TRAVEL POLICY

Tulsa Revised Ordinances tit. 12, ch. 5

in effect

Tulsa Revised Ordinances tit. 12, § 500 Purpose.

Section 500. - Purpose. To positively enhance efficiency and accountability in use of public funds relating to travel for official City business and professional development by establishing uniform standards for travel authorization and reimbursement of employee travel expenses. (Ord. No. 20892)

Tulsa Revised Ordinances tit. 12, § 501 Definitions.

Section 501. - Definitions. A. Appointing Authority. 1. For the Mayor and all employees appointed, supervised or removed by the Mayor under Art. III, Section 1.4(F) of Tulsa Revised Charter, the term "appointing authority" means the Mayor of the City of Tulsa or designee; 2. For the City Auditor and all individuals appointed, supervised or removed by the City Auditor under Art. III, Section 1.4(F) of Tulsa Revised Charter, the term "appointing authority" means the City Auditor or designee; and 3. For City Councilors and all individuals appointed, supervised or removed by the City Council under Art. III, Section 1.4(F) of Tulsa Revised Charter, the term "appointing authority" means the City Council or designee. B. Local transportation means taxicabs, rental cars, buses, shuttles and all vehicles hired based upon a rate per mile or increment of time. C. Personal vehicle means any vehicle not owned by the City of Tulsa or an authority, board, commission or trust of the City of Tulsa. D. Travel expense donation means any travel-related expense paid in whole or in part by any person, firm or corporation other than the City of Tulsa and shall include all contributions, proceeds or honoraria received in connection with travel for official City business or professional development. Discounts and/or waivers of travel-related expenses shall not be considered donations. (Ord. No. 20892)

Tulsa Revised Ordinances tit. 12, § 502 Statement of policy.

Section 502. - Statement of policy. Subject to prior approval by the relevant appointing authority, City employees may travel to participate in official meetings, conferences, seminars, workshops, examinations and related activities necessary and proper to the conduct of City business or directly related to the employee's professional job development. (Ord. No. 20892)

Tulsa Revised Ordinances tit. 12, § 503 Standards governing travel authorization.

Section 503. - Standards governing travel authorization. A. A request for travel authorization shall be submitted to the relevant appointing authority for approval in advance of the departure date and shall include the names of all City employees attending or seeking to attend the scheduled event. B. Employee travel shall be approved only when necessary and proper and only when one (1) or more of the following criteria is met: 1. The travel is necessary to achieve operational and service objectives of the City. 2. The travel is required to support state or federal efforts deemed beneficial to the City. 3. The travel is mandated by applicable rules or regulations of the state or federal government. 4. The travel is for specific training to improve the employee's performance of municipal functions, or to acquire or maintain required certifications. 5. The travel is for specific training which will result in a significant cost savings or cost avoidance to the City. Anticipated cost savings or avoidance shall be described in the request for travel authorization. 6. The travel is required to attend a national or state board, committee meeting or conference as a municipal representative and the exchange of information or participation will result in an economic or functional benefit to the City. Anticipated economic or functional benefit shall be described in the request for travel authorization. C. Absent special circumstances, travel by more than one (1) employee to the same meeting or location at the City's expense shall not be approved. Where travel authorization is requested for more than one (1) employee, special circumstances justifying the request shall be clearly set forth in the request for travel authorization. Factors to be considered when travel authorization is requested for more than one (1) employee include, but are not limited to: cost, size of the event, relative importance of the event and additional benefit to the City of attendance by more than one (1) employee. (Ord. No. 20892)

Tulsa Revised Ordinances tit. 12, § 504 Reimbursement of travel expenses.

Section 504. - Reimbursement of travel expenses. A. Subject to limitations provided in Title 25, Chapter 3, Tulsa Revised Ordinances, City employees may be reimbursed for reasonable expenses incurred while engaged in authorized travel. Allowances for travel and associated expenses shall be those established by ordinance with the following limitations: 1. Only business telephone charges will be reimbursed. 2. Reimbursement will be made for the expense of laundry and/or dry cleaning only if the trip exceeds five (5) days. 3. Reimbursement for per diem allowance shall be limited to the published dates of the event plus the day prior to and the day following the published dates, unless authorized by the appointing authority. 4. Expense of local transportation while traveling out of the City of Tulsa shall be reimbursed. Claims for such expense shall require a receipt only if the amount, including tip, is Fifteen Dollars ($15.00) or more for each conveyance. 5. Local transportation expenses shall be limited to the published dates of the event plus one (1) day prior to and the day following the published event. 6. Airport parking of the traveler's private vehicle will be reimbursed. 7. Travel using a personal vehicle shall be reimbursed at a rate established by the Mayor, which shall not exceed reimbursable mileage expenses established by the United States Internal Revenue Service. Parking and toll fees may also be reimbursed. Travel expenses incurred while using a personal vehicle in lieu of commercial transportation, including additional lodging and per diem, shall not exceed the amount which would have reasonably been incurred if the employee(s) traveled round trip by commercial airline. 8. Employees making an out-of-town trip not requiring an overnight stay, shall be reimbursed only for actual reasonable expenditures for meals, tips, local transportation and other miscellaneous items of travel expense. B. Unless otherwise specified herein, all claims for reimbursement of travel expenses shall be accompanied by receipts for expenditures. The relevant appointing authority must approve all reimbursement of travel expenses. (Ord. No. 20892)

Tulsa Revised Ordinances tit. 12, § 505 Donation of travel expenses.

Section 505. - Donation of travel expenses. All travel expense donations shall be approved by the City Council except those made by governmental entities or agencies, which shall be approved by the Mayor or his designee. Approved travel expense donations shall be documented and accounted for as provided by law. (Ord. Nos. 20892, 21029)

Tulsa Revised Ordinances tit. 12, § 506 Mayor's authority to promulgate rules.

Section 506. - Mayor's authority to promulgate rules. Except as otherwise required herein, the Mayor of the City of Tulsa is hereby authorized to promulgate rules, regulations and orders necessary and proper to implement and administer the requirements of this chapter. (Ord. No. 20892)

Source: City of Tulsa, Revised Ordinances and City Charter (Municode Library, library.municode.com)URL: https://library.municode.com/ok/tulsa/codes/code_of_ordinances?nodeId=COOR_TIT12INPO_CH5TRPOFetched: 10/28/2026