HRAR-4.10 - Travel

Purpose 

This administrative rule governs the behavior of City officers, employees, members of boards and commissions, and other individuals authorized to travel for City business, whether the expenses are paid for by the City of Portland or an outside agency. For purposes of this administrative rule, the term “traveler” is used to refer to any individual authorized to travel for City business.

Responsibility

The Bureau of Human Resources maintains authority to adopt administrative rules governing employee behavior and expectations for travel for City business.

The Accounting Division, in the Bureau of Revenue and Financial Services maintains authority to adopt administrative rules and procedures to govern the accounting and financial aspects of City of Portland expenditures associated with travel for City business.

Travel for Work

The City of Portland recognizes that there can be value in authorizing employees to travel for work-related reasons, including furthering an employee’s professional development and skills.

Travel for City business includes but is not limited to conventions, conferences, meetings of professional associations, training, and meetings with others from which the City will derive benefit through the attendance of a representative.

Approval of Travel

City employees must request and receive approval for any travel for work, including travel paid for by outside entities that only require use of work time.

For travel paid for by the City, all travelers must receive authorization in advance for any travel-related expenses, per FIN 6.13.

Incurring and Recording Travel-related Expenses

In compliance with the City’s ethics rules, all travelers should exercise good judgement, regard for economy, and recognition of proper use of public monies while traveling or incurring expenses in connection with City business.

Travel authorization and expenditure records are public records and may be accessible to the media and citizen inquiry.

Travelers who fail to provide a proper accounting of their travel-related expenses may be denied future travel for work.

Personal Use of Travel Incentives Prohibited

Travelers are prohibited from personal use of any travel incentives earned from travel arrangements purchased by the City or reimbursed by the City. Travel incentives include, but are not limited to, frequent flyer miles for air travel, “bonus” miles, “points” acquired through hotel/lodging, rental car, or other company-based loyalty programs, and compensation for the inconvenience of being “bumped” off a flight that is overbooked (such as a coupon for future travel). Lodging or meal vouchers received because of a delay in travel and used at that time are not included in this prohibition.

Related Policies and Procedures

Accounting Administrative Rule FIN 6.13 Overnight and Out-of-Town Travel and related Travel Policies and Procedures.

HRAR 4.07 Awards Gifts, Prizes and Promotional Items.