Council discusses updated travel policy and credit-card/P-card options after audit concerns; Regions Bank relationship under review

The finance director presented revisions to the city's travel policy on Dec. 8, adding clearer provisions for councilmember travel authorization, out-of-state approvals, per-diem guidance and disclosure rules for gifts of travel. The draft offers choices for per-diem sourcing (Georgia state rates vs. GSA rates) and asks council to decide whether receptions should count toward dinner per-diem.

Council asked for technical clarifications including whether receptions are considered a paid meal, whether per-diem should follow Georgia or GSA rates and what software will be used for card and expense reconciliation. Finance and the city manager said they are evaluating commercial P-card programs from Regions Bank as an alternative to Concur, noting the bank offers an integrated software suite when the account is converted to a proper commercial/P-card account rather than the small-business account currently in place. Staff said Regions also proposed a free reconciliation platform for cardholders and that a demonstration with the bank and Plant Moran is forthcoming.

Several council members expressed concern about past responsiveness from the city's bank during a forensic audit and recommended the budget/finance committee examine whether to stay with Regions or seek alternative banking partners. The city manager said staff will pursue further meetings with bank reps and bring recommendations through the budget and finance committee before council action. The credit-card policy will move to a February work session; travel policy revisions will be considered in January.