GENERAL ORDERS LINCOLN POLICE DEPARTMENT
SUBJECT: PERSONNEL
TITLE: DEPARTMENT TRAVEL POLICY
EFFECTIVE DATE: JUNE 1, 2025
REVISION DATE:
ACCREDITATION: ALABAMA ASSOCIATION OF CHIEFS OF POLICE (AACOP)
APPROVAL: CHIEF DARREN E. BRITTON
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DEPARTMENT TRAVEL POLICY
1032.1 PURPOSE AND SCOPE
The purpose of this travel policy is to:
Oversee and facilitate business travel
Ensure compliance with set guidelines
Adopt best practices to ensure travel safety for employees while being cost effective for the city
Reducing mistakes
1032.2 POLICY
The City of Lincoln's travel policy explains the rules & guidelines for booking travel and the expense reimbursement process. The City of Lincoln's travel policy is subject to change as and when required by the Mayor, Finance Director, or the HR Management Team. If a circumstance arises that is not specifically addressed in this travel policy, then the most conservative course of action should be taken.
1032.3 TRAINING FEES AND REGISTRATION
The City of Lincoln will pay for training fees associated with classes/conferences needed to meet a continuing education requirement. The employee will not be paid overtime or comp time while traveling. Payroll counts travel days as a typical work shift.
1032.4 BOOKING PROCEDURES
All Supervisor/Department Heads Signatures have been obtained
Request for travel has been submitted
Finance Director has been notified of the travel request and is budget approved
Proceed with planning, scheduling, and paying for the travel
1032.5 EXPENSE CATEGORIES
Employees should prioritize the lowest cost that meets their travel needs.
1032.5.1 FLIGHTS
•All employees are required to fly economy for all trips, unless otherwise approved by the Mayor.
• Frequent flyer points will not be allowed for personal use; any points earned will be used to help reduce cost on future travel requests. The same applies to rewards for lodging.
Airline
Number
Delta
US0129671
American
387749
Southwest
99592636
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The city will NOT reimburse in-flight merchandise and alcohol purchases.
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The city will pay for two checked bags. The employee will be responsible for any additional baggage.
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Flight changes, cancellations, and re-bookings are only paid for by the City of Lincoln when the reason is a direct result of a work-related incident or is the result of airline rescheduling.
1032.5.2 LODGING
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Travel requests that are under 75-mile radius from Lincoln will not have hotel stays.
o
If the travel is multiple days, even if under 75 miles, it can be eligible if approved by the Mayor.
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We encourage employees to book from our approved hotel chains to access corporate rates. If chosen hotel does not have a corporate rate, then Government or Conference Block option should be utilized. Use whichever is most cost-effective.
Hotel
Code
Discount
Marriott
Franchise Location Based, call fordiscount
Hyatt
560163766E
10%
IHG
202335423
Not a discount; points toward free nights
Hilton
Wyndham
1000051693
10%
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Room upgrades are allowed if offered on-site at no additional cost
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Studio apartment rentals - All apartment rentals must be approved by the department head.
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When booking hotels, try to book locations that offer free breakfast and free parking.
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Do not use third-party booking websites.
1032.5.3 GROUND TRANSPORTATION
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Taxi, Uber, Lyft rides are reimbursable only when:
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public transportation isn't viable, or when safety is a concern
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Employees are suggested to book mini or compact cars
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We encourage employees to use public transportation when convenient.
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Receipts are mandatory for reimbursement purposes.
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In case you use your car for travel, we reimburse at the current rate set forth by the State of Alabama Comptroller's office which can be found at https://comptroller.alabama.gov/mileage-rates/. Please include the total miles driven as well as the reimbursement amount on your expense report. The mileage rate reimbursement covers fuel and wear/tear on your vehicle.
o
Use the city department's address as the starting point to determine mileage.
1032.5.4 MEALS
The City of Lincoln will pay up to use the US GSA's location-specific rates to determine travel rates for travel in the continental US.
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Single-day travel within a 75-mile radius does not qualify for meal reimbursement.
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The city will NOT reimburse for alcohol.
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The city will cover a gratuity rate of 15% in addition to the daily meal allotment. The city employee is responsible for any additional gratuity.
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All receipts must be itemized.
1032.6 NON-REIMBURSABLE'S
Extra baggage fee
In-flight merchandise purchase
Alcohol consumption
Tips to hotel staff
Minibar purchases
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Parking fines or traffic violations
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Additional bed/bedding
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Childcare
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Pet Boarding
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Incidentals
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Lost items
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Personal hygiene items
1032.7 EXTENSION OPTIONS
Extending your business trips is allowed with the following conditions:
The vacation days have been approved by your supervisor
The extension will not interfere with the purpose of the business trip
The City of Lincoln will pay for the return flight, if necessary, so long as the trip is booked in advance (15 days in advance) and the dates do not increase in flight or ground transportation cost, otherwise employees must pay the cost difference. Employees must pay for their lodging, food, and other expenses during the designated vacation days.
1032.8 EXPENSE REPORTING AND REIMBURSEMENT PROCESS
Use the current and official City of Lincoln Expense Report when submitting an expense report.
Submit your expense report to your supervisor for approval
Submit a legibly signed, itemized receipt/document for all purchases, including parking fees and toll fees.
Submit reimbursements within 5 days post-trip
You will receive reimbursement within 14 days of submittal
The City of Lincoln will NOT accept credit card statements as proof of expense
1032.9 TRAINING
Every time an employee travels, a copy of the travel policy must be reviewed. The employee will agree to its stipulations with a signature.
These policies and operating procedures are not designed to cover every possible scenario or situation in society, but rather to define standard operating procedures for members of the Lincoln Police Department. These guidelines are subject to past, present and future judicial review. These guidelines can be amended and or repealed by the Chief of Police as necessary. The policies and procedures herein provided supersede all previous policies and orders.
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