Loading...
HomeMy WebLinkAbout4871 ORDINANCE NO. AN ORDINANCE of the City Council of the City of Bmmerton, Washington, establishing a travel, meals and lodging reimbursement policy for city officials and employees WHEREAS, the City of Bmmerton currently operates with limited policies and procedures relating to City official and employee expenses incurred while conducting official City business, use of purchase/credit cards for travel purposes, obtaining travel authorization, and reimbursing City officials and employees for expenses incurred in conduct of City business; NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF BREMERTON, WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS: SECTION1. Ordinance 3693 entitled "Vehicle Mileage Policy" adopted on May 4, 1982, is hereby repealed. SECTION2. A new chapter, Chapter 2.74, entitled "Travel Authorization and Expense Reimbursement" is hereby added to the Bremerton Municipal Code to read as follows: CHAPTER 2.74 TRAVEL AUTHORIZATION AND EXPENSE REIMBURSEMENT 2.74.010 PURPOSE. To establish a policy and procedure pursuant to RCW 42.24.090 related to City official and employee expenses incurred while conducting official City business, use of purchase/credit cards for travel purposes, obtaining travel authorization, and reimbursing City officials and employees for expenses incurred while conducting City business, and to implement the following: 2.74.020 PROCEDURE. (a) Authorization to Travel: Travel by City Officials and employees, City Council, members of Boards and Commissions shall be specifically provided for in an approved budget and as provided below: (1) Specific trip authorization shall be approved as provided by Section (e). (2) Board and Commission Members: Workshops, seminars and conferences are normally included in budget requests. (3) Unanticipated or special travel (e.g., out of state travel) may be approved provided such travel request is submitted to the Finance Department or Mayor in writing with justification for such travel. (b) Eligible Expenditures: Generally, eligible expenditures include travel and living costs incurred by the employee while away from the City and expenses incurred within the City necessitated by City business. In the Bremerton area, necessary expenses will be reimbursed only for an employee representing the City in his/her official capacity and in the discharge of 1 Travel Policy his/her duties. Such in-City expenses should first be authorized as provided for in Section (e) below. Eligibility for purchase/credit card charges and expense reimbursement will be based on the following conditions: (1) Registration: Actual cost of registration of any employee at a meeting, conference, or convention for which he/she has received approval. Registration should be prepaid by use of department purchase/credit card. If it is not possible to prepay registration fees, receipts must be submitted for reimbursement, or accompany the purchase/credit card billing statement. Employees shall attend all conferences, meetings, and training sessions that are paid for at City expense. (2) Transportation: Actual costs for bus travel, train travel, taxi, car rentals, parking fees, and air travel are eligible, provided all air travel shall be by government rates, intemet rates or economy class, whichever is the most cost effective rate for travel. Employees using a personal vehicle to travel on City business will be reimbursed at the rate established by the Internal Revenue Service. Payment shall not exceed economy class airfare (government rate or internet rate) to and from the same destination for employees traveling to out of town destinations on City business using a personal vehicle. Employees shall provide reasonable documentation of destination mileage and general purpose of business on reimbursement travel expense vouchers; however, frequent local use of a personal vehicle by an employee for City business may be accumulated and reported on a monthly basis as one reimbursable expense. While using a City-owned vehicle on City business, the employee shall secure a City purchase/credit card from the Department Director through authorization from the Finance Department and use it for purchases of gasoline, oil, emergency repairs, or other related expense. (3) Lodging: Actual cost of hotel or motel accommodations is an eligible expense. If a family member or guest accompanies the employee, the employee shall pay for the amount over that of a single accommodation. The single accommodation rate must be noted on the hotel/motel statement. Employee shall always secure the most cost effective government rate or intemet rate available. (4) Meals: An individual shall be deemed on travel status where the travel includes reimbursable lodging. Any employee traveling on City business shall receive an allowance of up to $42.00 per day, including tax and tip (up to 15% gratuity), for meals if ail meals are paid by the employee. If less then three meals a day are to be paid by the employee, then the following schedule shall be used: BREAKFAST - $ 9.00; LUNCH - $12.00; and DINNER - $21.00. The Finance Department shall evaluate this daily meal allowance schedule each year and may approve appropriate adjustments to the meal allowance if deemed appropriate and necessary to stay current on meal costs. The Department Director shall determine what meals shall be allowed based upon the times and dates of travel. Where conference registration or training tuition fees include one or more meals, the City shall reimburse only those meals not covered by such fees. Where a conference offers meals in conjunction with the conference program, but does not include those meals in the registration fee, the City shall pay for those meals selected by the employee. If the employee elects not to participate in one or more meals offered by the conference, the regular per diem guidelines shall be used for those meals. Receipts for meals must be submitted for the City 2 Travel Policy to reimburse an employee, except in such cases where the employee cannot obtain a receipt or has lost a receipt and documents such on the employee's Travel Expense Claim Form. Excess meal expense shall only be considered because of location or other unusual circumstances. The Department Director and Director of Finance or Mayor must approve alt excess meal expenses. Expenses for meals where City business is conducted and that could reasonably occur during non-meal periods are not eligible for reimbursement. Meals for City Council, Mayor and City staff conducting formal City business during meal times are specifically authorized. Non-travel status travel expense need not be pre-approved prior to such expense being incurred unless a Department Director who would normally approve such expenditures after the fact has set an internal procedure that requires such pre-approval. Where pre-approval has not been required and the person proposing to incur the expense has any question about the legitimacy of the expense, pre-approval should be obtained. Individuals who incur non-travel status travel expense without pre-approval incur such expense at their own risk (i.e., if reimbursement or authorization of the charge on a City credit card has not been approved, the expense will be the individual's personal obligation). Travel expense incurred while on travel status requires the pre-approval as set forth in Section (f). The act of obtaining a City purchase/credit card does not indicate pre-approval of expenses. Individuals may be reimbursed for single non-travel status meal expenses from the petty cash fund, provided proper documentation and approval is submitted. Except for lodging where individuals share the same room or transportation conveyance (cab, rental car, etc.), each individual seeking reimbursement must incur his/her own expenses and seek individual reimbursement. The only exceptions are group meals arranged for working sessions or banquets arranged by a department. (5) Laundry Service: Actual cost of laundry service is an allowable expense when employees are required to be away from the City for more than six days at one time or the conditions under which they are required to work while away from the City create a more than normal need for such services. (6) Telephone: Charges for telephone are eligible for reimbursement if City business requires such communication. Employees staying outside of the City of Bremerton on business are allowed one personal call to the employee's home at City expense. Such calls shall not exceed Ten dollars ($10.00). Any personal calls in excess of Ten dollars ($10.00) are to be paid by the employee. (c) Ineligible Expenses: None of the following expenses shall be paid by the City: 1) travel paid for by any other organization, 2) alcoholic beverages, 3) valet services, 4) meals or lodging accommodations for family or guest, 5) tour bus fees for sightseeing tours, 6) mileage if traveling as a passenger in a privately owned car, 7) trip insurance, 8) hosting, or 9) any other personal expenditures for entertainment or other purposes. (d) Documentation of Expenses: All actual expenses shall be submitted to the Finance Department (for reimbursement) on the Travel Expense Claim form. In the case of lodging expenses, a detailed statement of charges must be submitted. Each employee is expected to submit his/her own travel expense voucher reflecting reimbursable expenses actually incurred. If lodging accommodations are shared between two or more employees, the employee paying the bill may submit the lodging portion of the billing for all such employees. Claim of any questionable charge that could reasonably raise a question should be accompanied by an explanation of such charge. 3 TravelPolicy (e) Approvals: Travel and expense reimbursement or purchase/credit card payment authorization under this policy must be signed, approved, and filed in the Finance Department on a Travel Expense Claim form. Normally, purchase/credit card charge receipts are to be submitted no later than 20 days after the return from travel. The City Council, through the submittal of travel/training approval forms, shall generally approve travel for City employees during the annual budget process. All out of state travel must be approved in advance by the Mayor. Other in-state, non-budgeted travel, reimbursement for expenditures and purchase/credit card charges shall be made pursuant to the normal Travel Expense Claim form duly verified by the claimant and submitted for final approval as noted below: (1) If the City Council, approval will be made by the President of the City Council. (2) If the Mayor, by the City Council through the budget process. (3) If Department Director, approval by the Mayor or City Council through the budget process. (4) If other employees, by the employee's direct Supervisor and/or Department Director. (f) Travel Arrangements: When employees are making travel and accommodation arrangements, it shall be the responsibility of the employee to obtain government discount rates or internet rates. Employees are expected to make travel and lodging reservations in advance whenever possible and to take other actions to ensure that travel and lodging is secured at the most reasonable rate possible. (g) Procedure: (i) Request for reimbursement of allowable travel expenses shall be prepared by the employee claiming reimbursement on the Travel Expense Claims form with all of the required receipts. Reimbursement will not be made if the required receipts are not attached. The Travel Expense Claim form will then be processed through the next accounts payable mn. (2) The Department of Finance may authorize the use of a City purchase/credit card to employees for the sole purpose of payment of expenses for authorized travel and in accordance with RCW 42.24.115. The City Council, Mayor and Department Directors may hold a City purchase/credit card issued by the Finance Department for the sole purpose of covering expenses incident to conducting City official business pursuant to the City's Purchase/Credit Card Policy. (3) The purchase/credit Card form must be completed and presented to the Finance Department to obtain the purchase/credit card. (4) If a purchase/credit card was obtained from the Finance Department or Department Director on an interim basis, it must be surrendered by the employee to the Finance Department or Department Director within two business days after returning from the authorized travel. (5) Purchase/credit card reconciliation of the expenses shall require the completion of a Travel Expense Claims form. Each expense shall be itemized separately with the corresponding purchase/credit card receipt attached. (6) Disallowed charges or charges not properly identified will be paid by the employee before the charge card billing is due. Failure to do so will render the employee personally liable for the unpaid amount plus interest at the rate charged by the bank that issued the credit/purchase card. 4 Travel Policy If, for any reason, disallowed charges are not repaid before the purchase/credit card billing is due and payable, the City shall have a prior lien against and a right to withhold any and all funds payable or to become payable to the employee in the amount of the disallowed charges, plus interest. (7) The Mayor and Director of Finance are authorized to implement any additional policies or administrative procedures necessary to implement the provisions of this Ordinance. (8) Employees shall be restricted from use of their own personal credit cards for travel, meals, lodging and other related expenses, except in such cases when the employee has not been issued or does not have access to a City purchase/credit card. SECTION 3.. Severabilitv. If any one or more sections, subsections, or sentences of this ordinance are held to be unconstitutional or invalid, such decision shall not affect the validity of the remaining portion of this ordinance and the same shall remain in full force and effect. SECTION4. Effective Date. Thisordinanceshalltakeeffectandbeinforceten (10) days from and after its passage, approval and publication as provided by law. APPROVED by the City Council the ~ day of t~x~t.,~_,.t4d 2003 PASSED by the City Council the ~ day of ~ 2003 CAROL ARENDS, Council President Approved this ~ day of ~ta~_~/O /..~::~ 2~ CARY BOZEMAN, Mayor ATTEST: /'3 .~ APPROVED AS TO FORM: PUBLISHED the~ day of /r~.~t ) ,2003 EFFECTIVE the,~,~:a~a~day of ~l~,~'~t~l · ,2003 ORDINANCE NO. ~_~7/ R:kLE GAL\OrdinancesLginance\Tr avel Policy. doc 5 Travel Policy AFFIDAVIT OF PUBLICATION County of Kitsap, State of Washington No. 100077993 I, Valerie Zoller, being first duly sworn on oath, deposes and says: That she is now, and at all times embraced in the publication herein mentioned was the principal clerk of the printers and publishers of THE SUN; that said newspaper has been approved as a legal newspaper by order of the Superior Court of the County of Kitsap, in which County it is published and is now and has been for more than six months prior to the date of the publication hereinafter referred to, published in the English language continually as a daily newspaper in Bremerton, Kitsap County, Washington, and is now and during all of said time, was printed in an office maintained in the aforesaid place of publication of said newspaper; that the following is a true text of a legal advertisement as it was published in regular issues (and not in supplement form) of said newspaper on the following dates, to wit: October 14, 2003 and that such newspaper was regularly distributed to its subscribers during all of said period. That the full amount of the fee charged for the foregoing publication is the sum of $29.1! amount has not been paid in full. (Signature of Principal Clerk) Subscribed and sworn to before me this day of October 21, 2003 ? Notary Public in and for the State of Washington, Kitsap County. ORDI31ANCE NO. 4871' · AN ORDINANCE of the City Council of the City of Bremerton, Washington, establishing a travel, meals and lodging reimbursement policy for city officials and employees.- APPROVED by the City Council the 24th day of September, 2003- PASSED by the City Council the 8th day of October, 2003- The full text of this ordinance is available from the City Clerk's Office, 239 Fourth Street, Bremerton, WA 98337.- October 14, 2003° ° #100077993-