCB CTIVE DATE: 08130196 SUPERSEDES: 13-S Dated 06101196 TRAVEL AUTHORIZATION (coatlaued): Governing Board members must. WID the trawl authorization form for prior approval of aoa-scheduled travel outside the District iDcludina aite:nm.nCf! at confc:rences or CODventiODS. All scbeduled travel for Oovcmin& Board mmnbCII outside the District iDcluding attendance at c:onfereDces or convcmtioDs zaJUirca prior approval tbrouab the COD8f1Dt apnda of a regular monthly Oovcming Board meetiag. Buin Board members must WID 1be travel authorization .form for prior. approval of aU travel (iDcluding to Govcmiug ~ meotiDp) other than travel to Basin meotiDgs. CODSUltana and. advisoD sball bel authorized u travelcli of tho District UDder tho terms of a contrad or agreement executed by the Bxacutiye Director or AasistaDl Executive Director. Advisory committee members sba1l be authorized II travelan of the District by b1aDket travel .authorization with attached Ust of all individuala aelcct.ed by tho Bucutivo Director to serve on ~. committee. Thia listing shall be updated by the Executive Department wlum membcn are removed or added to the: list. Employment candidates for m.n.~t or professicmal poaitious sba11 be authorized II travolan of the District under a travel authorization form prapaNd by tho Human Resources DcpartmeDt ropRSODtative at the time kavel ~pmCDtlIre made. The Travel Voucher form will also be prepared by the Human Resources Department rqnsentativc in colQuncUan with the typo of reimbursement agreed to by tho candi~. Calld;m.te will be aakod to 'sian the authorization IDd travel vouchei fODDS upon arrival for the interview. The form must define the publiC pUlpOsc and includo dutination. dates of travel, modo of transportation. estimated cost and required approval authority aipatuRs prior to Icb.e<<lu1n.1 the travel. ThepR-printcd fonn must be typed or completed in ink. A copy ofthc fully oxecutcd Travel Authorization must be onfilo in the travelor's dcpartmcat prior to departuro for all travel purpOSCll and remain on file for the current fiscal year plus ODe year. BLANKET TRAVEL AUTHORIZATION: If an employee travels regularly for wOIk assip1)')P.fttA to a particular loc.ati"" or similar Ioadicms. a "blan1no.t" travel authnri-non form should be completed to COy. the CUlRDt fiscal year (or requiIecl travel period for tho ..il""'~) IDd placed 011 file in the FiDaDcc Dopartmaat. Tba form must be sipel by the traveler andlD required approval authorities. PROCEDURE' SOUTIIWEST PLORIDA WATER MANAGEMENT DISTlUcr TITLE: TRAVEL. SECl10N/DEPt%:: AC APPIlOVED: . NUMBD: 13-5 PAGE: o4oftlS UNTJNG &. FINANCIAL RBPQRTINGIFINANCB DATE: 08/30196 SUPIIlSEDD 13-5 Dated 06101196 BLANKET TRAVEL AUTHORIZATION (coatlaued): · The completed travel authorizatioD form abaIl iDdicato an .u needed. status. · The white IUd pink copies oftbc travel authorizatiOD form must be submitted to the Accounts Payable acctiOll oftbc Finance Dep~ for the Finance file ofrccord. TU yellow copy must be p!tAined in thD traveler's dcpartmcDt file for tIul current 1iscal year plus one year in compliance with the State Retention Schedule. · Bach time a Travel Voucher is BUbmittcd utiliziDl a blanket travel authorizatioa. the traveler must reference the-TA m:mJJJ on the Travel Voucher fann. · A master blanket travel authorization may be submitted to cover alllocatiODS within the District boundaries. although, for replar work aasipunentl outside District boandariClS a. separate "blanket.. travel ~thorizatiOD will be required for eaCh specific location. - · BlaDket travel authorizatiODl do DOt indicate tho point of origin. The travel voucher submitted for this type ofavel will document tba poiDt of oriain approved by the supervisor. SIGNATUBI'.S REQUIBED FOR TBA VEL AlJTIIORIZA'nON: Tlw traveler must sign the fomi in ink and secure the appropriate approval authority sipatures 18 iDdicated. No one may oxerciaa signature authority for ldmqJfor hcno1f, mthcr. approval of a higher level of authority must be obtained. · TRA VEI.1r.R: Governing Board membels (raquired for DOD-Icheduled travel outside District including conferencca or CODvcntions OII1y) APPROVAL SIGNATURE REQUIBED: Govcminl Board Cbainnan or Vice Chainnan · TRAVELER: Buin Board memlxn (RqUired for all travel includins Govamins Board meetings; Dot required for Basin Board meotiDp) APPROVAL SIGNATURE RlQUIIlED: Buin Board Cbai1man Ex-ofticio or Governing BOaM ChaiImm or Vice Ch....- · TRA YELER: Executive Director (required for travel outside the District boundaries and to attend CODfcrencea or CODVCDticma) APPROVAL SIGNA~ REQUIRED: Governing Boarci Chairman or Vic:o Chairman · TRAVELER: Assistant Executive Director APPROVAL SIGNATURE JU:QUIUD: Bxocutivo Director I PROCEDURE S01JTHWIST nORIDA WATER MANAGEMENT DISTJUcr nTLE: TRAVEL Sl:cnONIDEPAR'0tACCa APPROVED: . NUMBEIl: "13-5 PAGE:' 0' 16 o &: FINANCIAL REPORTINOIFINANCE DATE: 08/30/96 SUPERSIDElI13-S Dated 06101196 SIGNATURJ!:S REQUIRED FOR TRAVEL AlJTBORIZATION (eoDtlDUld): · TRAVELER: Deputy Executive Directors, General Ccnmsel aDd Iuapector 0eDInl APPROVAL SIGNATURE REQUIBED: Executive Director or AsailbmtExccutive Director . TRAVELER: Attomeya APPROVAL SIGNATURE REQUIRED: General CaUDIel . TRAVELER: Directors . APPROVAL SIGNATURE REQUIRED: Deputy Executive Directors · TRAVELER: Employees (outside tho state) APPROVAL SIGNATURE REQlJIIUID: Supervisors aDd Department DiJectors. and Deputy Executive Directors or Genal CoUDSel; and AsIIi&taDt Executive Director or his designee. - · TRAVELER: Employeca (within state outside District or to conferences or conVClltions) APPROVAL SIGNATURE REQUIllED: Supervisom andpepartmellt Diractan ad Deputy Executive Directors or Genal Counsel · TRAVELER: Employees (hWdo District Gl to CODfermu:es or conventions) APPROVAL SIGNATURE REQUIRED: Superviaon and Department DiJectora or deaignee · TRAVELER: Aclvison and ~tanta .APPROV ~ SIGNATURE REQUIRED: Deputy :Executive Directors . TRAVEl .D~ Advilory Committee Mcmben APPROVAL SIGNATURE REQUIRED: Eucutive Director or doaipee . TRAVELER: Employment Caudidataa APPROVAL SIGNATURE RlQUIRED: Department Director after coordination with Human Resources TRAVEL VOUMRR~ A Travel Voucher fonn should be complotCld imme<liatdy upon return from a scheduled travel period to verify all related ap&mICI. A travel vouchc:r form DUIIt be submitted to Accounta Payable within three working days ofretum from a travel period when -Advance Travel Payment" hII been RCCived. If no "Advance Travel Payment- has been received. a travel vouchor form mult be submitted to Accounts Payable within thirty days ofretumiDg 1iom a travel period. I PROCEDURE SOU'l'llWJ:ST rLOllIDA WATER MANAGEMBNTDISTRlCT NUMBBa: 13-5 PAGB: 6 oft6 TITLE: TRAVEL SECTlONJDEP APPROVED: G & FINANCIAL RBPOR.TINGIFINANCB fBC11VE DA.TI: 08130/96 SUP&RSJ:DES: 13-5 Dated 06101196 TRAVEL VOUCHER (coDbaed): The pre-printed travel voucher fonn must be typed or completed in ink and ~on documents (i.e., copies of travel authorization form. apada. reptration form, etc.) must be attachccL Blanket travel authorization fODDS On filt- 'Ii PiJumce must be raferenced aD the Travel Voucher by providing the TA-###I##. . Each one-way trip must be catacd on a KpIIrBte liDC of the Travel Voucher. The point of origin (from) and. ~on (to) must be indicated. . The tint "leg" (one-way trip) of travel period must include the actual time departed ftom the point of origin and the last "leg" of that travel'pcrlod must ahow the time rotumed and location of bal deatination. Hour of departure 8Dd hol1l' of return are required for all travel periods. ContinuoUl travel periods would require rec:ordiDg the time at die bopirlg of the first "log" and the time at completion of the fiDaI Hlol- " . Continuous travol between various destiDations mUst bo detailed on the Travel Voucher. Each "leg" of continUOUl travel will include a point of origin, dePinAUon and associated explanation of public purposo. . The public pmpoae requirements must be defined on the Travol Voucher by indicating topic of a meeting (i.e., MectiDs on SWIM Iuuea, MeotinS with Deputy Director). typo of conference or convention (i.c., GFOA ConfcnDcc. A WW A Coafcnnco), purpose of us event (i.o., ribbon . cutting for service office), ctc. Govemiug 8Dd 'Baain Board members may elect to submit Travel Vouchers quarterly. VICINITY MILEAGE: Vicinity mileage repraaents miles driven after urival at and. departure from a point of destination to anot1u:r point within the laID. city oDly when JlClCCIIII')' to cnnmlet . official buaiDas during tba period "4Jllidcrccl -vicinity" travel. Vicinity mileage mut be reported separately on the Travel Voucher form and. ID cxpl.".~ muat be included to jUltify public purpose. 1lcport date, destination. public PUIpOIO, and lvJg;""ingand ending odometer RadinI' (Auto Miles Code "2-) on Tnvel Voucher to provide the n:quired documentation. "0domctcrMileage ToIFlOI'Il DcatiDationn (Auto Mil. Coda "3") illIOt CODSidcrecl viciDitymilcage (sco AUTO EXPENSES for rcportiDg rcquinmcots). SIGNATURES REQUIRED :rOR T'JlA VEL VOUCIIEB.: The traveler must sign the foIm in ink and secure the appropriate approval authority lignaturea as indicated. No 0Jl0 may ourciJe signature authority for himself or hmc.lt lather, approval of a higher level of authority must be obtained. PROCEDURE SOUTBWIST FLORIDA WA.TER MANAGIMINT DISTRICT NUMBEIl: .13-5 PAGE: 7 of1' Tl'1'LE: TRAVEL SECTlON/DEI' APPROVED: G &: FINANCIAL REP~R.TlNOIFINANCB DATE: 08130196 SUPERSEDES: 13-5 Dated 06101196 SIGNATURES REQUIRED FOR TRAVEL VOUCHER (coutiDued): . TRAVELER: Govemina Board and Basin Board members and Bucutive Director APPROVAL SIGNATURE REQUIRED: Tmveler is cmIy signature IeqUiled except as stated in the Board Policy when prior approval is required . TRAVELER: AuiJtaDt'Bxeeutivc Director APPROVAL SIGNA11JR.E REQUIRED: Executive Director . TRA VELE1l: Deputy ExecUtive Directors. Gena Counsel aDd lDapector Gcmeral APPROV AI:- SIGNATURE REQUIRED: Assistant Executive Director . TRAVELER: Attorneys APPROVAL SIGNATVBE REQUIRED: General COW1Sel or Scni9l' Supervising Attorneys . TRAVELER: Directors . APPROVAL SIGNATURE REQUIRED: Deputy Executivo DiJectorB . TRA VELD: Employees APPROVAL SIGNATURE REQlJIBED: Supervisors and/or Managers aDd Department Directon or desipec . TRAVELER: Advisors and Consultants ,APPROVAL SIGNATURE REQUIRED: Deputy Executive Director . TRA VELD: Advisory Committee Membcn APPROVAL SIGNATURE UQUIRED: Executive Director or dasipeo . TRAVELER: Employment C.J1Ildidates APPROVAL SIGNATIJRE REQUIRED: Department Directors upon coordiDation with Human Rcaources ACCOUNT CODING: All travel forma relating to a specific travel period must bear the same accounting data to propcriy identify ,1ha travc1er's department. section. public pmpose and location as well as the f\md aDd accouot to be cbarpd. I PROCEDURE SOUI'llWEST J'LORJDA WATER MANAGEMENT DISTRICT TITLE: TRAVEL SEC'I10NJDEPA.ll~: A C~G~_~ANCIAL REPORTINGlPINANCE APPROVED: ~ . ~ DAft: 08130196 SUPDSDES: 13-5 Dated 06101196 NUMBD:'13.' PAGE: 8oft6 CLASSES OF TRAVEL: Class A and B travel shall include any assipmart On official District busiDeu away fiom official headquarters when it is MIUIidered.l'Cl8ionab1e and JJeC'lllW}' to stay overnight Bnd for which travel expcmses are approved. Class A Cno~qJlOU8 travel of24 hours or more away from official headquarters and away ftom home overnight This is calculated based on four cqua1.quarters of six houm each which shall be a ca1CDdar day (midni~ to midnight). Class B Continuous travel..ofless that 24 hOUll which involves overnight absence from official headquarters and away from home overnight This is calculated based on 6-hour cycles begiDDing at the hour of departme. Class C Sholt or day-time ~ps where the tmvcler is not away from official headquarters ovemipt or when travel occura during evaaiug houn .due to special auipment to conduct District buaiDcss. ' PER DIEM: (Relates toClasa A or B Travel Only) (1) A flat rate up to SSO per day (512.50 per quarter day) requiring DO receipts for rooms or meals. or . (2) R.eimbursement for the actua11od~g cost mr liDale occupancy to be aubstantialed by paid bills. .as wen as the authorized meal allowance mtca described below. When lodging or meals are . provided at a state institution. the traveler Iba1l be reimbursed ODly for tho actual expense of' Iocf&ing or meals not to exceed the maximum allOWBDCel. or (3) Two or more District employees electiDg to share a room while traveq under Clasa A or B travel status must elect the same per diem matbocI of reimbmsement (1) Or (2) .. desenDed above. Ifreimbunemcnt option (2) is elected, 0Dly the actaa1 COlt of the room II wen as the authorized meal allowances aba1l be reimburIed. or (4) In the case of foRlisn travel. the traveler may chooae the State per diem rate II stated above or the f.an travel per diem rate II autborized by Section 112.061(3Xe). P10rida Statutea. To be eUgible for per diem or any travel expease allowances. the travel must be authorized by the appropriate approval authority and must meet the public puIpOH requirement. PROCEDURE SOU1'BWEST J'LORlDA WATER MANAGEMENT DISTRICT .1TD.E: TRAVEL SECTlONIDEP APPROVED: NtlMBD: 13.5 PAGE: 9 0116 MEAL ALLOWANCE RATES: (ReJat.ea to Clus C Travel) - To Receive Must Depart Must R.etum P~ent 'For- Prior To: After Allowance Brcakfaat 6a.m. 8 a.m. S3 Lunch 12 noon 2 p.m. S6 DinDc.t 6 p.m. 8 p.m.- . S12 Meal allowances will be paid to persona in Class C Travel status when participating in scheduled public meetings. seminars. workshops. special uaignmcmts or other official business which occurs outside the nomUIl work assigDIDaDt of a traveler. Field staffshall only n:cCive.mCal allowance(s) wJuz an assignment rcquirea overtiDio status since their normal work aasilDDlOnt is hUl the field.. . In co~pliance with Intemal Revenue Service. PublicatiOlllS. Circular B. Bmployets Tax Guide. Class C meal allowance reimbursements sic subject to consideraticm u incOme for tax pUlpOHl. When a confenm.cc or convention registration fee includes meals, the traveler will Dot be reimbursed for the meals being provided. If the program for a conference or convention states that breakfast. lunch or dimJer is included in the fec. the traveler is ex:pcctcd to receive that meal without reimburscmem. (Continental brcaldist II c:oa.sidCred a breaJdBst and is Dot rehnbunab1e when prqvided.. BIUDCh will be CODSidarccl at the lmu:h allowance rate.) ReDnburseIncm for meal expeuse will be the appropriate meal alloWlDGO Jato raptdlcas of tile actual coat of the meal. The traveler must absorb any cost above the meal alloWlDCe amount. np. will Dot be reimbunecL AUTO EXPENSES: Milaap will be reimbursed at the rate approved by the State legislature for the round trip from the traveler's point of origin tp point of destination when tho traveler is authorizod to use his or her own personal vehicle for official District business. The following guidelines apply: · It is recommflDded that a District pool vc:hicle be used for all District travel unless one is not available or 010. of a persoual vehicle would be IDDRI efticient or cost efl'ectiv.. Use of a peracmal vehicle shall be autl1ori2zd by the traveler's Director u deemed appropriate. , · All mileap claimed must be by a uaua11y traveled route ftom the point of origin to the point of destination. Chapter 1 12.061 (7Xa). Florida Statutes. states. "All travel must be by a usually tJaveled route. In case a penon travola by an iDdin:ct route for his own convenience. any extra costs shall be borne by the traveler; and reiJnburBcmcDt for expenses sba1l be based only on such charges u have bean incmred by a usually traveled route. II PROCEDURE S01JTBWE5T nORmA. WATDMANAGIMENT DISTRICT MLI.: TRAVEL SECIlONJDEP APPROVED: NUMBER: ]3.5 PAGE: 10 of]6 G ct FINANCIAL RBPORTINGlPlNANCB DA1E; 08130196 SI1PERSEDES: 13-5 Dated 06101196 AUTO EXPENSES (continued): · Whenever the point of oriain and point of destiDation are within two cti1ferent city limits indicated on the Florida Department of TraIIsportation.ofticial transportatiOn map. mileage ahall be determined by Using the Official Highway Mileage chart (Exhibit A)I which provides the computed distance ftom the Btownl' of oriain to the -town- of dastiuaaion. not actual odometer millings. .If either town/city doa Dot appear on the chart. or when involved in vicinity travel. mileage sb~ be shown by actual odometer readiDga. Wbcuever employees travel between District service office;. mileage sbaIl be detamined by usin& the District Mileage Chart (Exhibit B). . · For all continuous travel trips reporting thD employee's home as the point of origin (departure - point). the allowable mileage ftom thO point of origin (employee's home) to the fitst work stop . shall be the lesser of tile actual odometer mileaae or the distance from the employee's official headquartas to hislhcr first work stop. , · For all enntinuous tJavel trips reportiug the employee's home as a fiDal dcatiDation. tho allowable mileage 1rom the last work stop to the ftDal datiDation (employee's home) abaU be the 1euer of the actual odometcrmiloage or the dis1IDco 1iom the emp1oyee'.last wcxt stop to hislher official headquarters. · Reimbunemem for ~ditulea rc1atina to tho opcratiou. maiDb!lIJAnce IUId ownership of a penoaal Yabicle. other than mileap is DOt pamitted. · Two round trips to an aiJport may be approved if it is determined to be more economical than one round trip plus the airport parking fee for the perscmal vehicle durinl the scheduled travel. AUTOMOBJLE RENTALS: Bach GovominC Board member. the Executivo Dimctor. Assistant Executive Director. Deputy Executive Director. Gcnenl CoUDlCl. attomays and other individuals authorized by the GoveiDins B'oard or Eucutivo Director may be auppliccl a Rmtal Aaf:D/:Y Central BilliDg Credit Card for their UICI while OIl District buaiDaIs. Purcbasing win order 8Dd distribute tba carda after receiving an approved CRdit CazdaIKcys Request fDim ftom the authorized individuals. AD ; . :~oyee who is teqWred to use a natal auto. but baa DOt bcOD assigned an auto credit cam. may reqL:.,~ a R.entaI AafJJJl:Y ODe Trip Tmwl OIdcr(O.T.T.O.). The O.T.T.O. is asubltituto for mauto . credit card to be used only 0DCe. Tmvelm may request the a.T.T.O. by submitting a memo to Purchasing with a copy their fully executed Travel Authorization form attIched. , PROCEDURE SOIJTllWEST FLORIDA WATIR MANAGEMENT DISTRlCI' TITLE: TRAVEL SECTlONJDElAR APPROVED: NUMBER: 13-5 PAGE: 11 of 16 . ACCOUNTING" FINANCIAL REPOR.TJNGlFlNANCE DAB: 08130196 SUPERSEDES: 13MS Dated 06101196 AUTOMOBILE RENTALS (co.tlnaed): The cndit card and O. T. T.O. are provided by the !altai apucy II part ofits aarcement with the State of Florida. Jndividuals using a credit card or O.T.T.O. are to enswe tbat thC proper discount is applied. that no sales tax is'charged. and that the moat economical type ofvebicle to appropriately accommodato the travel needs is rcquestod. Class I(A) . 2(Bj 3(C) 4(E) S(V) Vehicl~ Size Sub-Compact Comp~t Intermediate Full Size 4Jdr MiDi-Van Code BCAR. CDAR IDAR FDAR MVAN AIR TRAVEL: It is the JUpoDSlbility of the schcdulins department to determine the most economical method of travel prior to mllm,g mservations. R.eservatioas may not be made until appropriate travel authndZldion requirements have been met. The Diltrict's contract Tmvel AnaDgement Services provider should be uti1i7l!ll adusively for requesting estimates and booking flights unlesa substantial savings can be realized by utilizinl another SO\ln:e. The respective department is responsible for mpi~a. chlll\ging and/or cancellinl rascrvatiODl. All ~mercial flights will be coach class UDlCSI not available. Air Travel Cards are credit cards accepted by most ~or airlines for tUgbts limited to North AIpcrica. These cards are ordm1:d, assipcd IUd diJtributed by PurehlUing Uso Credit CardalKcys Request fo1m to rcqueat an air travel card. Nonually. these cards 110 only i8IWICi to Govominl Board meft\hP.rs. the Executive DUector. AssistJDt Bucutiw DiRlctor. Deputy Exeeutive DirectoD. GeDra1 COUDIel. Directors and Attorneys. Othar staff may request air travel ClUda ouly after obtaining authorization fiom the Executive Director. .Travelers must retain tho pas'.....r receipt from the used airliDe ticket (lut pago oftickct). Upon retum to the District. this receipt must be forwarded to Accounts Payable within tbIee busiDau days with the travelers sigaatura IDd appropriate account codins on the copy. CHARTER I'LIGHT SERVICE: This aervice is to provide specific traasportation to attcDd meetiDgs. etc. in order to conduct District bnAinaw (overflipca are excluded 1iom this procedum). Requests for Ooveming and/or Duin Board 1DIII1bers. Executive Director, Assistant Bxeoutive Director. Deputy Executive DiIectom and <3eDIraI Counsel charter flights win be arranged tbroqh the Executive Department after receiving approval as stated in ilia Policy. The use of charter flights by staff members should be an exception and mUlt be authorized by the Executive Director. A requisition (RX) must be entered into tho financial system with the flight schedule infonDation in order for a purchase order to be )XQCC8sed. PROCEDURE SOUTIIWEST I'LOIUDA 'WATER MANAGEMENT DISTRICT mLE: TRAVEL SECl'IONIDEP APPROVED: NUMBEk:"13.5 PAOE: 12afl6 G & FINANCIAL REPOR.TINGIFlNANCB CI'JVE DATE: 08130196 SlJPDSEDU: 13-5 Dated 06101196 CBARn;R FLIGHT SERVICE (CODtiaUed): Purchasing will process tho request' in accordance with Board Policy 1 SO-l and Dis1rict Procedure 15-1 governiJi& procurement practices.. which includes Contracting for services 'with an appropriate charter tlipt service, obtaining the required services at the best respc)Dsiblo price (CODIistODt with trip requirements and safetY). and ~inglchanging the services requested upon receipt of notification ftom ~ requesting d&partmeDt. Emagau:y Il1'8Ilg'ementa may be made directly with P1m:basing who will then DOtify the Bxocutive Departmant and request preparation of the mquiled documents. Under nOrmal ~. payment of orreimbuncmmt for travel byprivatc or roIDpany-owned or charter planet shall be no gRater than that allowed for I'.nmlN!rr,:ial (coach c1us) air travel rate for equivalent diatanee. BOTEIJMOTEL ACCOMMODATIONS: ~gjl'lg expense is reimbursable to authorized District travelers requiring overnight absence away from ofticial hc:adquartors and- home under Class -f'. or B tm~l. The traveler may not receive reimbUnament for lodsinl within the local area unless authoIi.zCd by the Deputy Bxocutive birector ofM-.~t Services. , In order to achieve . cost saviDp to the District. the District may con1ract directly with tho hotel/motel. . On occasions whea the travelar's flight schodulc or ending time of. confereaca prevents ratumiDg , home by areaf()lJlble hour. the Department Director must ddcnnino whether an additional ovemight accommodation is wmantod. . EMERGENCY EXPENSES: Bmcrgeocy expeusciI that are not related to travel should not appear OD tho Travel Voucbar. Paid invoice or ,eceipt for such oxpcnaoa mUlt be submitted fo1' reimbursement tbrough petty cub or. if over 525. I)y. submitting a check request to Accounts Payable. . OTHER EXPENSES: Whca 0JpCDsea ans ilndll!ntlal to travel. ~ipts shall be attached to the Travel Voucher and exp1aiDed briefly on the form or an attac:hed memcnndum. bceipts an requirccl in all cases except whm nceipts InI not pouible (i.e.. p~rking meters). AD explanation must be included to explain whaD DO receipt is available. If proof ofpaymem or expbmation is not submitted. reimbUllcmmt cannot be authorized. PROCEDURE SOUl'BWEST nORmA WATBR MANAGEMENT DISTRlCf NUMBEItI 13-5 PAGE: 13 of!6 TITLE: TRAVEL . SECTIONIDEPAR~: A~9~~~~CIAL REPORTlNOIFINANCE APPROVED: ~ ~ ~r. DATE; 08130196 ,SUPERSEDES: 13-5 Dated 06101196 OTHER EXPENSES (coBtiIlaed): Other authoiizc:d e~ include: 1. Tolls for road..bridgo. fmy. Ole. (recoiptl nquind RID availlble) 2. Parkinlamd storage fees (naipts mquired - except meter parkiq) 3". Lens diatazu;e.te1ephone charges. for business purpoIC8 (nceipII Nquind - acept whCD coia operated devices are used) 4. NoiDinal telephOne expcIDIC8. for business pmposes (rcccipta required - except when coin c)perated devic:ca arc used) . S. Taxi fare or other simi1ar traDsportation costs usociated with attending bl1Rless fimctiODl or going to (from) the hotel (nc:eipt rcquiNd) . 6. Conference or convention reaiatration fee paid directly by the traveler while a.ttendi"l I. conference or convention serving tile public purpose on bcbaIf of tho Dis1rict (rccciptNqUincl) 7. State aa1ea tax paid diroctly by the traveler on pwdwea directly related to Distriet business (receipt p:quiRd) . -. . · &p/tRItIlIM -1IIIIIdttul," 1,..,.1 ,.....,." IiaIt/Y pdlk"".. qJlIIIdI ",Ufor wItidI,..,..,...", ,. NfIIUIId. Expenses not reimbursable are: 1. -Tips or aratuitics 2. Personal telephone calla , 3. Excess baggage charges UDless charges Ip'C for Dilmet equipment Lost or miasinl receipts will RqUire a s~taJ).t Biped by the traveler with Department DiJ:ector's approval in order to n:coive reimbursement. Other travel expenses not detailed in the Procedure sbaU be hmdled by exception with Deputy Executive Directm's approval. TRAVEL ADVANCES: Advance payment for oflicia1 travel may be authorized by the Executive Director or desipee for Class A or B travel when the traveler anticipates S\JbtItAnti.1 travel oxpeases (i.e.. lodging. meals. parkiDg) and requeats 1imds to cover the associated tlavel costa. Travel advances Win Dot be authnri-d for Class C travel expaD8C8. The miDimum travel advaoce amount is S50. Tho mRimum travel advance shall DOt exceed 80 percent of the atinpted colt for official travel excludinc any paymcnta made dinctly by the Diatrict. 1bc travel advance will pmnlly be made to the traveler on tbe 'IlmDday prior to bisIher dcpartute. Advancc.paymeat (or the traveler's credit card authorization) for one Dight'a lodging is usually required to guarantee a reservation if the traveler will urive a1tor 6 p.m. aDd may be requiRd to reserve a room at a prefernd group rate. The District may reimburse this one night parmtee u an advance to the traveler if the traveler does not provide a CRdit card authorization. The advance. if required. will be made to the traveler prior to the due date established by the hoteJlmotel. PROCEDURE SOlJ1'BWlST nORlDA WA.TER MANAGZMENr DlSTRlcr mLl: TRAVEL SECl1ON1DEPAJI APPROVED. NUMBER.: 13-5 PAGB: 14 of 16 I ACCOUNTING &: FJNANCIAL RBPORTlNOIFINANCB rRCTIVB DAT&: 08130196 SUPERSEDES: 13-5 Dated 06101/96 'IRA VEL ADVANCES (continued): As soon U posslble after tho employee leama of a travel assignment. and an advance is desired. the employee should complete a Travel Authorization fonn aDd mark the "Advance Travel Paymant Requ; ~r.ed. section. ThO request must be approved by the employee's Dcpartmmlt Director before paym;;ut can be processed Within tbIee woddng days after retumml to the District. the traveler who received a 1ravel advance is required to submit a completed Tmvel Voucha'. The amoUnt of the travel advance is to be deducted ftom the travel expCnsea claimed and any OXCCSl travel advance amoUDt must be reimbursed to ~ District when submitting the Travel Voucher. CONTINUOUS TRAVEL STATUS: Those employees on continuous 1ravel status may receive a cont1nuous 1ravel advance in an amount not to exceed 80 percent of ~ travel expmsOl for & two-week travel period. Contimious trave1cn are defined as employees who routiDoly travel overnight. These employees qn ContinuoUl travel status must complete.. Travel Voucher on a weekly basia to document their actual travel expc.uses. If an employee is no longer an connnllnus , travel status. any continuous travel advance amount in excess of actual GpClllHS must be refunded to the District within three business days. ' 771. .EJtM:MtiH DINt:tDr ",., -tIt/ih IIr In,.,,. t/a.1'rtH:t1tbIre. PROCEDURE SOUTIIWEST noRmA WATER MANAGIMENT DIS'I'RICT n1U: TRAVEL SECDONJDEPAR APPROVED: NUMBD: 13-5 PAGE: 15 oft6 o & FINANCIAL REPORTINGlPJNANCE DATE: 08130196 SUPERSEDES: 13-S Dated 06I01/~6 EXHIBIT A 'OFFlCIAL mGSWAY MILEAGE CHART Whenever the point of origin and point of dea1iDation are within two different city liInits iDdicatcd on the Florida Department ofTlII18pOI1ation official UaDsportation map. mileago sbal1 be deteJmined- by using the OfticW Highway Milcase chart pmvictiDa the computed distance 1iom the "town" of origin to the "town" of dcaiination. DOt actual odomotcr leldinp. To use the mileale chart. deteQnine the town of migin and town of deatination. Locate both on 'chart. Place- ruler alq itcp beDcath town appearinl closest to tho ript. Follow across to intersecting column beueath town appearinl closest to the left. TIH: number at the iDtenection represonts tho cme-way mileap between the tw~ towns. This is tho mileage to be reported when traveling between the: city limits of two citiea or towns appearing, on the mileap chart. EXAMPLE: City of Tampa to City of St. Petersburg = 20 miles NOTE: This "Ofticia1 Highway Mileage" chart is printed on. the current Florida Official Transportation Map which is available in each Department. ,.. . N 411 =:1:= .. - ,. ,. .. ,. It. . " 'II .. . -.. . PROCEDURE SOUl'BWlST J'LORJDA WATER MA.NAGEMENTDlSTRlcr TITLE: TRAVEL qcnONIDEPAR APPROVEDa NUMBEIt: '13.5 PAGE: 16 of 16 G & FINANCIAL RBPORTINGIFlNANCE CT.M: DAT&: 08130/96 SUPERSEDU: 13-5 Dated 06101/96 EXlDBlT B DISTJUCf MILEAGE CHART DoClnnented Mileage for Most Direct Route Between Service Offices . HeadquarterslBrooksville HeadquarterslBrooksville HeadquarterslBroobville HeadquarterslBroobvillc Tampa Service Office Tampa Service Office Tampa Service Office .Bartow Service Office . .,' ;:~., :... ;,'" .:..... : .:";.'. Invemeas Service Office '. :',,~~iij' Bartow service Offico Venice Service Office Tampa Service Office Invemess Service Office :.<, <. ' , "'~;' BartOw Service Office Venice Service Office Inverness Service Oftice Bartow Service Office VCDicc Service Office Venice Service Office . Invemess Service Oftlce ~"~ -These miles wore detcnninocl COlD inial tho CODDICtiq poUdI for wbieh mi1eI have beon documented. Thi'ee of the five District service offices are not located within the limits of a city. Therefore. the mileage to these service offices cannot be determined usiDa the Ofticial HiPway Mileage chart. These service offices are called: Brooksvi1le Headqu8rters. Tampa Service Office and Venice Service Office. The documented milcap betweea service officca as listed in the above chart shall b4 used whenever a District traveler is UaveliDg between District aavice ofticea. Ifthcm are extmIua1iDg or UDf'oresecn circumstances. sucb.18 a detour. which requke the DiJtrict trav_ to take aaotber laupr route. an explanation as to why the mileap IepOl1Dd is greater than the doc-anentcd mileap on the above chart must be mcluded with the traveler's submitted Travel Voucher aDd approved by the authorized sipers. . lTbc milup bctwCIII die Bartow IDCI In":"!1IaI HrVico ofliccs rcfIecII tbc Oftioial HlPway MiIeap GIwrt mDes sinc:c thcio two service officu lie loc:atcd " .'. ;Q dlc ' 1inWI.