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Council adopts updated travel policy with business-class exceptions and higher per diem
Summary
The council approved revisions to the city’s Standard Management Procedure 2.11, clarifying international travel rules, allowing business-class reimbursement for flights over eight hours outside the continental U.S., and raising per diem from $83 to $125.
The City Council approved revisions to Standard Management Procedure (SMP) 2.11 governing travel, attendance and expense reimbursement for council members, staff and eligible commissioners.
City Attorney Sunita Sultani read the substantive policy changes into the record. Revisions clarify that travel requests must be approved in advance through the agenda process, and that coach-class air travel is the norm. The policy adds that business-class airfare may be reimbursed for city council members for round-trip travel outside the continental United States with flight duration of at least eight hours, provided the council member books well in advance and documents due diligence on price. The City Manager has discretion to deny business-class purchases if due diligence was not performed. The policy also allows the City Manager to recommend that certain department heads travel business class for eight-hour international flights, subject to council approval. Commissioners invited to sister-city events may be considered for travel on a case-by-case basis at a public meeting.
Per diem was increased from $83 per day to $125 per day, with a $25 breakfast, $35 lunch and $65 dinner breakdown; the policy also allows receipts-based reimbursement when a conference-provided meal is missed. The revised policy reiterates that reasonable accommodations for disabilities may require higher-class tickets.
Mayor Lula Davis Holmes said she supported the revisions and moved to approve staff’s recommendation; Councilmember Jim Dear seconded the motion. Council debate focused on transparency and whether council should retain case-by-case public oversight for international travel by commissioners and staff. Council members expressed differing views but ultimately voted to adopt the updated SMP.
Why this matters: The revisions establish clearer rules for city-funded travel, balancing cost control with flexibility for long international flights and accessibility needs. The change increases per diem and formalizes circumstances under which higher-cost airline seats can be used.
What’s next: The city clerk will publish the revised SMP and staff will follow the updated approval and reporting steps for future travel.
