City Auditor, Abinet Belachew, completed an internal review of employee travel-related spending and procedures. The review identified that the city’s travel policy, which has not been comprehensively updated since the late 1990s, needs clearer and more current guidance on allowable costs, spending limits, documentation and approval processes. City administration agrees clearer rules and better documentation are needed and is committed to modernizing the policy and practices.
Key areas for improvement include:
Updating the Travel Policy and Limits: The city will establish defined allowance limits for meals, lodging, transportation and other expenses based on current market rates and budget realities. The updated policy will reduce inconsistencies and subjective decisions across departments.
Strengthening Documentation and Oversight: A standardized travel expense reporting process and improved recordkeeping will ensure that required documentation (including itemized receipts and mileage back-up) is consistently maintained and easily accessible. The city will also clarify rules on mileage calculations and use of per diem options.
Aligning Budgeting and Actual Costs: Travel budgeting and forecasting practices will be reviewed so that planned travel more accurately reflects actual needs and historical usage, reducing variances and improving financial planning.
Clarifying Allowable Expenses: The city will define reasonable guidelines for meals, vehicle rentals, valet parking and other costs, with an emphasis on cost-effective choices and justification when higher-cost options are used.
Training and Technology: Employees and supervisors involved in travel will receive additional training on the revised policies. The city is also exploring centralized travel management tools and technology-based solutions (such as automated mileage tracking) to improve transparency, efficiency and compliance.
These actions are designed to ensure that travel is properly authorized and documented, and provides value to taxpayers. A link to the full audit response from City Manager Deric C. Feacher and City Auditor Belachew's final audit report are provided for those who wish to review the details.