HomeMy WebLinkAbout3693 AN ORDINANCE establishing procedures
for reimbursement 66 employee expenses
and repealing prior Ordinance No. 2469;
Ordinance No. 1826; Ordinance No. 3587;
Ordinance No. 32211 Ordinance No. 30991
and Ordinance No. 3031 relating to
employee expenses.
THE CITY OF BREHERTON DOES ORDAIN:
Section 1~ Ordinance Numbers 1826, 2469, 3035, 3099, 3221 and
3587 are hereby repealed.
Section 2: ~henever it becomes necessary for an elective or
appointive official or employee of the city ~o travel away from his
designated post of ttty while engaged on official business, and he is
authorized by the commissioner in charge of his department to use his
personally o~ned automobile for such travel, he shall be reimbursed at
a mileage rate that is in accordance with the reimbursement rate currently
in effect for business related travel by the Internal Revenue Service.
Reimbursement for mileage shall be submitted on the Claim for Expenses
form and must include the d&sCination, the number of miles driven and the
purpose of the trip, for each day that mileage is claimed.
Section ~: ~en properly authorized and approved, officers
and employees shall be entitled to reimbursement when they are required
co make out of pocket expenditures (not to exceed ~25.00 per item) for
ordinary and necessary out of pocket expenditures shch as taxi fare,
parking, ferry tolls, etc. Shch expenditures shall be made only where
i$ is not feasible =o use the extablished purchasing procedured or
when the need arises on an emergency basis. Proper documentation is
required of such expenditures (when practical) in order co qualify for
reimbursement. If any such expenditure exceeds the $25.00 limit, it
shall be subject co City Council approval at the discretion of the City
Auditor.
Section i: Officers and employees may, when properly author-
ized, be reimbursed for the cost of meals incurred within the city o~
at other normal areas of employment while they are conferring, consulting
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or otherwise meeting with noncity specialists, technicians, executives
or others. Such expenses must be necessarily incurred in the performance
of the official duties of the municipal officials and employees.
Reimbursement will be allowed £or the cost of meals incurred by
volunteer Commissioner members and council approved committees, provided
that such costs are necessary to the conduet of City Business and are re-
sonable in amount. Officials and employees may be reimbursed for the rea-
sonable cost of a meal when they are called out on an emergency after
normal working hours to perform vital City services. Such reimbursement
shall be in accordance with the current non-uniform employee's union agree-
ment.
If persons other tha~ the claimant are included on the reim~
bursement request~ they shall be listed by masse and title. Identifica-
tion of elected or appointed officials by group~ such as Civil Service
Commission~ shall be sufficient. Ail employees must be identified in-
dividually. Under no circumstances will reimbursement be made for ex-
penses incurred on behalf of any person~ group~ or commission that is
not an elected or appointed official or employee of the City.
Expenditureg for which reimbursement will not be made include
but are not limited to the following:
A. Liquor
B. Expenses of a spouse or other persons not authorized to
ret&ire reimbursement under ~hls policy.
For each meeting or trip that expenses ire incurred, the official
or employee shall indicate~ on the "claim form for expenses"~ the purpose
of the meeting/trip. Each meal (for which reimbursement is requested)
must be supported by proper documentation* which shall accompany the claim.
Claims for employee expenses shall be approved by the appropriate person
(department head or Con~nissioner) in writing on the claim form prior to
being submitted.
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The following is utablished as a guideline for meal expendi-
tures;
Breakfast $ 4.00
Lunch $ 6.00
Dinner $10.00
Reimbursement for meals will not exceed $20.00 per day in total; unless
the additional expense incurmed is deemed to have been necessary. This
amount shall be adjusted at eh~ end of each year based upon the ~onsumkr
Price Index for all urban consumers. T~p and gratuities shall not exceed
15% of the cost of the meal. *Proper documentation shall include an~ of
the following; a bill, invoice, cash register receipt, or o~her corrobora-
tive evidence of the transaction.
Section 5: Employee incurred expenses for lodging (while out
of town on ~ity business) will be reimbursed by the City only for the
employee subitting the claim when the f&llowing conditions are met:
1. Original documentation supporting the expenses is submitted
with the claim. Such documentation shall be in the form of a bill, in-
voice, cash register receipt or other evidence of the transaction.
2. The purpose of the trip is indicated, in writing, on the
claim form.
3. Written approval is obtained from the appropriate person
(department head or Commissioner) and indicated on the Claim form.
The daily limit for reimbursement 6~ lodging expenses shall b~
$40.00 within Washington State, provided that this limit may be exceeded
when the additional expense is Justified or deemed necessary. Reimburse-
ment for out of s~ate lodging expenses will be ba~ed upon amounts deemed
reasonable for the geographical location.
As an acceptable alternative to the limits as set forth a~ove,
the employee may elect the per diem method of reimbursement. To claim
per diem, the official or employee need only obtain and submit a receipt
from the hotel/motel where he stayed overnight. If an alternate mede of
lodging is chosen such as a caliper, trailer, or relative~s house, other
corraborative evidence of the overnight stay shall be sub/itted. The per
diem rate will be $40.00 per day.
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Section 6: No city official or employee shall be entitled to
recieve any expenses provided for in this chapter until he shall have
first set forth on fo~ms prescribed by the Dive/ion of Hunicipal Corpora-
tions in the Office of the State Auditor ehe amount thereof and the na-
ture of the business transacted.
Section 7: Any intent t~, defraud the City of Bremerton by
falsely claiming expenses will c&nstitute cause for immediate termination.
APPROVED by the City Council on the first reading this ~2
day of ~,~/Y , 1982.
PASSED By the City Council of the City of Bremerton, signed by
the Mayor and attested by the City Clerk in authentication of such passage
th&s ~ day of /~ , 1982.
GENE NELSON, Mayor
Attest:
KATHLEEN L. MANDIO, City Clerk