Chicago Police DepartmentEmployee Resource E02-07
Travel, Department-Funded Training, and Reimbursement Guidelines
Issue Date:07 February 2017Effective Date:07 February 2017
Rescinds:22 February 2012 version
Index Category:Payroll and Timekeeping
I.Purpose
This directive:
  • A.establishes travel, Department-funded training, and reimbursement guidelines for Department members who will be traveling at the expense of the Department and/or participating in Department-funded training.
  • B.establishes procedures for the approval of members traveling and/or attending Department-funded training.
  • C.provides a list of reimbursable expenses.
  • D.provides a list of non-reimbursable expenses.
  • E.defines the responsibility of the Travel Section, Finance Division.
II.General Information
  • A.When a member has occasion to travel on behalf of and for the benefit of the Department, the member is expected to exercise good judgment in managing travel costs and make every effort to ensure that the costs of travel arrangements are the most economical available.
  • B.All reimbursable travel expenses outside the Chicago Metropolitan Area requires prior approval from the City of Chicago, Office of Budget and Management (OBM), through the Finance Division. The Chicago Metropolitan Area encompasses Cook, DuPage, Will, Lake, Kane, and McHenry counties.
  • C.Department members who will be participating in Department-funded travel outside the continental United States will contact the Travel Section, Finance Division for information and approval procedures.
  • D.The Department is not obligated to reimburse any member for expenses that were not previously approved.
  • E.Travel Request Forms (CPD-61.306) are available online at the Department Directives System.
  • F.Completed original Travel Request Forms must be approved by the member’s commanding officer and appropriate bureau chief prior to travel. Sufficient justification for travel must be clearly documented and attached to the Travel Request Form when submitted.
  • G.Members must make reservations and obtain estimates for travel arrangements by contacting the  designated travel agency .
    NOTE:
    When making reservations for hotel accommodations, members will request the "government rate."
  • H.When reservations for travel and/or accommodations are requested or confirmed with the designated travel agency, the designated travel agency will verify the member’s request by emailing the eticket and itinerary to the member and copying the Travel Section, Finance Division.
  • I.Travel in a Department vehicle outside the Chicago Metropolitan Area requires prior approval of the member’s exempt commanding officer/ unit commanding officer in a To-From-Subject report.
    NOTE:
    When conducting a follow-up investigation, the procedures delineated in the Department directive entitled “Department Vehicles” will be followed.
  • J.Any information concerning an educational/training program which may be of interest to the police profession should be forwarded to the Deputy Chief, Education and Training Division.
  • K.Original itemized receipts are required for reimbursement of travel and Department-funded training expenses.
  • L.Third Party Funded Travels
    • 1.Travel paid by a third party or by the employee must adhere to the City of Chicago's Travel Policy and the City's Ethics Rules.
    • 2.No Department member may receive direct reimbursement for third party travel. Registration fees, transportation and/or lodging can either be directly purchased by the grantor, with proof of purchase; or paid directly to the City for reimbursement to the employee through the Department of Finance voucher process.
  • M.The Traveler Certification form and the City of Chicago's Travel Policy can be found on the Finance Division's intranet page under the Travel tab.
III.Department-Funded Training Programs, Seminars, Conferences
  • A.Department members who wish to attend, or are nominated by their commanding officer to attend any other school, academy, institute, seminar, or conference, or wish to participate in any professional or training program outside the Department, will be required to submit a To-From-Subject report at least 30 days prior to the starting date. This To-From-Subject report, along with relevant documentation (e.g., program pamphlet), will be submitted through the member’s chain of command to the appropriate bureau chief or the Chief, Bureau of Support Services, if assigned to a unit within the Office of the Superintendent.
  • B.Department-funded training programs include educational or professional training programs (with the exception of degree or select management programs) outside the Department for which the Department will incur the cost. An Academic Selection Board Application is not required to be submitted by members who wish to attend Department-funded training programs.
    EXCEPTION:
    The above Department-funded training programs DO NOT include attendance at the Northwestern University Center for Public Safety, the Federal Bureau of Investigation National Academy, or similar programs funded by the Department. Members will refer to the Department directive entitled “Academic Selection Board” for application and selection procedures concerning these programs.
  • C.If no expenses are to be incurred by the Department and the request seeks only authorization to be placed in an approved training assignment (e.g., Code 047), and/or use of a Departmental vehicle for transportation, a To-From-Subject report, along with relevant documentation, will be submitted through the member’s chain of command to the member’s respective bureau chief or Chief, Bureau of Support Services. Members will be notified upon approval or disapproval through the chain of command. If the request is disapproved, a reason will be given for the disapproval in accordance with procedures established in Item IV-B-3 of this directive.
  • D.If expenses such as registration fees, transportation, lodging costs, use of a Department vehicle and gasoline credit card, etc., will be incurred by the Department, the member will follow the procedures set forth in Item IV-A of this directive.
IV.Procedures for Members Who will be Traveling, Attending Department-Funded Training Programs, Seminars, Conferences
  • A.Members who will be traveling and/or attending Department-funded training programs will:
    • 1.submit a completed Travel Request Form (CPD-61.306) along with relevant documentation including a To-From-Subject report, program pamphlets, travel itinerary, transportation quote, hotel reservation quote, travel certification form, and board of ethics approval (if applicable) through the chain of command to their respective chief.
    • 2.upon receiving approval by the Office of the Superintendent or the member’s respective bureau, immediately notify the Travel Section, Finance Division.
    • 3.if applicable, make reservations for air and ground transportation and accommodations by contacting the  designated travel agency and:
      • a.identifying themselves as employees of the Chicago Police Department.
      • b.providing the designated travel agency representative with the dates of travel, the destination, accommodation needs, air and ground transportation needs.
    • 4.fill out a City of Chicago Travel Expense Statement Form upon return from travel and/or training. This form is available from the Travel Section, Finance Division.
  • B.Commanding Officers
    Upon receipt of a member’s Travel Request Form, the commanding officer will:
    • 1.review the member’s Travel Request Form and relevant documentation for completeness.
    • 2.sign the Travel Request Form if the member’s request is approved.
    • 3.if disapproving the member’s request, forward a copy of the member’s Travel Request Form along with a To-From-Subject report indicating the reason(s) for the denial to the Management and Labor Affairs Section.
      NOTE:
      Unit commanding officers are encouraged to keep a record of all requests for travel, attendance at training programs, conferences, etc. A copy of the member’s request(s) will be kept in the unit personnel files.
    • 4.forward the approved Travel Request form with related documentation to the Office of the Superintendent for those units within the Office of the Superintendent, or the chief of the member’s respective bureau for final approval.
  • C.Office of the Superintendent/The Member’s Bureau
    Upon receipt of the completed Travel Request Form, the Office of the Superintendent or the chief of the member’s respective bureau will:
    • 1.review the Travel Request Form and related documentation.
    • 2.approve or disapprove the travel and/or training request and notify the member through the chain of command.
    • 3.if approved:
      • a.immediately forward and fax the original Travel Request Form to the Travel Section, Finance Division.
        NOTE:
        The Director, Finance Division, will apprise the First Deputy Superintendent, whenever more than two Department members have been approved to travel and/or attend the same training program, seminar, or conference. The First Deputy Superintendent must review and approve all multiple requests to attend the same training program, seminar, or conference.
      • b.forward a copy of the Travel Request Form to the Education and Training Division, Attention: Instructional Design and Quality Control Unit.
    • 4.if disapproved:
      • a.inform the requesting member of the reason for the disapproval.
      • b.forward a copy of the Travel Request Form along with a To-From-Subject report indicating the reason(s) for the denial to the Management and Labor Affairs Section.
    • 5.A copy of all Travel Request Forms will be retained in accordance with existing record retention requirements.
V.Responsibilities of Members Attending Department-Funded Programs
Members attending approved programs will:
  • A.forward original course materials, excluding copyrighted material, directly to the Education and Training Division, Attention: Instructional Design and Quality Control Unit. The Instructional Design and Quality Control Unit will serve as the repository for copies of course materials provided to members who participate in Department-funded training programs.
    NOTE:
    A copy of specialized course materials which may be useful to only certain units of the Department may be retained by the unit initiating the request.
  • B.prepare a Personnel Change Notice (CPD-11.611) and forward the original copy to the Human Resources Division for use/retention, and submit a copy along with a copy of the certificate, diploma or letter of attendance to the Deputy Chief, Education and Training Division. The Deputy Chief will ensure that the information is documented on the member’s training record.
VI.Reimbursable Travel Expenses
  • A.Business-Related Expenses
    • 1.Business-related expenses incurred while on Department-related business may be reimbursed at the discretion of the Department. The following are examples of acceptable reimbursable business expenses: copying, sending or receiving faxes, express mail, and parking.
    • 2.Original itemized receipts must be provided for all expenses incurred.
  • B.Transportation
    • 1.Air, Train, Bus
      • a.To take advantage of any available discount fares, all reservations and ticket purchases should be made as far in advance as possible.
      • b.Reimbursement for first class travel is prohibited.
      • c.Any charges incurred as a result of changes to original reservations made prior to or during travel are subject to approval through the Travel Section, Finance Division.
        NOTE:
        Charges incurred as a result of changes to original reservations that are non-business related will be at the expense of the member.
    • 2.City-Owned Vehicles
      • a.Members traveling on Department business in a Department vehicle must obtain a credit card for gas and a transponder for tolls (if applicable) from the Travel Section, Finance Division.
      • b.Members are responsible for all fines related to parking or moving citations issued while traveling on business.
      • c.The member is not eligible for the standard “per mile” reimbursement.
      • d.Original itemized receipts must be provided for all expenses incurred.
    • 3.Personal Vehicles
      • a.Members may utilize their personal vehicle for business trips within a 250-mile radius of Chicago.
      • b.Members will be reimbursed at the rate stated in the Annual Appropriation Ordinance or applicable collective bargaining agreement, but in no event will the reimbursements exceed the cost of coach air fare.
      • c.“Per mile” reimbursement includes the cost of gas, oil, and general maintenance.
      • d.Members must carry liability and property damage insurance for business use of their vehicles. Members will submit a copy of the policy to the Travel Section, Finance Division.
      • e.Members are responsible for all fines incurred due to parking or moving citations issued while traveling.
      • f.Parking and toll expenses will be reimbursed with original receipts.
    • 4.Car Rentals
      • a.Car rental for travel outside the Chicago Metropolitan Area is a reimbursable expense only when there is no other transportation available or the distance between lodging and/or meeting site(s) renders public transportation, taxi, or other mode of transportation impractical.
      • b.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.
      • c.Members are responsible for any and all fines incurred as a result of parking or moving violations issued while traveling.
      • d.Original itemized receipts must be provided for all expenses incurred.
    • 5.Ground Transportation (Taxis, Public Transportation, Livery Service)
      • a.Public transportation or shuttle service is encouraged.
      • b.Expense guidelines for transportation to and from the airport are provided in the Travel Request form travel reimbursement rates section.
      • c.Additional transportation (i.e., taxi and/or public transportation) between out-of-town locations (ie. hotel to meeting venue) is reimbursable with original receipts at the discretion of the Department.
      • d.Livery service may be used if the cost is less than the cost of a taxi service or other means of transportation.
      • e.Original itemized receipts are required for reimbursement.
  • C.Lodging
    • 1.The cost of a standard hotel room is reimbursable up to the maximum daily rate as listed in the Travel Request Form (CPD-61.306), travel reimbursement rates’ section.
    • 2.The maximum daily rate may be exceeded only if a lower priced room is not available within a reasonable distance, and only if approved by the Travel Section, Finance Division.
    • 3.Members may stay at higher priced hotels, but they will only receive reimbursement up to the maximum approved daily rate if a lower priced hotel room is available within a reasonable distance.
    • 4.Hotel lodging within the Chicago Metropolitan Area is not a reimbursable expense.
    • 5.Original itemized receipts are required for all reimbursements.
  • D.Meals
    • 1.Members are entitled to a daily per diem allowance, as outlined in the Travel Request Form, travel reimbursement rates section, inclusive of tax and tip. Original itemized receipts are required.
    • 2.If meals are included in registration fees, per diem will not be reimbursed for prepaid meals.
    • 3.Original itemized receipts are required.
  • E.Laundry
    • 1.Members traveling on Department business for three or more consecutive days are entitled to reimbursement for laundry expenses up to a maximum reimbursement of $10 per three day period.
    • 2.Original itemized receipts are required for reimbursement.
  • F.Additional Expenses
    • 1.Original itemized receipts are required to claim reimbursement for additional expenses not listed above.
    • 2.Additional expenses will be reimbursed at the discretion of the Department.
  • G.Conference Registration Fees
    • 1.Registration fees may be charged to the Department’s Technical Meeting Costs account at the discretion of the Department.
    • 2.Every effort should be made to take advantage of early registration discounts.
      NOTE:
      If early registration is an option, contact the Travel Section, Finance Division upon approval.
    • 3.A completed registration form or paid receipt is required for reimbursement.
VII.Non-Reimbursable Travel Expenses
Non-reimbursable expenses include, but are not limited to, the following:
  • A.Additional charges for room upgrades or special “club” floors
  • B.Alcoholic beverages
  • C.Coat checks
  • D.Entertainment, including in-room movies
  • E.Late check out and guarantee charges
  • F.Parking tickets or other traffic tickets
  • G.Spousal expenses
  • H.Toiletries
  • I.Travel accident insurance
  • J.Changes to original itinerary, non-business related
  • K.Other expenses of purely personal nature and not listed as reimbursable in these guidelines.
VIII.Responsibilities of the Finance Division
The Travel Section, Finance Division will:
  • A.act as the Department liaison for travel services.
  • B.process all travel requests in accordance with Department procedures and guidelines established by the City of Chicago Office of Budget and Management (OBM).
  • C.complete a City of Chicago Travel Request Form for each member whose travel request or Department-funded training request was approved.
  • D.submit approved Travel Request Forms along with the corresponding City of Chicago Travel Request Forms to the OBM no later than16 days prior to the date of travel in the United States, and 21 days prior to travel outside the United States and for travel to Washington, D.C.
  • E.immediately apprise the Director, Finance Division, whenever more than two Department members have been approved to travel and/or attend the same training program, seminar, or conference.
    NOTE:
    All processing of Travel Request Forms will cease until approval by the First Deputy Superintendent has been obtained.
  • F.prepare monthly reports listing the Reimbursement to Travelers and the Technical Meeting Costs accounts activities for the Office of the Superintendent and for each bureau.
  • G.forward copies of the monthly reports to the Office of the Superintendent and the chief of each bureau.
(Items indicated by italics/double underline were added or revised.)
Eddie T. Johnson
Superintendent of Police
13-095 PMD
PHONE BOOK:
1.
Designated Travel Agency - Corporate Travel Management Group (C.T.M.G.)
450 E. 22nd Street, Suite 100 Lombard, IL 60148
877-448-9868
2.
Designated Travel Agency - Corporate Travel Management Group (C.T.M.G.)
450 E. 22nd Street, Suite 100 Lombard, IL 60148
877-448-9868