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MANUAL ON SUBMITTING VOUCHER

PAYMENTS FOR PROFESSIONAL SERVICES AGREEMENTS

Revised July 30, 2008 Revision 1.6

1

Thomas G. Byrne Commissioner

MANUAL ON SUBMITTING VOUCHER PAYMENTS

FOR PROFESSIONAL SERVICES AGREEMENTS

TABLE OF CONTENTS PAGE SECTION 1 DEFINITIONS 3 SECTION 2 INTRODUCTION 4 SECTION 3 REQUIRED FORMS/DOCUMENTS FOR SUBMITTAL 5 SECTION 4 FILLING-IN THE VOUCHER FORM 6 SECTION 5 ITEMS TO INCLUDE IN INVOICE SUMMARY 7-8 SECTION 6 ITEMS TO INCLUDE IN DETAILED BILLING INFORMATION 9-10 APPENDIX I CDOT VOUCHER FORM I APPENDIX II INVOICE SUMMARY II APPENDIX III INVOICE DETAIL III APPENDIX IV BLANKET RELEASE IV APPENDIX V LETTERS TO VENDORS FROM PROCUREMENT SERVICES RE: SUBCONTRACTOR PAYMENT CERTIFICATON V APPENDIX VI SUBCONTRACTOR PAYMENT CERTIFICATON- COMPLIANCE COPY VI-VII APPENDIX VII SUBCONTRACTOR PAYMENT CERTIFICATON VIII APPENDIX VIII LABOR DISTRIBUTION IX APPENDIX IX DEPARTMENT’S DIVISION TIME SHEET X

APPENDIX X CITY OF CHICAGO TRAVEL GUIDELINES (19 pages)

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SECTION 1

DEFINITIONS THE FOLLOWING WORDS AND PHRASES HAVE THE FOLLOWING MEANINGS FOR PURPOSES OF THIS MANUAL.

1. “Blanket Purchase Order”: A contract with negotiated pricing and a defined term in which

there is no obligation to purchase any specified quantity.

2. “Standard Purchase Order”: A contract in which all details such as cost, quantity, terms and funding are known (standard purchase order is for a specific project).

3. “Amendment”: A modification to a blanket P.O. or standard purchase order to increase the

contract value, change in scope of services, or the addition of vendors and/or sub consultants that were not originally part of the Agreement.

4. “Supplement”: An increase in funding to the release for continuation of services to a project

notice.

5. “Release” or “City of Chicago Blanket Release” or “Sub-Order”: An actual order, specifying quantities and delivery requirements, issued against a Blanket Purchase Order.

6. “Voucher Form for Professional Services”: A five (5) part carbonless form, provided by the

Chicago Department of Transportation (CDOT), filled-out by the Consultant and used in conjunction with additional documents provided by the Consultant for request of payment for services rendered.

7. “Vendor Code”: The specific generated number that uniquely identifies a supplier within

(FMPS) Financial Management and Purchasing System.

8. “Back-up”: Receipts, expense reports, time sheets, mileage reports, and/or documentation authorizing travel or purchase of equipment by CDOT.

9. “Contract Number” (aka PO number): The specific number issued by the Department of

Procurement Services for identification of a Consultant’s agreement.

10. “C.D.O.T. Project Number”: The assigned alphanumeric numbers issued by the Chicago Department of Transportation’s Project Managers in relation to a specific task.

11. “Project Notice” or “Task Order”: The Specific individual task with respect to the Blanket

Agreement, assigned to the Consultant by CDOT’s Project Mangers.

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INTRODUCTION

It is the experience of the Chicago Department of Transportation (CDOT) that the cause of

delays in paying invoices submitted by consultants or vendors is mainly due to lack of (or insufficient)

documentation, incorrect calculations, assigning incorrect Purchase Order number, CDOT project or

fund numbers, etc. Most of these problems can be eliminated or at least minimized, in order to expedite

payments, if all individuals involved in the process are made aware of the correct procedure in which a

voucher for professional services is expected to be assembled for processing and ultimate payment by

the City Comptroller. Professional vouchers that are correctly assembled, not only expedite bill

payment, they also minimize chances of overpayment or underpayment. Overpayment or underpayment

is usually detected as a result of the City/IDOT review that is normally conducted sometime after the

project completion.

These instructions have been put together to clarify the procedure for preparing a professional

voucher for processing. The suggestions given here are a guide toward efficient preparation of

payment vouchers and are subject to change. It should be understood that if any of these suggestions

appear to be in conflict with contract documents or any other Department or City Chief Procurement

Officer’s requirements, the latter provisions should take precedence.

It is our belief that if all our consultants routinely follow all of these requirements in preparing

their professional services vouchers, their invoices will be paid more efficiently by eliminating or

minimizing the auditing problems. We further advise that when in doubt concerning these procedures,

consultants are advised to contact the Department for clarification.

IMPORTANT Consultant must submit monthly invoices to CDOT, 30 N. LaSalle, Suite 600, Record & Estimate

Section for labor and other direct and indirect costs as billed.

• Cumulative monthly invoices will be rejected

• If consultant has more than one agreement with CDOT, consultant must prepare and submit

separate invoices for each agreement.

• Consultant must not submit invoices for less than $500 unless a particular invoice is for the last

payment prior to closeout of the contract.

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SECTION 3

REQUIRED FORMS / DOCUMENTS FOR SUBMITTAL

Please be advised that all required forms and supporting documentation should be

submitted in the order listed below.

1. CDOT Voucher Form (See Section 4 and Appendix I)

2. Copy of the City of Chicago Blanket Release (See Appendix IV)

3. Subcontractor Payment Instructions/Certification-Compliance copy Form (See

Appendix V, VI & VII)

4. Invoice Summary (See Section 5 and Appendix II)

5. Detailed Billing Information (See Section 6 and Appendix III)

6. Supporting Detailed Documentation (See Section 6 and Appendix VIII & Appendix IX)

7. Sub-Consultants Invoice (if applicable)

Once each month, Consultant must submit to the City an invoice for Services performed during the preceding month. Consultant must support each invoice with reasonable detail including Sub-Consultant’s costs In accordance with the terms of the Contract; Consultant must maintain complete documentation of all costs incurred for Audit. If certain items contained in Consultants invoices are disputed by the City, the amount in question must be resolved in accordance with the Disputes Provision of Contract.

• Please Note: Sub-Consultant Invoices should follow the same

procedures/format as the Prime. • Prime should include Sub-Consultant Invoices to their invoice for payment

proposes. • We are unable to accept Vouchers directly from the Sub-Consultants.

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SECTION 4

FILLING-OUT THE VOUCHER FORM

1. Obtain the Voucher for Professional Services Form from the Chicago Department of Transportation, Division Administration; Records and Estimates Section (see Appendix 1.1).

The form is filled-out as follows:

A. CONSULTANT: Name of Consulting firm. B. VENDOR CODE: This code is assigned by the Department of Procurement

Services. This alphanumeric assignment correlates to “pay to address”. C. INVOICE NO.: This is for the Consultant’s use. D. PAYMENT NO.: This number is sequential against the Agreement Number E. CONTRACT NO. F. SERVICES PERFORMED: The period the Consultant provided the services,

e.g., (labor charges). G. PROJECT NUMBER: Provided by CDOT’s Divisional Project Manager. H. CDOT PROJECT MANAGER: Name of CDOT personnel managing the project. I. WORK ORDER NO: Provided by CDOT’s Divisional Project Manager. J. PROJECT DESCRIPTION K. RELEASE # (also known as SUB-ORDER): Provided by the contract section. L. AMOUNT OF BASIC CONTRACT SERVICES: Is the “Maximum

Compensation Limit” for the entire agreement. M. CONTRACT CEILING INCLUDING MOD: Fill-Out same amount as item “L”

above. N. AMOUNT OF CURRENT INVOICE: All charges including Prime’s and Sub’s. O. AMOUNT INVOICED TO DATE INCLUDING CURRENT INVOICE: This is

the cumulative totals that have been invoiced. P. INVOICE DATE: “ Please leave this blank” Q. NAME OF CONSULTANT: Same as item “A” above. R. OFFICIAL SIGNATURE & TITLE Date: Authorized official of the firm.

2. PLEASE RETURN ALL FIVE (5) PARTS OF THE CDOT VOUCHER FORM

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SECTION 5 ITEMS TO INCLUDE IN INVOICE SUMMARY

The Invoice summary (See Appendix II) must be on the Company’s Letter Head with a name of a Contact Person, Direct Phone Number or Cell Number, and E-mail address, in order to answer to any questions about the submittal of the invoice. This page must also consist of the following: • Three columns: “Current ,” “Prior ,” and “Cumulative.”

• Purchase Order Number, Consultant’s invoice and job number, project name, invoice period,

agreement or task order dollar amount, remaining un-invoiced dollar amount remaining on the agreement or task order.

1. DIRECT SALARIES

Labor costs will consist of the actual costs of all allowable and allocable salaries and wages (exclusive of overtime premiums and payroll related taxes, insurance and fringe benefits) paid to Consultant’s and Sub-Consultants’ employees for the time spent in the performance of services under this Contract.

2. PAYROLL MULTIPLIER (Overhead and Burden)

Overhead and burden will consist of actual indirect costs of the home and branch offices of Consultant and Sub-Consultants are allowable and allocable to the Services (collectively, “Overhead”).

3. MAXIMUM FIXED FEE (Profit): This can either be a maximum percentage rate of 10%

multiplied by labor and the payroll multiplier, or a fixed fee dollar amount times the percentage of work completed. The City will pay Consultant a fixed fee/Profit amount as an allowance for profit to be earned in the performance of services under this agreement by Consultant.

If Applicable

4. PREMIUM OVERTIME

To the extent that Consultant pays its employees a premium in excess of its hourly rates for overtime spent on the project, the cost of the premium will be treated as a direct cost which will not be included in Labor Cost and which will not be subject to application of any Overhead rate.

5. IN-HOUSE DIRECT COSTS: Such as Company Vehicle, Copies, and CADD Hours.

Direct costs are allowable and allocable to the project, are not included in Overhead, and are routinely and uniformly charged to specific projects under Consultants accounting system.

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6. OUTSIDE DIRECT COST: Such as FedEx, UPS, Copy Service, Personal Car Mileage & Parking

7. SUB-CONSULTANTS:

The City will reimburse consultant for the costs of Sub-Consultants as those costs are incurred under or in connection with Subcontracts awarded by Consultant in accordance with the terms and conditions of this Contract, subject to the city’s prior approval.

8. TOTAL AMOUNT EARNED TO DATE.

9. LESS PREVIOUSLY INVOICED (optional)

10. PAYMENT DUE THIS INVOICE.

11. Name of DBE/MBE/WBE firms from Contract or Task Order: Indicate type of, (i.e.,

DBE/MBE/WBE), agreed amount, amount paid to date (separate page at consultant’s discretion).

12. CERTIFICATION STATEMENT: Should be Signed & dated.

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SECTION 6 ITEMS TO INCLUDE IN DETAILED BILLING

All the items described in Section 5 should have supporting documentation consistent with the professional consultant contract. These items should include but are not limited to:

1. Direct Salaries: This information should show the personnel who worked on the project during the pay period, their classification, hourly raw rate of pay and the total charge for each employee. Consultant must adhere to the classifications and rates stated in their Contract. (Exhibit 2-Attachmnet A, Maximum hourly labor rates )

2. Labor Distribution: Sheet(s) should contain the month with the days of the week, dates

and hours employee worked on the project. In cases of where there are multiple projects on the same time sheet but with different City or other Client projects, then each project must be clearly identified by highlighting the particular project that coincides with the labor charge. (See Appendix VIII)

A. If the Consultant is under the Supervision, i.e. (a person performs in the field or at a

CDOT office), the consultant must obtain blank time sheets from the Division which the consultant is assigned to, and labor hours logged in must be approved by a CDOT Project Manager or Supervisor. These time sheets or labor distributions sheets must be attached in order for consultants to be eligible for labor reimbursement. Personnel hours not properly documented, will not be eligible for payment. (See Appendix IX)

3. Direct Costs: All direct expenses on the project must be identified and itemized. All

corresponding receipts must be attached. If the receipt attached represents several projects, then the items and the amounts on the receipt chargeable to the particular invoice must be highlighted. The following are some examples of direct costs:

A. Cell Phones: Cellular phones are reimbursable for City business calls only.

Personal calls are not allowed. CDOT will only pay for the phone service and not the purchase of or lease of new or used equipment, e.g., (phones, batteries, charges, adapters, etc.).

1. Invoicing: Consultant will provide copies of the back-up and indicate on the

Detail Billing or separate page; the number of phones being invoiced with employee’s names, and cell numbers.

2. CDOT reserves the right to discontinue the use of cell phones.

B. Auto Mileage: Mileage reimbursement is for work purposes only. Invoicing

mileage for personal use is strictly prohibited. CDOT does not reimburse consultants for commuting to and from their home(s), then to the office or work site.

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cates:

vel and subsequent end reading

C. rtain to the project being invoiced and not for charges occurred on items, i.e. (Consultant

atching system, then the charges must identify to the project being invoiced with

D. Premium Overtime: It’s earned on CDOT projects and should not be associated

be in accordance with the “Standard Terms and Conditions,” Exhibit 2, aragraph 3, “Direct Costs,” subparagraph F “Premium on overtime” of the

E. ss operation and should not be included in the

onsultant’s overhead. Invoicing for general office supplies other than for the use

F. Food / Beverages: This is non reimbursable, unless, it is related to business travel

G.

ement. (See “Standard Terms and Conditions,” Exhibit 2 Paragraph A, Item 3 “Direct Costs,” Subparagraph D “Equipment, Tools and Vehicles” of the Contract.)


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Consultant must provide a travel log which indi 1. Month, day of the week and traveled dates

2. Speedometer’s reading prior to tra

3. Total Miles traveled for each day

Shipping/Messenger Services: CDOT will only reimburse for charges that pe

or Sub Consultant invoices shipped to each other or to CDOT for processing).

Consultant must provide copies of receipts. If the consultant has an internal bnumber of packages delivered, senders and receiver’s name, delivery date, and time.

with other outside clients.

This should pagreement. Office Supplies / Field Supplies: This indirect, non-salary cost reimbursement is part of the Consultant’s busineCby field personnel is prohibited.

(See Appendix X “City of Chicago Travel Guidelines”).

Computers, Digital Cameras, Engineering Instruments: In some cases, CDOT may request the consultant to purchase such items. The purchase of computer equipment becomes the property of the City and must be surrendered when the Project is completed. It is the responsibility of the Consultant to keep receipts and maintain records of such equipment purchased through the Consultant’s agre

CDOT VOUCHER FORM

APPENDIX I

I

Required: CONTACT NAME: _______________________

CELL PHONE #: ________________________ EMAIL: _______________________________

DIRECT PHONE #: ______________________

APPENDIX II

II

APPENDIX III

III

APPENDIX IV

IV

APPENDIX V

V

APPENDIX VI

VI

APPENDIX VII

VIII

APPENDIX VIII

LABOUR DISTRIBUTION

IX

APPENDIX IX

DEPARTMENT DIVISION TIME SHEET

X

GUIDELINESTRAVELCity of Chicago

City of ChicagoRichard M. Daley, Mayor

April, 2008



Table of Contents

Travel Policy .....................................................2

General Approval

General Requirements ...............................4

Limits on Participants ................................4

Travel Approval Procedure .......................5

Travel Outside the Continental Untied States ..........................6

Map—Chicago Metropolitan Area .............7

Reimbursable Travel Expenses

Business-Related Expenses ...................... 7

Transportation

City-Owned Vehicles ............................... 8 Personal Vehicles .....................................8 Car Rental ................................................ 9 Common Carrier ....................................10 Ground Transportation .........................10

Laundry ......................................................10

Lodging .......................................................11

Meals ...........................................................11

Telephone Calls .........................................12

Additional Expenses .................................12

Travel Expense Advances ........................12

Conference Registration Fees ..................12

Travel by City of Chicago Consultants or Contractors .....................13

Non-Reimbursable Expenses ...................13

Travel Reimbursement Rates ........................14Travel Request Form .......................................15Travel Expense Statement .............................16


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City of Chicago TRAVEL POLICY

The City of Chicago Travel Policy consists of guidelines and procedures for current and prospective City employees and contractors who travel on behalf and for the benefit of the City. This policy is administered by the Office of BudgetandManagement(OBM).

The City is not obligated to reimburse any employee, contractor or repre-sentative of the City for travel expenses which were not previously approved by OBM.

When an individual is required to travel on behalf and for the benefit of the City, the employee is expected to exercise good judgment in managing travel costs and make every effort to secure the most economical travel ar-rangements available at that time.

For purposes of this policy, the Chicago metropolitan area is defined as Cook, DuPage, Will, Lake and McHenry counties. (See page 7 for map)

This policy:

• Is not intended to cover routine local travel related to the performance of an employee’s regular job duties. Rather, this policy is intended for out-of town travel or travel to Chicago from another city.

• Applies to all City deparments, employees andcontractors regardless of funding sources (i.e. grants).

• Requiresthatallemployeessecurethemosteco-nomical means of travel, including cost, travel time andworkrequirements.

• Willbestrictlyenforced.Anydeviationfromthese

guidelines must be justified in writing and ap-proved by the Budget Director prior to travel.

TR

AV

EL P

OLIC

Y


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General APPROVAL

General Requirements

The City recognizes the following activities as appropriate for travel purposes:

•Deliveryoflegislativetestimony

• Asastipulationorconditionofgrantfundingorotherwiserequiredforstate or federal certification

• PresentationonbehalfoftheCityataconferenceorseminar

•Financialortaxaudit

• Site visits or operational evaluations related to departmental improvement efforts

•Courtproceedingsorcasepreparation

• Attendanceat conferences,meetings, seminarsor training sessionsfor which:

– the topic is of critical interest to the City;

– representation at the event is in the best interest of the City, and

– the topic is related to an employee’s professional development.

Before planning out-of-town travel, every effort should be made to identify local options for comparable conferences, meetings, seminars or training sessions.

Limits on Participants

Attendance at conferences, meetings, seminars or training sessions held outside the Chicago metropolitan area is limited to two employees from any one department unless otherwise approved by OBM. Seepage7for counties that comprise the Chicago metropolitan area.


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General APPROVAL (cont.)

Travel Approval Procedure

• AlltravelarrangementsaretobesecuredthroughtheCity’sdesignat-ed travel management agency—Corporate Travel Management Group (CTMG).

• AlltraveloutsidetheChicagometropolitanarearequiresapprovalfromOBM.Seepage7forcountiesthatcomprisetheChicagometropolitanarea.

• Complete original Travel Request Form (page 15) and support docu-mentation must be approved by the appropriate department head and submittedtoOBMnolaterthanseven(7)businessdayspriortothedateof travel.

• Inemergencysituationsinwhichtherearefewerthanseven(7)businessdays prior to a proposed trip, the Travel Request Form may be faxed to therequestingdepartment’sbudgetanalystat(312)744-3618.

• TheCity isnotobligatedto reimburseemployees for travelexpenseswhich were not previously approved by OBM.

• ATravelExpenseReport(page16)mustbeaccuratelyandclearlycom-pleted and submitted with all receipts in order to obtain reimbursement for travel expenses.

• If there is a disputed reimbursement, a representative from the Comptroller’s Office will contact the department to resolve the out-standing matter. If it is not resolved in a timely manner, the undisputed portion will be reimbursed along with an explanation and instructions to resolve the outstanding amount.

• AllexpensesincurredwhiletravelingwillbechargedtoAccount0245.

•Nopettycashreimbursementsareallowed.

•Nocashadvanceswillbeprovided.


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General APPROVAL (cont.)

Travel Outside the Continental United States (U.S.)

• All requests for City travel outside the continental U.S. must be submittedtoOBMfourteen(14)businessdayspriortotravel.OBMwillseek approval from the Mayor’s Chief of Staff and will notify the depart-ment of approval or denial.

• Travelersshouldconvertall foreignexpensestoU.S.currencypriorto submitting a Travel Expense Report. Official documentation of the ex-changerateatthetimeoftravel(i.e.bankreceipt)mustaccompanyalloriginal receipts.


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Reimbursable Travel EXPENSES

Business-Related Expenses

• Business-related expenses incurred while on City business may be reimbursed at the discretion of the department head. Following are examples of acceptable reimbursable business expenses:

– Photocopying

– Sending or receiving faxes

– Express mail services

– Internet connections

•Originalreceiptsmustbeprovidedforreimbursement.

Chicago Metropolitan Area

Cook

LakeMcHenry

Kane

Will

Dupage


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Reimbursable Travel EXPENSES (cont.)

Transportation

•city-owned Vehicles

– Employees traveling on City business in a City-owned vehicle are entitled to reimbursement for gas, parking and toll expenses but not thestandard“permile”reimbursement.

– Original receipts must be provided for all expenses.

– Travel in a City-owned vehicle outside the Chicago metropolitan area (seep.7)requirespriorapprovalfromOBM.

– Employees are responsible for all fines related to parking or moving violations issued while traveling on City business.

• RefertotheCityofChicagovehiclepolicyforotherrulesandregulationsregarding the use of City-owned vehicles.

•personal Vehicles

– Employees may use personal vehicles for business travel within a 300-mile radius of Chicago.

– Employees will be reimbursed at the rate stated in the Annual Appropriation Ordinance or applicable collective bargaining agree-ment, but in no event will the reimbursement exceed the cost of coach airfare.

– “Per mile” reimbursement includes the cost of gas, oil and general maintenance.

– Parking and toll expenses will be reimbursed separately with original receipts.

– Employee must carry liability and property damage insurance for business use of his or her vehicle and submit a copy of these insurance policies to the appropriate personnel within his or her department.

– Employees are responsible for all fines related to parking or moving violations issued while traveling on City business. Absolutely no exceptions will be made.

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•car Rental

– Car rental is a reimbursable expense only when there is no other transportation available or the distance between lodging and/or meeting site(s) makes public transportation, taxi or other mode oftransportation impractical.

– Car rental will not be approved for travel within the Chicago metropolitan area. City pool cars or I-Go cars should be reserved for such travel.

– The compact car rental rate will be reimbursed unless the need for a larger car can be justified.

– Daily rental rates, taxes, surcharges, gas, car rental insurance and oil expenses are considered reimbursable items.

– Only one car rental will be allowed per trip.

– Employees are responsible for all fines related to parking or moving violations issued while traveling on City business. Absolutely no exceptions will be made.

– Original receipts are required for reimbursement.

•common carrier (Air,Train,Bus)

– To take advantage of any available discount fares, all reservations and ticket purchases should be made as far in advance as possible.

– First-class travel is prohibited.

– Electronic tickets are the only acceptable delivery method of tickets unless this option is not available. The City’s travel agency will advise.

– Any charges incurred as a result of changes to an original airline reser-vation made prior to or during travel are subject to OBM approval.

– The lowest priced airfare often requires a Saturday night stay. The City of Chicago Travel Policy does not require or suggest that an employee include a Saturday stay in their itinerary in order to take advantage of these lower fares. However, an employee may choose to stay over a Saturday night if the difference between the airfares exceeds the cost of lodging for each extra day added together. For example, if the difference between airfares is $500 and lodging for that Saturday and Sunday totals $300, employees have the option of the Saturday night stay. The following applies when a traveler has opted for a Satur-day night stay, but is not conducting City businesses on Saturday or Sunday:


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•common carrier(Air,Train,Bus)(cont.)

• Supportingdocumentationcomparingairfaresisneededto approve Saturday night stay options.

• Costoflodgingandgroundtransportationtoand from the airport/hotel are reimbursable expenses.

• Meals(perdiem)arereimbursableatthe appropriate rate.

• Ground Transportation (Taxis, Public Transportation, Limousine Service)

– Transportation to and from the airport is included in the ground transportation amount in the reimbursement rate.

– Public transportation is encouraged.

– Ground transportation expense guidelines are provided on the TransportationReimbursementRateform(page14)

– Ground transportation expenses are reimbursable with original receipts at the discretion of the department head.

– Limousine service may be used if the cost is less than the cost of a taxi service or other means of transportation.

– Gratuity for ground transportation is the sole responsibility of the traveler.

– Original receipts are required for reimbursement.

Laundry

• Employees traveling on City business for three or more consecu-tive days are entitled to reimbursement for laundry expenses up to a maximum of $10 per three-day period beginning with the fourth day.

•Originalreceiptsarerequiredforreimbursement.


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Lodging

• Thecostofastandardhotelroomisreimbursableuptothemaximumdailyrateforthecitygroupaslistedinthe“Rates”(page14)sectionofthis policy, exclusive of applicable taxes.

• Themaximumdailyratemaybeexceededonlyifalowerpricedroomis not available within a reasonable distance, and only if approved by OBM.

• Employeesmaystayathigherpricedhotels,buttheywillonlyreceive reimbursement up to the maximum daily rate for the applicable city groupinthe“Rates”section,ifalowerpricedhotelisavailablewithinareasonable distance.

• HotellodgingwithintheChicagometropolitanarea(seep.7) isnotareimbursable expense.

• Allpersonalexpensesmustbepaidforseparatelyordeductedfromthelodging bill before it is submitted for reimbursement.


Meals

• Employeesareentitledtoadailyperdiemallowance,asoutlinedinthe“Rates”(seep.14)sectionofthispolicy,asreimbursementforallmealsinclusive of tax and gratuity.

• Ifmealsareincludedinregistrationfees,perdiemwillnotbereimbursedfor pre-paid meals.

• IftravelisconductedwithintheChicagometropolitanarea(seep.7),mealswill be reimbursed at the discretion of the department head and with prior approval from OBM.

• MealsontraveldayscanbeginwhenarrivingattheairportordepartingtheChicagometropolitanarea(seep.7).



Telephone Calls • IftheemployeehasaCity-issuedcellphone,thatphoneshouldbeused

foralltelephonecalls(unlessthereisnoservice).

• Employeesarealloweduptotwenty(20)minutes(nomorethan$5.00) for reimbursable personal phone calls per day while traveling on City business.

• Businesscallsmaybereimbursedat thediscretionof thedepartmenthead with a maximum reimbursement of $10 per day.

• Whenpossible,employeesshouldavoidhotelsurchargesbyusingcellphones or phones outside the hotel room for personal and business calls.


Additional Expenses • Original receipts are required to claim reimbursement for incidental

expenses not listed above.

• Reimbursementforincidentalexpenseswillbeapprovedatthediscre-tion of the department head.

Travel Expense Advances •Cashadvancesarenotallowed.

Conference Registration Fees • Registration feesmaybe charged to thedepartment’seducationand

professionaldevelopmentaccounts(Account0169)atthediscretionofthe department head.

• Meals included in conference registration fees will be charged to Account 0169.

• Every effort should be made to take advantage of early registration discounts.

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Travel by City of Chicago Consultants or Contractors

• TravelbyconsultantsorcontractorsengagedbytheCityshouldadhereto the City of Chicago Travel Policy. Travel expenses should be includ-ed in the contract price and billed as required by the contract.

• Travelbynon-employeesattheinvitationoftheCity(i.e.candidatesforemployment, speakers) must be approved by the Mayor’s Chief of Staff and adhere to the City of Chicago Travel Policy.

• Reimbursementfornon-employeeswillbeforactualexpensesin-curred, not any flat per diem.

• TravelbyCityemployeestoconsultant’slocationpriortoapprovedcontract is prohibited.

Non-Reimbursable Travel Expenses

Non-reimbursable expenses include, but are not limited to, the following:

•Additionalchargesforroomupgradesorspecial“club”floors.

•Alcoholicbeverages

•Coatcheckservices

•Entertainment,includingbutnotlimitedtoin-roommovies

•Latecheck-outandguaranteecharges

•Parkingormovingviolationtickets

•Personalservices(i.e.barber,shoeshine,healthclub,massage)

•Spousalexpenses

•Toiletries

•Travelaccidentinsurance

• Otherexpensesofapurelypersonalnatureandnotlistedas reimbursable in these guidelines.

GROUND TRANSPORTATION $55 $50 $40 $30(Including parking

at point of departure)

TRANSPORTATIONAIR: Coach Coach Coach Coach BUS: Economy Economy Economy EconomyRAIL: Economy Economy Economy EconomyPERSONAL CAR*: $.0505/mile $.0505/mile $.0505/mile $.0505/mile

LODGING $250.00 $225.00 $150.00 $125.00

PER DIEM $64 $59 $54 $49Including tax and gratuity

Travel REIMBURSEMENT RATESReimbursement rates are categorized by relative travel costs associated with certain cities. Group II, III and IV are not all inclusive. For cities not listed, please consult with the Office of Budget and Management for appropriate reimbursement rates.

GROUP I GROUP II GROUP III GROUP IV CITIES CITIES CITIES CITIES

Boston, MA

New York City and metro areas

Los Angeles, CA

Miami, FL

San Francisco, CA

Washington, DC and metro areas

Atlanta, GA

Chicago, IL

Houston, TX

Philadelphia, PA

San Jose, CA

Baltimore, MDCleveland, OHCincinnati, OHColumbus, OHDallas, TXDenver, CODetroit, MIIndianapolis, INLas Vegas, NVMemphis, TNMilwaukee, WIMinneapolis/St Paul, MNNashville, TNNew Orleans, LAOrlando, FLPhoenix, AZPortland, ORSan Diego, CASeattle, WATampa, FL

Kansas City, MOLouisville, KYMadison, WIPittsburgh, PASt Louis, MOSpringfield, IL**

* Mileage reimbursement follows the rate as determined by the Internal Revenue Service. 2008 rate is listed.

** When the Illinois legislature is in session, the Springfield, IL maximum is increased to Group III.

Maximum daily rate is exclusive of applicable taxes. Taxes will be included in the reimbursement.

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Travel Request Form

City of Chicago

TRAVEL REQUEST FORMName: Department

Purpose of Travel: Bureau/Division:

Destination:

Departure Date:

Return Date:

TRAVEL EXPENSE ESTIMATETO BE COMPLETED AND SUBMITTED 7 BUSINESS DAYS PRIOR TO TRAVEL TO THE

OFFICE OF BUDGET AND MANAGEMENT ALONG WITH PROPER DOCUMENTATION

Estimated Expense(s):Transportation $

Meals

days @ per day $

Lodging

days @ per day $

Registration (Acct. 0169) $

Other Expenses (please list) Other:$

$

$

TOTAL ESTIMATE $

I have reviewed this travel request, and find:

• the purpose of this trip fulfills an important public objective;• this trip adheres to the City of Chicago Travel Policy;• the purpose of the trip cannot be fulfilled locally.

TRAVELER DATE

DEPARTMENT HEAD DATE

OBM ANALYST DATE

OBM DIRECTOR DATE

Please attach approved Request Form to Expense Statement when submitting for reimbursement.GRC-158442-3-2

Effective January 1, 2000

Funding Code:(If more than one funding code is to be used pleasespecify amount to be charged to each)

CHIEF OF STAFF * DATE* when applicable


Travel Expense Statement

16

Em

ploy

ee:

Pho

ne:

Em

ploy

ee T

itle

Con

tact

:P

hone

:Tr

avel

Dat

es:

F

rom

To

:

Dep

t. #

P

urpo

se/L

ocat

ion

of t

rip

Tota

l Exp

ense

s

Less

Adv

ance

Less

Pre

paid

Exp

ense

s

Bal

ance

Due

City

Bal

ance

Due

Em

ploy

ee

Dat

e

CITY

OFCH

ICAG

OT

RA

VE

L E

XP

EN

SE

STA

TE

ME

NT

De

pa

rtm

en

t S

ub

mit

to

Co

mp

tro

lle

r’s

Au

dit

Se

cti

on

Roo

m&

Taxe

sM

eals

Tele

phon

eM

isc.*

Tota

lE

xpen

ses

*Exp

lana

tion

of M

isce

llane

ous

Exp

ense

s:

Ihe

reby

cer

tify

that

thi

s Tr

avel

Exp

ense

Sta

tem

ent

is in

acco

rdan

ce w

ith t

he p

olic

ies

and

proc

edur

es o

f th

e C

ity o

f C

hica

go.

All

rece

ipts

incl

uded

are

orig

inal

.

Em

ploy

ee S

igna

ture

Dat

e

App

rovi

ng F

inan

ce D

irect

or o

r D

esig

nee

Dat

e

Dep

t. H

ead/

App

rovi

ng O

ffici

al S

igna

ture

D

ate

Orig

inal

: D

epar

tmen

t of

Fin

ance

C

opy:

D

epar

tmen

tG

RC

-158

442-

3-2

Tran

spor

tatio

nR

enta

lV

ehic

les

Per

sona

l Aut

oC

omon

Car

rier

Gro

und

Tran

sp.

Sub

tota

l (02

45)

Reg

istr

atio

n F

ee(0

169)

Par

king

& Toll

Effe

ctiv

e Ja

nuar

y 1,

200

0

Fun

ding

Cod

eC

omm

on

Car

rier

(Air,

Trai

n)

City of ChicagoOffice of Budget and Management

City Hall, Room 604121 North LaSalle

Chicago, Illinois 60602

www.cityofchicago.org/budget

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