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HomeMy WebLinkAbout5004 ORDINANCE NO. sonL/. AN O~INANCE of the City Council of the City of Bremerton, Washington, repealing and replacing Chapter 2.74 of the Bremerton Municipal Code relating to travel- authorization - and- expense reimbursement for city officials and employees. WHEREAS, the City Council desires to update the provisions of Chapter 2.74 of the Bremerton Municipal Code relating to travel authorization and expense reimbursement for city officials and employees; NOW THEREFORE~ THE CITY COUNCIL OF THE CITY OF BREMERTON, WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS: SECTION 1. Chapter 2.74 of the Bremerton Municipal Code entitled "Travel Authorization and Expense Reimbursement" is hereby repealed in its entirety and a new Chapter 2.74 is hereby created to read as follows: CHAPTER 2.74 TRAVEL AUTHORIZATION AND EXPENSE REIMBURSEMENT 2.74.010 PURPOSE. To authorize the reimbursement of expenses incurred in connection with the performance of official City business and the use of purchase/credit cardsJor travel purposes, pursuant to RCW 42.24, and to direct the Mayor and Director of Financial Services to implement administrative policies and procedures to carry out the provisions of this Chapter. 2. 74.020 ADVANCE AUTHORIZATION TO TRAVEL. Travel by City Officials, employees, City Council, and members of Boards and Commissions shall be specifically provided for as follows: (a) Department heads shall approve all overnight travel for employees of their department. The Mayor shall approve overnight travel for all-department heads. All out-of state travel for city employees must be approved by the Mayor. (b) Travel by the Mayor is self-approved. Travel by members of the City Council shall be approved by the Council President (c) Travel-by members of Boards and-Commissions shall-be approved by the Council President or Mayor. (d) Requests must include the nature of the travel, method of travel, costs to the City and the budgetary authority. Use of em ail is acceptable documentation. 2.74.030 ELIGIBLE EXPENSES. Generally, eligible expenses 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 1 Travel and Expense Reimbursement Update discharge of his/her duties. Eligible expenses and the basis for payment or reimbursement will be as follows: (a) Registration: - Actual cost of registration of any employee at a meeting, conference, or convention for which he/she has received approval. Employees shall attend all conferences, me~tings, and training sessions that are paid for at City expense. (b) Transportation: Actual costs for bus travel, train travel, taxi (including a customary gratuity), car rentals, parking fees, and air travel are eligible. Employees using a personal vehicle to travel on City business will be reimbursed at the mileage rate established by the Internal Revenu.e Service. - Payment shall not exceed economy class airfare (government rate or internet rate) t9 and from the same destination for employees traveling to out of town destinations on City- business using a personal vehicle. (c) 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. (d) Meals: Any employee traveling on City business will be reimbursed for meals at the established fed~ral per diem rate for the travel destination as established by the U.S. General Services Administration (www.gsa.gov). (1) An-individual shall be deemed on travel status where the-travel includes reimbursable lodging. (i) An employee must be in travel status for two hours prior to the start of their normal work time to receive a fun day of per diem. - Employees not in a travel- status two hours prior to the start oftheir normal work day will receive 75% of a full day per diem. (ii) If an employee returns fromovemight travel, to their duty station or home, more than two-hours after the end of their normal work day, they will receive a full day of per diem. If they return less than two hours after the end of their normal work day, they will receive 75% of a day's per diem. (iii) Where conference registration or training tuition fees include one or more meals, the City shall reimburse only those meals not covered by such fees. If the employee elects nottoparticipate in one or more optional meals offered by the conference, the following percentages of per diem-will be used: Breakfast 20%; lunch 30%; dinner 50%. (2) Reimbursement for meals incurred when an employee is away from their duty station on official City business, but not on a travel status, will be reimbursed with approval of the department Director using the above percentages. 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. (3) All per diem meals will be handled on a reimbursement basis. Use of the City's purchase/credit card is not authorized for meal expenditures. Employees that will be in a travel status and have received proper authorization to travel may receive a travel advance upto the maximum anticipated per diem for their trip. No advance will be allowed ifnot in a travel status. Settlement of advances shall be made within fifteen days of return from traveL (e) Laundry-Service:- Actual cost of laundry serviceis 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. 2 Travel and Expense Reimbursement Update- (t) Telephone: Charges for telephone are an allowable expense if City business requires such comnmnication. Employees staying outside of the City ofBremerton on business are allowed one personal call to the employee's home at City expense for each trip. Such calls shall not exceed Ten dollars ($10.00). Any personal calls in excess ofTen dollars ($10.00) are to be paid by the employee. 2.74.040 INELIGIBLE EXPENSES. None of the following expenses shall be paid by the City: Travel paid for by any other organization, alcoholic beverages, valet services, meals or lodging accommodations for family or guest, tour bus fees for sightseeing tours, mileage if traveling as a passenger in a privately owned car, trip insurance, hosting, tips unless otherwise authorized or any other personal expenses for entertainment or other purposes. 2.74.050 USE OF CREDIT CARDS. Credit cards will be made available to officials and employees for the purpose of covering all eligible travel expenses except meals, which will be handled on a reimbursement basis. Employees shall be restricted from use of their own personal crepit cards, except in such cases when the employee has not been issued or does not have access to fl City credit card. Disallowed charges or charges not properly identified will be paid by the employee before the charge card billing is due. 2.74.060 DOCUMENTATION AND REIMBURSEMENT. A report of overnight travel will be documented and submitted to the Financial Services department on an Employee Claim for Expenses form within fifteen days of return from travel. The Claim will contain a complete report of all travel costs incurred through use of a credit card or by reimbursement tq the employee. The Claimshallbe submitted even if no reimbursable expenses were incurred. Requests for reimbursement for other eligible expenses shall be submitted on-an . Employee Claim For Expenses no less than monthly. 2.74.070 RIGHT OF PRIOR LIEN. Failure to pay any disallowed credit card charges or settle ~yadvances within the time frame prescribed will render the employee personally liable fur-the unpaid amount plus-interest at the rate charged-by the bankthat issued the credit/purchase card or ten percent, which ever is applicable. 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 due, plus interest. 2.74.080 ADMINISTRATION. The Mayor and Director of Financial Services are directed to pr~pare administrative procedures necessary to implement the provisions of this Ordinance. SECTION 2. Severabilitv. If anyone 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. 3 Travel and Expense Reimbursement Update SECTION 3. Effective Date. This ordinance shall take effect and be in force ten (10) days from and after its passage, approval and publication as provided by law. PASSED by the City Council the ~) day of ~<'p.l , 2007 resident Approved this / ~ day of ~/ ~~ ------- CARY BOZEMAN, Mayor ATTEST: APPROVED AS TO FORM: PUBLISHED the /~ day of EFFECTIVE the ~~ day of ~~~ ,2007 , 2007 R:\Legal\Lega1\Ordinapces\Finance\2007 travel and expense ordinance.doc ~~. SOO~ 4 Travel and Expense Reimbursement Update AFFIDAVIT OF PUBLICATION Account # 42742 / Ad # 196583 ST ATE OF WASHINGTON COUNTY OF KITSAP I, Sarah Weller, 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 KITSAP 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, a weekly newspaper in 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: , April 12,2007 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 $29.15 which amount has not been paid in full. ~~~ Lu~ (Signature of Principal Clerk) Subscribed and sworn to before me this day of April 18,2007 ..Li Notary Public in and for the State of Washington, Kitsap County. /4 ~~-. K~~:~, MOA~-" ~..::..'V' "q"". II)" 0" ,0 '\'3,.t.:\,Oi~: f::~; Ii> .A' ~ "~$~~' ..\.1::,. I) 0 \r ~ .o~~~, 0, T Al? '~i;" 1J (/) . ,-" ",';.. ,L.: ~ : G I ,;1..<;' () o ,.J! :Pi \0 . <1'. " -' ".J ,- ," . ::,. ::::q "p"- ,',: , ," \j~J.. Cf {b'J'e, :..' \: G - . ^-::: .... < (..... '. i\o <: '" ~ 0 ..:\.0 ''\ ,...1;_ \U I.\S\-\ \\ ,0;,,<- .' , , "-~"'~,c<;" '-"'~)...":;.:-.J ORDINANCE NO. 5004 AN ORDINANCE of the City Council of the City of Bremerton, Washington, amending Chapter 2,74 of the Bremerton Municipal Code relating to travel authorization and expense reimbursement for city officials and employees. PASSED by the City Council the 4th day of April, 2007. The full text of this ordinance is available from the City Clerk's Office, 345 Sixth Street, Suite 600, Bremerton, W A 98337. April 12, 2007.........................AD #20035386