COOPERATIVE FUNDING AGREEMENT FOR IMPLEMENTATION OF BMPS IN ALLENS CREEK WATERSHED, MAGNOLIA AVENUE AND SANDRA DRIVE IMPROVEMENT AREA (L703)AGREEMENT NO. 07000000057
COOPERATIVE FUNDING AGREEMENT
AMONG THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND
PINELLAS COUNTY
AND THE
CITY OF CLEARWATER
FOR
IMPLEMENTATION OF BMPS IN ALLENS CREEK WATERSHED,
MAGNOLIA AVENUE AND SANDRA DRIVE IMPROVEMENT AREA (1-703)
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 PINELLAS COUNTY, a political subdivision of the State of Florida,
whose address is 315 Court Street, Clearwater, Florida 33756, hereinafter referred to as the
"COUNTY," 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 COUNTY and CITY proposed a project to the DISTRICT for funding
consideration under the DISTRICT'S cooperative funding program; and
WHEREAS, the project consists of implementation of Best Management Practices (BMPs) in
Allens Creek Watershed, Magnolia Avenue and Sandra Drive Improvement Area hereinafter
referred to as the "PROJECT"; and
WHEREAS, the DISTRICT considers the PROJECT worthwhile and desires to assist the
COUNTY and CITY in funding the PROJECT.
NOW THEREFORE, the DISTRICT, COUNTY, and CITY, in consideration of the mutual
terms, covenants and conditions set forth herein, agree as follows:
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: Richard Mayer, P.E.
Project Manager for the COUNTY: Hamid Boozarjomehri, P.E.
Project Manager for the CITY: Elliot Shoberg, P.E.
Any changes to the above representatives or addresses must be provided to the other
party in writing.
Page 1 of 7
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 Scope
of Work 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
COUNTY 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, COUNTY, and CITY prior to being
performed by the COUNTY, subject to the provisions of Paragraph 3, Funding. The
COUNTY will be solely responsible for managing the PROJECT, including the hiring and
supervising of any contractors it engages in order to complete the PROJECT.
3. FUNDING. The parties anticipate that the total cost of the PROJECT will be One Million
Six Hundred Fifty-One Thousand Five Hundred Dollars ($1,651,500). The DISTRICT
agrees to fund PROJECT costs up to Eight Hundred Twenty-Five Thousand Seven
Hundred Fifty Dollars ($825,750) and will have no obligation to pay any costs beyond
this maximum amount. The COUNTY agrees to fund PROJECT costs up to Four
Hundred Twelve Thousand Eight Hundred Seventy-Five Dollars ($412,875). The CITY
agrees to fund PROJECT costs up to Four Hundred Twelve Thousand Eight Hundred
Seventy-Five Dollars ($412,875). The COUNTY will be the lead party to this Agreement
and will pay PROJECT costs prior to requesting reimbursement from the DISTRICT and
the CITY. If it becomes evident that the total PROJECT cost will exceed $1,651,500,
then the COUNTY, CITY and DISTRICT, by mutual written agreement, may provide
additional funding or reduce the PROJECT scope. In the event that there is no such
mutual written agreement, this Agreement will terminate. In the event of such
termination, the DISTRICT and the CITY will reimburse the COUNTY for their respective
shares of PROJECT costs incurred by the COUNTY prior to the date of termination.
3.1 The DISTRICT and the CITY will reimburse the COUNTY for their share of the
PROJECT costs in accordance with the Project Budget contained in the Proposed
Project Plan set forth in Exhibit "B," subject to Paragraph 3.5 below. The COUNTY
may contract with a contractor(s) 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 COUNTY for 50 percent of all allowable costs in each DISTRICT
approved invoice received from the COUNTY up to the maximum DISTRICT
contribution, as set forth above, of Eight Hundred Twenty-Five Thousand Seven
Hundred Fifty Dollars ($825,750). The CITY will reimburse the COUNTY for 25
percent of all allowable costs in each CITY approved invoice received from the
Page 2 of 7
COUNTY. Payment will be made to the COUNTY in accordance with the Local
Government 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:
For the DISTRICT:
Accounts Payable Section
Southwest Florida Water Management District
Post Office Box 1166
Brooksville, Florida 34605-1166
For the CITY:
City of Clearwater
Attn: Veronica Josef, Senior Staff Assistant
Engineering Department
100 South Myrtle Avenue #220
Clearwater, Florida 33756
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., and District Procedure 13-5, attached hereto as Exhibit "C," as both
may be amended from time to time.
3.3 The COUNTY will not use any DISTRICT funds for any purposes not specifically
identified in the above Scope of Work.
3.4 Each COUNTY invoice must include the following certification, and the COUNTY
hereby delegates authority by virtue of this Agreement to its Project Manager to
affirm said certification:
"I hereby certify that the costs requested for reimbursement and the COUNTY'S
matching funds, as represented in this invoice, are directly related to the
performance under the Implementation of BMPs in Allens Creek Watershed,
Magnolia Avenue, and Sandra Drive Improvement Area (L703) agreement
between the Southwest Florida Water Management District, Pinellas County,
and the City of Clearwater (Agreement No. 07000000057), are allowable,
allocable, properly documented, and are in accordance with the approved
project budget."
3.5 The DISTRICT'S, CITY'S and COUNTY'S performance and payment pursuant to
this Agreement is contingent upon their Boards 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, 2011, unless terminated, pursuant to
Paragraph 3 above and 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 any party in relation to the PROJECT
are subject to the Public Records Act, Chapter 119, F.S.
Page 3 of 7
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, CITY, and COUNTY, jointly.
7. REPORTS. The COUNTY will provide the DISTRICT and CITY 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 the indemnifying party's officers, employees,
contractors and agents related to its performance under this Agreement. This provision
does not constitute a waiver of any party's sovereign immunity under Section 768.28,
F.S. or extend any party's liability beyond the limits established in Section 768.28, F.S.
Additionally, this provision shall not be construed to impose contractual liability on either
party for underlying tort claims as described above, beyond the limits specified in
Section 768.28, F.S.
9. DEFAULT. Any 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 based
upon default, 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 COUNTY will recognize DISTRICT, Basin Board, and
CITY 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 and CITY
approval. If construction is involved, the COUNTY will provide signage at the PROJECT
site that recognizes funding for this PROJECT provided by the DISTRICT, Basin
Board(s), and CITY. All signage must meet with DISTRICT and CITY written approval
as to form, content and location, and must be in accordance with local sign ordinances.
12. PERMITS AND REAL PROPERTY RIGHTS. The COUNTY 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 and CITY will have no obligation to reimburse the COUNTY for any costs
under this Agreement until the COUNTY has obtained such permits and rights and
construction has commenced.
Page 4 of 7
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 COUNTY'S professional designers and the DISTRICT and CITY
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 and CITY 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 COUNTY to make
good faith efforts to encourage the participation of minority- and woman-owned and
small 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 COUNTY by sharing information to
help the cooperator in ensuring that minority- and woman-owned and small
business are afforded an opportunity to participate in the performance of this
Agreement.
15.2 The COUNTY agrees to provide the DISTRICT with 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 to the
extent such information is known, whether each contractor or sub-contractor was
a minority owned or woman owned or small business enterprise. If no minority
owned or woman owned or small business enterprises were used in the
performance of this Agreement, then the report shall so indicate. The
Minority/Women Owned and Small Business Utilization Report form is attached
as Exhibit "D." The report is required upon final completion of the PROJECT
prior to final payment, or within thirty (30) days of the execution of any
amendment that increases PROJECT funding, for information up to the date of
the amendment and prior to the disbursement of any additional funds by the
DISTRICT.
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 or the CITY and any
subcontractor of the COUNTY.
18. THIRD PARTY BENEFICIARIES. Nothing in this Agreement will be construed to benefit
any person or entity not a party to this Agreement.
Page 5 of 7
19. LOBBYING PROHIBITION. Pursuant to Section 216.347, F.S., the COUNTY 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
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. COUNTY 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. COUNTY 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," then
to Exhibit "D," and then to Exhibit "B."
Exhibit "A" Special Project Terms and Conditions
Exhibit "B" Proposed Project Plan
Exhibit "C" District Travel Procedure 13-5
Exhibit "D" Minority/Women Owned and Small Business Utilization Report Form
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:
David L. Moore, Executive Director
PINELLAS COUNTY
By:
CITY OF CLEARWATER A
r
By:
Frank Hibbard, Mayor
By:
William B. Horne II, City Manager
Attest:
4-7
APPROVED AS TO FORM
OFFICE OF COUNTY ATTORNEY
BY:+D" H,I°LV? l
ATTORNEY
KE, CLERe TTEST
KEN
Leslie K. Dougall-Side ssistant City Attorney
.Z
COOPERATIVE FUNDING AGREEMENT
BETWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND
PINELLAS COUNTY AND THE CITY OF CLEARWATER
FOR
IMPLEMENTATION OF BMPS IN THE ALLENS CREEK WATERSHED,
MAGNOLIA AVENUE AND SANDRA DRIVE IMPROVEMENT AREA (1-703)
DISTRICT APPROVAL INITIALS DATE
LEGAL OA4 r
RISK MGMT N/A
CONTRACTS / aZ
RM DEPT FIR
DEPUTY EXEC DIR
GOVERNING BOARD /
I Clerk
Date
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01 Date
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Page 7 of 7
t,.nalrman UdLU
Board of County Commissioners
ApproXed as to form:
AGREEMENT NO. 07000000057
EXHIBIT "A"
SPECIAL PROJECT TERMS AND CONDITIONS
1. CONTRACTING WITH CONTRACTOR. The COUNTY 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
COUNTY will be responsible for administering the contract with CONTRACTOR and
will give notice to proceed to the CONTRACTOR no later than June 30, 2009.
2. APPROVAL OF CONSTRUCTION BID DOCUMENTS. The COUNTY must obtain the
DISTRICT'S and the CITY'S written approval of all construction bid documents prior to
being advertised or otherwise solicited. The DISTRICT and the CITY will not
unreasonably withhold its approval. The DISTRICT'S and CITY'S approval of the
construction bid documents does not constitute a representation or warranty that the
DISTRICT or CITY has verified the architectural, engineering, mechanical, electrical,
or other components of the construction documents, or that such documents are in
compliance with DISTRICT and CITY rules and regulations or any other applicable
rules, regulations, or laws. The DISTRICT'S and CITY'S approval will not constitute a
waiver of the COUNTY'S obligation to assure that the design professional performs
according to the standards of his or her profession. The COUNTY will require the
design professional to warrant that the construction documents are adequate for
bidding and construction of the PROJECT.
3. DISTRICT REVIEW OF COUNTY'S SELECTION OF CONTRACTOR. The COUNTY
will provide the DISTRICT and the CITY with a tabulation of CONTRACTOR bids and
a recommendation to award. The COUNTY must obtain the DISTRICT'S and the
CITY'S approval of the selected CONTRACTOR prior to proceeding with construction
of the PROJECT and the DISTRICT and the CITY will not unreasonably withhold its
approval.
4. APPROVAL OF CONTRACT. The COUNTY must obtain the DISTRICT'S and CITY'S
prior written approval of all contracts entered into with its CONTRACTORS as
referenced above in item number one of this exhibit. The DISTRICT and CITY will not
unreasonably withhold its approval.
5. COMPLETION DATES. The COUNTY will commence construction on the PROJECT,
by July 31, 2009, and will complete the PROJECT by October 31, 2011. However, in
the event of any national, state or local emergency which significantly affects the
COUNTY'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 COUNTY such as labor strikes or riots, then the COUNTY'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 COUNTY'S sole
remedy for the delays set forth in this paragraph.
Page 1 of 1
AGREEMENT NO. 07000000057
EXHIBIT "B"
PROPOSED PROJECT PLAN
Project Description
The PROJECT consists of channel improvements to Allens Creek between Magnolia Avenue
and Sandra Drive. It includes two concrete check dams, and approximately 2,000 feet of
bank stabilization by installing rubble riprap underlain by geotextile on both banks of the
creek. Refer to Attachment 1 for the PROJECT location.
Scope of Work
Key tasks to be performed by the COUNTY:
1. Attend one meeting with the DISTRICT and the CITY prior to beginning the PROJECT to
discuss the approach, schedule and budget;
2. Provide the DISTRICT and the CITY with the Design Report, ERP application, and
construction documents for review, and approval;
3. Bid, select and hire a CONTRACTOR to complete the construction in accordance with
the DISTRICT and CITY approved construction documents;
4. Provide construction engineering and inspection services during construction;
5. 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 and
CITY approved contract between the COUNTY and its CONTRACTOR;
6. Provide the DISTRICT and the CITY with one copy of a summary of the construction
quality assurance data, construction record drawings and permit related submittals; and
7. Be responsible for any post-PROJECT reporting that may be required by the permitting
agencies.
Page 1 of 2
Project Budget
DESCRIPTION COUNTY CITY DISTRICT TOTAL
Construction $412,875 $412,875 $825,750 $1,651,500
Total: $412,875 $412,875 $825,750 $1,651,500
Project Schedule
DESCRIPTION COMPLETION DATES
Meeting and Pre-construction documentation June 30, 2009
Construction October 31, 2011
DISTRICT and CITY Review of as-built drawings
and quality assurance test results December 31, 2011
Page 2 of 2
AGREEMENT NO. 07CO0000057
EXHIBIT "C"
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
Iji/r?hy _o .
SECTIQPWEPT,: R=niAJM11a6AopM arl?'Q NUMBER: 13-5 PAGE: 1 OF 11
APPROVED or. E.PFECnvEMATE: 10/01 /06 SUPERSEDES: 08/30/96
The travel procedures for the District shall follow generally accepted travel procedures for state
agencies, to the extent practicable, and comply with the legislative intent of Chapter 112. Florida
Statutes (F .S.).
PUBLIC PURPOSE: The public purpose test for travel is that It must be necessary to conduct
official District business. Justification must be detailed, sufficient to explain the benefit to the
District and to the traveler's work responsibilities.
AUTHORITY TO INCUR TRAVEL EXPENSES': All travelers of the District must be authorized in
advance to incur travel expenses for a public purpose through a properly executed Travel
Authorization form, Board Consent Agenda, Board Policy 130-5, Signature Authority Procedure
11-8, or employee position description.
AUTHORIZED TRAVELERS2: Any person who has received advance authorization in
compliance with Board Policy 130-5 to incur travel necessary to perform official District business
under one of the following categories:
• Governing and Basin Board members
• Executive Director, Deputy Executive Directors, General Counsel and Inspector General.
• Employees in a Board authorized regular, part-time or temporary position declared to be in.
travel status by their Director or the Director's authorized representative.
• Advisory committee members shall be authorized travelers of the District upon approval by
the Executive Director or designee. When members are added to or removed --from a
committee, Accounts Payable must be notified.
• Consultants and advisors shall be authorized as travelers of the District under the terms of a
contract or agreement executed by the Executive Director or designee.
• Employment candidates for regular, full time, pay grade 14 and above positions shall be
authorized as travelers of the District under a Travel Authorization form prepared by the
appropriate department in coordination with Human Resources. The candidate will be asked
to sign the Travel Authorization form upon arrival for the interview, indicating agreement with
the District travel procedure.
OFFICIAL HEADQUARTERS: This is the office, field office or location where the traveler is
normally assigned and from which that person performs the majority of their duties. Each
employee's official headquarters shall be that which is designated in their Human Resources
official record, except:
• The official headquarters of an employee located in the field shall be the specific site
(identified by address or nearest intersection) where the majority of their work is performed,
or as designated by the District
' Travel Expense - The usual ordinary and incidental expenditures necessarily incurred by a
traveler. (§112.061(2)(g), F.S.)
2 Authorized Traveler - A public officer, public employee. or authorized person when performing
authorized travel. (§112.061(2)(f), F.S.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
-nn.E: TRAVEL
Accounting & Financial
sECnoWDEPT.: Kep ng/Fi ancc`eNUMBER: 13-5 PAGE: 2 OF 11
APPRoVeDBY: % MOORSEXEp Nr;Di EFFEcnvEDATE: 10101/06 Sua?RS?nFC 08/30/gi
• When an employee is stationed in a city, town, or locality for a period of over 30 continuous
workdays, such location shall then be deemed to be their official headquarters. Upon such
reassignment, the employee shall no longer be eligible for mileage,. per diem or subsistence
(meal allowance) reimbursement unless the 30-day period of time is extended by the
express approval of the Executive Director or designee.
The official headquarters of a Governing or Basin Board member Is their home address. Board
members will-,be reimbursed for actual. round trip mileage from their home address to their
destination.. when traveling on District business. To establish mileage,. Board `members may
provide odgT eter readings or a map program print screen. If a boai-d tnember changes their
home address during their term in office,: the Board and Executive Services Department shall
.notify Accou.its Payable of the new address and the effecti ve date:
- - -- -----------
yUTHtthe 7 S -- --?-- -- - - -- - - -
b ): - form. fully pp
re TIA?/ airedEL A
q
- - g?natulre Authority Procedure, 11-8, poor to sall approvals
g or incurring any
expenses related to the travel period3. All District travelers must use this form to define the
public purpose. and obtain approval for the following:.
e Attendants at any Convention 4, conferences; seminar or workshop
Employee candidate travel expenses
• Travel advance requests
The' statement of public purpose' for attendance - at a convention, conference, seminar or
Workshop must explain how the objectives. oi"the event are related to or provide benefit to the
mission of the District and/or the duties and responsibilities of the traveler.
The,.TA form must be completely filled out according to the form instructions. The fnrrrr must be
typed or completed, in ink. A copy of the fully executed TA must, be kept" on file In` the. travelers
department for both the 'curnnf fiscal year and the prior fiscal year. The origlnal TA form must
besubmiited with the Travel Voucher.
3 Travel period ;- A period of time between the time of departure and time of return. (4112'.061 (2)G), F.S.)
a Convention = An. assembly of a group of persons representing persons and groups, corning together for
the accomplishment of a purpose of interest to a larger group ar groups: A convention does nbt mean
Code (FA C.))
the Doming to other of agency or irrterageney personnel. (Rule 691-42.002(4), Fbrida Administrative
s Conference - The coming together of persons with a common Interest for the purpose of deliberation,
interchange of views, or for the removal of differences or disputes and for discussion of their common
problems and interests. The term also includes similar meetings such as seminars and workshops;
which are large formal group meetings that are programmed and supervised to accomplish intensive
research, study, discussion and work in some specific field or on a governmental problertin'br problems.
A conference does not mean the coming together of agency or Interagency personnel. (Rule 691-
42.602(3), F.A.C.)
PROCEDURE
SOUTHWEST FLORIDA. WATER MANAGEMENT DISTRICT
TnLE: TRAVEL
Accounting & Financial
SecriawpEpr.: R 'ng/Fi?la c wumsER: 13-5 PAGE- 30F 11
APPRovED Br. ?? .? 9TECIM DATE: 0/01/06 SUPERSEDES" 08/30/96
When in the best interest of the District, an employee who has been approved to leave from
home must identify their home address as the point of origin" for the specific travel period
covered on their TA. It is in the best interest of the District when the distance . from the
employee's home to the point of destination' is less than. the distance from their official
headquarters to the point of destination.
SIGNATURES REQUIRED FOR TRAVEL AUTHORIZATION: The traveler must sign the TA
form in ink and secure the appropriate approval authority signatures at indicated. No one may
exercise signature authority for himself or herself; rather, approval of'a. higher level of. authority
must tie obtained in accordance with'SignatUre Authority Procedure 11-8.
JUSTIFICATION MEMO: A justification memo is required when more than three staff from the attend, acc idancewith Sigpnature AuthorityProacedure11 8.-mi- con-0--we;-..semnar.,or Workshop --n
-- _ _ - - -
TRAVEL ADVANCES: A traveler may request a Travel Advance for Clase A travel when the
traveler anticipates substantial ravel expenses: Adv_ antes will` not be authorized for Glass, B or
C` travel. The maximum travel advance shall not: exceed. 80 'persent? of the est mated,- cash
.
,enses such as mileage,, per diem, subsistence'(meal allowance),: parn ,.
king, andIls. In
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vel not. . rndud®' enses, ,which w111.:be p - , _
. ... aid: dtrectt ct pl ocurement cant thor District m Ti avel Advan by
Disbi than
ct check
cQ uv?ll hot, be'- Issued; for.iess
$'100.. To request a Travel Advance, a traveler must submit a fully executed TA % to..Accounts
Payable at least five days prior to departure: The Advancemust be reconciled, by submitting a
Travel voucher to Accounts Payable within ten workdays of the traveler's Tatum to work'
CoNTINuDUS TRAVEL STATUS: Continuous. travelers are employees. Who. ;routinely travel
overnight: Those employees authorized: fbr'continuous- ravel ..status ;may request a, Travel
Avat,ce in an. amount not to exceed 80 percent of expected: travel expenses_for,a;.#waaweek
travel: period; Eiriployees in continuous tra"vel-status must'submit`a Travel voucher of the'erid of
tF g travel period to'document their actual expenses and reconcile tl e' Travel Advance: When
an employee is no longer in continuous travei 'staths=: any. Travel Adrance'amount in excess of
actual.expenses must be refunded to the District within. ten-workdays. AIL' continuous Travel
Advances must be reconciled before the end of each fiscal year..
TRAVEL VOUCHER (TV): The TV form is used. to document and request reimbursement for all
authon.zed.travel related expenses. The TV must be completely filled out according to the form
instructions and must- be typed or completed In Ink.
When.ai TV covers a travel period for which a TA was issued, the original.TA form along with all
necessary backup. documentation, such as the registration form, agenda, travel` itinerary. and
route maps, must be submitted to Accounts Payable within ten workdays of the traveler's return
" Point of Origin - the geographic location of the traveler's official headquarters or the geographic location
where travel begin, whichever is lesser distance from the destination. (Rule 691-42.002(15), F.A.C.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SECTIONIDEPT.: K nWF' an a NUM6ER: 13-5 PAGE: 40F 11
APPROVED Br.owv?n cnvE DATE: 10/01/06
,E ftw?= SUPERSEDES: 68/30/96
to work. TVs that do not include a travel period covered by a TA must be submitted to Accounts
Payable at least monthly.
If a traveler has been issued a Travel Advance that exceeded their actual expenses, they must
submit reimbursement to the District within ten workdays of their return to `work and attach a
copy of the cash receipt to their TV. The actual amount of the reimbursement will be
determined by an audit of their TV by Accounts Payable.
Governing and Basin Board members may elect to submit their TVs quarterly.
SIGNATURES REQUIRED FOR TRAVEL 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 herself, rather, approval of a higher level. of authority( must„_be,
obtalned in accordance with Srgnafure Authority Procedure 11-5:
CLASSES OF TRAVEL: Three classes of travel exist as follows:
Class A Continuous travel of 24 hours or more, . away from official headquarters and away
from home: overnight This is based on four equal quarters of six hours each, which
shall be a travel day' (midnight to midnight).-
Class B Continuous travel of less than 24 hours.
away from official headquarters and away
from home overnight This is based on six-hour quarters, which begin at the hour of
departure:
Class C Short or daytime trips during which the traveler is not away from official headquarters
overnight (travel may occur during evening: hours due fq. Special assignment):
PER: 611w (Class A or B Travel Onfy? All travelers shall be allow ;d reimbursement;for. per
diem_ or subsistence (meet allowance) 'whentraveling to a convention or conference .or when.
traveling-'within or outside the state in. order' to c- duct official District business; when such
convention; conference, seminar; or busln6ss "serves a direct and. lawful public` purpose with
relation. to tl?e District. Either of the following. methods of calculating per diem may be selected
for the travel period'at the option of the traveler
A flat rate of $80 per day ($20 per quarter day) requiring no receipts for rooms or meals.
.OR
Reimbursement for actual lodging cost, at the single occupancy rate to be substantiated by
a detailed receipt, and the authorized subsistence (meal allowance).
When lodging or meals are provided at a publicly operated facility, the traveler shall be
reimbursed only for the actual expense of lodging or meals not to exceed the maximum
allowances. No.'one shall be reimbursed for any meal or lodging included in a convention or
conference registration fee.
7 Travel Day - A period of 24 hours consisting of four quarters of six hours each. (§112.061(2Xi), F.S.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
m1E: TRAVEL
Accounting & Financial
SEenowDEPt.: Re lg/7iCe NUMBER: 13-5 PAGE. 5 OF: 11
APPRoyEDBY. Dntin DL ?ExECUrnreDumom EFFEcrtvEDATE: 10/01/06 SUPERSEDES: 08130/96
In the case of foreign travel, the traveler may choose the State per diem rate as stated above or
the foreign travel per diem rate as authorized by Section 112.061(3)(f), F.S.
SUBSISTENCE (MEAL, ALLOWANCE) RATES (Class A, B or C Travel):
Subsistence (meal allowance) will be paid to travelers in Class A and.Class B status and also to
travelers in Glass Ctravel -__ status.- when - participating..- In-, schedul6d :meetings;-seminars;-....
workshops, special assignments or other official business which occurs outside the normal-work
assignment of a traveler. No allowance shalF be made, for subsistence (meal 'allowance) when
travel is confined to the city or town of a travelers official headquarters or the immediate'- vicinity;
except when travel expenses are authorized by a TA form.
Staff whose normal work assignment 1.4.1h the field may` not receive 'subsistence (meal
h . r_ lunch until. they . have worked
o owance) ? 40 hours in . _a: workweek: - Dis#rict? authonzed -
are the only leave that may be added to determinethe hours worked:
f
Ir ..com liance with Intemal Revenue Service, Publication 15, circular E; Employer's Tax Guide;-
aIl Class.: C subsistence (meal allowance) reimbursements are. subject to consideration as
income for thx purposes.
When, a: conference or convention registration- fee includes,. meals, the" traveler. Will `not be
reimbursed for the meals being provided: (continental breakfast .is considered a breal6sf and is
bur°satale. when
notreim provided) °. Reimbursement for meal expense,wilF- bw at the' appropriate
subsistence (meal allowance) rate regardless of the actual cost `of the meal: The. traveler must
absorb any cost above the subsistence (meal allowance) amount Tips will, hot be reimlaursed:
LODGING/ACCOMMODATIONS: Lodging expenses are authorized for District travelers in
Class or B travel -status. Lodging. for District employees and Board members is to-
A served
be: r e
and paid with 'a District procurement card and must be substantiated by' an original detailed
96
receipt w. !dh must be filed with the traveler's procurement card reconciliation documents. If,
circumstances necessitate that the traveler use a personal credit card, the. original.` detailed
receipt.along .with an explanation of the circumstances must be fled with their TV.
When two or more District employees elect to share a room while traveling under Class A or B
travel status, they must all elect the same method of per diem reimbursement.
A traveler may not receive reimbursement for lodging within the local area (within 50 miles
one-way of. their official headquarters or home) unless authorized by the Deputy Executive
Director of Management Services.
PROCEDURE I
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
mTLE: TRAVEL
SECTIOWDEPT_:
& Financial
NumsER:
wM
13-5
PAGE: 6 of 11
1o/01ros
When the scheduled conclusion of an event prevents a traveler from returning home by a
reasonable hour, the Department Director must determine whether an additional overnight
accommodation is warranted. If approved, the traveler's departure shall be scheduled for the
following morning. If the traveler chooses to delay departure without approval, the use of
personal leave will be required and per diem and lodging expenses may be waived.
In order to achieve a cost savings to the District, the District may contract directly with a hotel.
TRANSPORTATION: All travel must be by a usually traveled route utilizing the most efficient
and economical means, It is the responsibility of the traveler's department to. determine the
most efficient' and. economical means prior to scheduling any travel arrangements. It is .
recommended,that a District vehicle be used.far all statewide business travel. unless the use of
_a personal vehicle or common carrie1A would. be more efficient or:cost„effective:. All Common
carrier business travel for. Drstnct employees must be booked through the District's travel.
arrangements provider and paid with a District procurement card.
Special provisions when business and: personal travel are combined: Personal travel
expenses must never be charged to a District procurement card: Prior to scleduling. combined
Bu.`siness and personal travel, staff-should. contact Accounts payable to identify documentation
r . .
ccuratel _r_
!'P _ - Y ecord businessand l
persona expenses.,_....._.:
P'0*$ONAL VEHICLE EXPENSES: The use. of a personal vehicle must be! author d by the
Director- of :the' department incurring: the expense. When. a traveler is. authorized; to uses a
personal vehicle in lieu of -a District vehicle or common carrier, the following'conditions shall.
apply:
. A. traveler shall be entitled to a mileage reimbursement at the rate approved by the. State.
egielature (currently 44.5 cents per mile).-':
P Adinileage-shall be shown from the `point of origin to the point of destination, along a Usually
traveled route:
• Mileage shall be. calculated by one of the following methods:
o Odometer. readings
o Online map program
o District established mileage (Frequently Traveled Routes) (Service Office Mileage)
1"on a person travels by an indirect route for their own convenience, any additional costs
shall be borne by the traveler. Reimbursement shall be based only on such costs as would
have been incurred by a usually baveled route.
• Each stop during a travel period must be reported on a separate line on the TV form and
mustinclude all information required on the fomt.
A traveler shall not be paid a mileage reimbursement for travel between their home and their
official headquarters or assigned work location.
s Common Carrier- Commercial airline operating scheduled flights or rental vehicles of an established
rental car firm. (§112.061(2xh), F.S.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
:TRAVEL
Accounting & Financial
SECnonWEPT_: Reportina/fiaance. .
BY:
r
13-5 PAGE. 7 of 11
DATE: 10/01/06
08/30198
If traveling on a non-business day° to a location other than their official headquarters or
assigned work location, the point of origin may be the travelers home. In no case shall
mileage claimed exceed the miles actually driven.
• On a regularly scheduled business day when a traveler leaves from or returns to, their home,
the traveler shall only be entitled to reimbursement for the lesser of the mileage between a
business site and their home or their official headquarters or assigned work location. In no
-case shall mileage claimed exceed the miles actually driven.
• No traveler shall be entitled to mileage or transportation expense when gratuitously
transported by another person or by another traveler who is entitled to reimbursement.
.. Mileage for two round trips to an airport or the cost ?of contracted transportation may be
approved If it is determined to be more efficient or economical thane one round trip plus
airport parking fees,
... A ravelee. shall be- reimbursed therlei's sser
deo?a common carver-fare- or- the actual mileage ---
reimbursement, -amount, whi ned to, be more- economical-to# 4! District;' -
Prior to the traveler's departure, the scheduling department shall obtain an estimate of
airfare and rental vehicle costs from.the' District's travel' arrangements provider and'submit
the.:estimate with bath the TA and the TV.
• Reimbursement for expenditures related to the operation, maintenance and'ownership of a
vehicle shall not be allowed.
.. _........... .:. travel
:
VEHICLE .RENTAL; Rental vehicles' 'shall be reserved through the: Districts amengernents provider,. with any changes or:,cancellations coordinated prior to the traveler's
departure. District erripioyees on official business, must make payment: with: their Distract
procurement`caM. Personal use of a rental vehicle may not be reserved. or charged to a District
procurement: card. Before signing a rental vehicle "agreement; travelers are to ensure:
• The proper rental rate has been applied..
Additional insurance coverage will not ba charged to the District
?.
The refueling: service option has not been selected.
Sales tax will. not be charged in the S"tat"'e',of [=lorda.
• The. most` economical vehicle to appropriately accommodate the travel has been.selected.
Travelers shall use a Class 30, Intermediate Vehicle. The use'of any. vehicle larger than Class
3C trite rmediate:must be adequately justm6d_.(e.9., more than, four travelers; transporting
equlpment or supplies) and approved by the traveler's Director.
c: Intermediate IDAR:
4(E) Full-Size. Four--Door FDAR
5(V) Minivan WAN
Business use of a rental vehicle under the State contract or District agreement includes. collision
coverage. The District will not pay for additional insurance coverage. The rental vehicle must be
NUMBER:
5-Y-o-JE
s Non-business day -For a public officer or employee, a weekend or an authorized District holiday. (Kula
691-42.002(10), F.A.C.)
F PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
sECTIOWDEPT.: Reporting/Fi ce NUMBER: 13-5 PAGE: 8 of 41
APPROVE?sr. DARDL 00W L?V=,ros EEF'PECTIWDATE: 10/01/06 SUPERSEDES: 08/30/96
refueled prior to being retumed. Original fuel receipts must be filed with the traveler's
procurement card reconciliation documents or submitted with a TV, as appropriate.
The traveler must retain both the rental agreement and the final detailed rental receipt to be filed
with their procurement card reconciliation documents. A copy of the rental agreement must be
submitted with the TV. Rental vehicle charges shall be coded to Object Code 4008.
Special .provisions for combined business and personal'use of a. rental vehicle: When
combining business and personal travel, a traveler must reserve and make payment with a
personal credit card: A copy of the rental. agreement and original detailed receipt, must be.
submitted. with their TV. The traveler shall only be reimbursed for the business portion.of-the
travel. period based on the lesser of, ire estimated cost provided by'-M6; District's travel
arrangements provider or the amount calculated by_ Accounts -.,Payable) from their actu I_
recelpt: Prior to the travel (a
ee departure, the schedulingde - rtment shah-obtain an estimate o f .
rental. vehicle cost for the business portion of- the travel period from the District's travel
arrangements provider. The estimate must be submitted with the TV.
Index Provisions of Rule 60&1 A12, Q.A.C. all seated occupants of rented vehicles are required
to. u the seat belts or occupant restraint systems provided. Failure' tf this R
' fizesub
Il
a
sh
c ln
ect employees to dis -action, : ,csts incurred fopersonal n Ali ence e.".,:
P! ary
• o
- ' p citations, keys loc .
c or, ark' ng Y ked in- vehicle, etc: will: be. the, sole;resP _ ns1blii the
traveler. Additionally, l travelers shall be res'risible for providin9 proof of vehicle. insurance
to l%e District, rf requested: :
A.IR .TRAVEL: All commercial flights must be:,economy class unless otherwise approved by the
Executive Director or designee. The Distridt's travel anangernents provider:must. be :used for
..,
reouestin comparable estimates an p y; uling
9 d bookii g. all., flights for District em ' to ees T6` sched
e , ?frn
Q, ,... er?t` shall be responsible for determining tt?e most ethcient: and-. nom?cal;. me..`
d ecnthQd of
travel prior to:making. reservations: Both
` pagee` of a fully authoiied TA:ftirm mustbe: Faked to
the travel "a
rrangements provider to purchase an airline:ticket: Payment for. employee:,business
related travel must. be charged to a District procurement care) designated. by tlQ Employee's
bisector, Ail airline tickets- and airfare transaction flees must be charged to Abject Code 4007:
Cancellations must be made no later than one hour prior to a flight's scheduled departure time
to;'. cetain' the value of a ticket for future use (w(thin one year) by the narried traveler. If the
Dis?ict incurs cos_. tfor the purchase of an airline ticket and the traveler subsequently.'chooses
not to, use the ticket, the ticket must be canceled in a timely manner or. the traveler must
reimburse. the District for all unrecoverable costs.. Any costs incurred for tickets, which are
canceled at the traveler's discretion, but not rebooked within the allowable timeframe, must also
be reimbursed to the District.
An increase in airfare of $100 or more over the estimated costs on the TA must be justified by
the traveler and approved by the traveler's Director. All unjustified cost,. whether due to a
traveler's negligence or personal discretion, must be reimbursed to the District.
, . .
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SECTIONMEPT- Reporting/ nce Nunam: 13-5 PAGE 9 OF 11
APPROVED B M EPFE cnVE DATE: 10/01/06 suPeRSeoes 08/30/96
Special provisions for combined business and personal air travel: Although personal
travel may be combined with business travel and booked together through the District's travel
arrangements provider, personal expenses must never be charged to a District procurement
card. Additionally, if a traveler purchases an airline ticket through a source other than the
District's travel arrangements provider, such ticket must not be charged to a, District
procurement card. In either instance, the traveler must make payment with a personal credit
card and must submit a copy of the itinerary and proof of payment with their TV. The traveler
shall only be reimbursed for the business portion of the travel period based on the lesser of the
estimated :cost provided by the District's travel arrangements provider or the amount calculated
(by Accounts Payable) from their actual receipt The scheduling department shall obtain an
airfare estimate from the Districts travel arrangements provider prior to the traveler's departure
and submit the estimate with both their TA. and TV.
C - to. - - . - ? ------------ --..___ --
HAEtTER
.m order to.. _.. _ .. :.:
- -c transportation,
- - ER FLIGHT, SER (overflights E: This service <_ is _ _..prov__..ide procedure)., specifiht re nests for
conduct District' business are excluded from this Flig q
Governing or. Basin Board members, Executive D(rector, Deputy Executive Directors, General
Ccunsel or Inspector General will be arranged through the Executive Department; after
receiving. approval as stated in this' procedure. The use'
se of charter flights by staff members
should tie an excep6ion and must be auth
orized by the Executive Director:
. .
Purchasing will, process the flight request In accordance with Board Policy 4504 and Distract ' - -
Procedure 15-4; Procurement, gaveming procurement piactices, which includes contracting for
senrices with- an appropriate charter flight's enrice, Emergency: arrangements 'may
be, made
diractly'with Purchasing, who`will then notify the Executive Department to!obtaf the requited
approvals:
INCIDENTAL TRAVEL EXPENSES: The following information shall be required with a TV when
claiming: reimbursement for incidental travel expenses:
Receipts or canceled checks for registration fees paid by the traveler.
+ R®ooipts for- taxi fares in excess of $25 on a per fare basis:
Receipts; for`-storage, parking fees• or tolls in excess of $25 on a' per transaction basis,
Storage or parking fees are not allowed` on -a weekly or monthly basis unless it can be
established that such. method results M A savings to the District
Astafement that. communication expenses were business related. This includes fax and
intemet connect on_ charges. NOTE: Telephone calls made to the traveler`s fancily are not-a
reimbursable communication expense:
• Receipts for dry-qlean(ng, laundry and pressing expenses when official travel extends
beyond: seven days and such expenses are' necessarily incurred to complete the official
business portion of the trip.
• Receipts; for passport and visa fees required for official travel.
» Receipts for necessary fees charged to purchase traveler's checks for official, travel
expenses.
+ Receipts for fees charged to exchange currency necessary to pay for official. travel
expenses.
• Photocopy charges that are business related in excess of $25 on a per event basis.
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
rm E. TRAVEL
Accounting & Financial
sEcnowDEPT_: Reporting/Fi NUMBER: 13-5 PAGE: 10 01=11
4, J-4-04
APPRovEasr ? yj 0
p, DATE: 10/01/06 surERsEDEs: 08/30/96
Lost or missing receipts will require a signed statement from .the traveler with Department
Director's approval in order to receive reimbursement. Other travel expenses. may be
reimbursed If deemed to be in the best interest of the District and upon the Finance Director's
approval.
The following do not require a receipt:
• Tips paid to taxi drivers that do not exceed fifteen percent of the taxi fare.
• Tips paid for mandatory valet parking not to exceed $1 per incident
• Portage paid shall- not exceed $1 per bag not to exceed $5 per incident. Portage charges
exceeding $5 per Incident will require justification:
r
Other travel expenses not- detailed...in-. this_ procedure.. shall.- be- handfed- by -exception .. with.. the...
Finance Director's approval.
EMERGENCY SITUATIONS10- When a public officer, employee or authorized person away
frorn. their ofiicial. headquarters on personal time" is required to travel because of a District
emergency situation, the fvilowing shall apply-
• The traveler
the, may be reimbursed for travel expenses incurred in. traveling from their point Of-
- -
tra it point of destination,, which maybe their official headquarters:
If personal circumstances necessitate the trveler to return to their point' of or igiri after the
emergency situation has ended; rather: than- returning to or staying at their official
headquarters; the traveler may be reimbursed their travel expenses to, return:
• The: traveler's re'ques0br reimbursement of travel expenses claimed from A. point.. of origin
rather than their official headquarters shall` contain an explanation of the emergency
situation that necessitated their travel from such pant.
If. an;autfi6dzed traveler has incurred certain: unrecoverable costs associated:v?th: personal`
fans
p and is unable to carry out such plans due to.,_an.emergency situation; such costs that
are not recoverable may be reimbursed by, the District: Request (or reimbursement must
provide the circumstances of the emergency,si aiation:
EMERGENCY OPERATIONS: The Governor has authority to issue, an Executive Order in
response to a, major disaster or emergency that may result in the suspension of ali:or.a portion
of Sectit n 112.061, F.S. to an extent necessaryto meet the emergency.` in the event of such. as
suspension; .the Districts Executive Director or designee is provided the discre{ion to allow the
purchase of food and beverages for personnel operating the District's Emergency' Operation
Center (EOC) on a 24-hour basis during an emergency.
10 Emergency Situation - Circumstances in which there is an immediate danger or a threat of immediate
danger to the public health, safety or welfare or of other substantial loss, requiring emergency action.
(Rule 691-42.002(6), FAC.)
Personal Time - The time outside the regular work hours of a business day, a non-business day or day
for which the officer or employee had prior approval for a leave of absence. (Rule 691-42,002(13),
F.A.C.)
PROCEDURE I
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
-nn.E: TRAVEL
Accounting & Financial
sEOnOWDEPT.: Keporting/Fin?, AkEFFEchwoATE: ? NUMBER: 13-5 PAGE: 11 of 11
APPROVEQ sr. o? Moo. 10/01/06 SUPER3EDE? 08/30/96
When Section 112.061, F.S., has been suspended, in whole or in part, and the Executive
Director or designee has activated the District's Emergency Operations Center, EOC authorized
travelers must adhere to the following guidelines:
• All EOC travelers will receive the Finance department's Emergency Operations Travel
Instructions. These instructions include forms that have been modified to more accurately
document the Information required for Federal-, State and County reimbursement submittals.
The forms should be completed as travel occurs and must be submitted to Accounts
Payable at the end of each biweekly payroll period.
• Per diem and subsistence (meal allowance) rates shall remain the same, but the schedule-
for Class Csubsistence (meal allowance) reimbursement has been modrried to three 8-hour
periods, as.detalled...on the. Emergency.-Order/EOC.Activation..Class. C -Travel. Clock. .
EOC authorized travelers who work at least an 8-hour shift per day shall. be entitled to a full.
daily subsistence (meal allowance) reimbursement, less subsistence (meal allowance) for
food that has been provided.
• The E. Provisions Unit Leader shall determine when and where food will be made
- - : : available to., authorized travelers in lieu of subsistence (meal all wance):
• The cost for food service should not exceed the subsistence (meal allowance) amounts and
the food service should be carefully controlied,
• ` When' authorized by the EQC Coordinator, a procurement card -rhay-be, used to purchase ,
food. In such cases, a receipt must be'submitted with a list of the;names-of?all travelers to
whom food was provided. Food costs which exceed the established subsistence rates shall
require a detailed explanation.
Emergency expenses that are not related to travel should not appear on the TV: Paid invoices
orrecelpts for such cash expenses must be submitted'for reimbursement through petty cash or,
if over $50; by submitting a check request to Accounts Payable.
The Executive Director may modify or interpret this Procedure.
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