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HomeMy WebLinkAbout2952 1 RESOLUTION NO. 2 9 5 2 2 3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, APPROVING THE NEW TRAVEL AUTHORIZATION AND 4 REIMBURSEMENT POLICY FOR BUSINESS-RELATED TRAVEL EXPENSES 5 WHEREAS, the City of Auburn is in need of a policy for 6 travel authorization and reimbursement for business-related travel expenses that outlines City travel and related 8 reimbursements and regulates the reimbursement of meal 9 expenses; and 10 WHEREAS, as provided in the policy, it is the 11 responsibility of the Director of Finance to assure compliance 12 with said policy; and 13 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, 14 WASHINGTON, IN A REGULAR MEETING DULY ASSEMBLED, HEREWITH 15 RESOLVES THAT 16 Section 1. That the City Council hereby approves the 17 recommended new Travel Authorization and Reimbursement for 18 Business-Related Travel Expenses policy so that the rates of 19 reimbursement for employee expenses are consistent with the 20 current allowed rates as established by the Internal Revenue 21 Service and to simplify the procedures for employee expense 22 reimbursement 23 24 25 26 Resolution No 2952 April 29, 1998 Page 1 1 Section 2 . That the provisions of the new Policy shall 2 prevail over any inconsistent provisions of previously 3 approved expense reimbursement policies 4 Section 3 . The Mayor is hereby authorized to implement 5 such administrative procedures as may be necessary to carry 6 out the directives of this legislation 7 8 DATED and SIGNED this 4th day of May, 1998 9 10 CITY OF AUBURN 11 n adc 12 r"`""' IBS CHARLES A BOOTH 13 MAYOR 14 ATTEST 15 16 446SA/ t,Casdadv,LY 17 Danielle E Daskam, City Clerk 18 19 • 'PROVED AS TO FORM 20 I e 22 Michael J. Reynolds, City Attorney 23 24 25 26 Resolution No 2952 April 29, 1998 Page 2 ; .� s ADMINISTRATIVE rn POLICY AND PROCEDURE Rw# TITLE Travel Authorization & Reimbursement for SUBJECT Business-Related Travel Expenses FINANCE & ACCOUNTING INDEX NO 100-11 EFFECTIVE DATE SUPERSEDES PAGE NO OF PREPARED BY MAYOR'S APPROVAL 5/5/98 N/A 1 6 Diane Supler CRci q a 10 PURPOSE To identify and provide a policy and procedure related to obtaining travel authorization, advance travel funds, and reimbursing employees for reasonable expenses incurred in conduct of business of the City 2.0 ORGANIZATIONS AFFECTED All Departments/Divisions 30 REFERENCES RCW Chapter 42.24 Auburn Municipal Code Chapter 2.54 4 0 POLICY 4 1 The City of Auburn will pay reasonable and necessary expenses incurred by its employees while conducting authorized City business. When incurring such expenses, City employees must be sensitive to public expectations as to the use of public moneys and the need to use good judgment. The City will not pay expenses listed in this document as unallowable expenses nor will the City pay expenses judged excessive, extravagant, unnecessary or unreasonable. 4 2 It shall be the policy of the City of Auburn to allow attendance and participation of City elected and appointed officials, employees, members of boards, and commissions at meetings and conventions when such participation is determined to be in the public interest. It shall be understood that all subsistence rates, allowances, and payments provided to City employees/officials through the implementation of this policy shall only be paid when such employee or official is engaged in duly- authorized City business and for no other purpose. 4 3 The Director of Finance will administer this policy This policy will be reviewed at a minimum prior to the start of each budget period, so that expected changes can be incorporated in departmental budgets. ADMINISTRATIVE TITLE. INDEX NO PAGE NO OF POLICY AND PROCEDURE Travel Authorization 100-11 2 6 50 PROCEDURES 5 1 Authorization for Travel Travel by City Council, Mayor employees board and commission members shall be specifically provided for in an approved budget and as provided below 5 1 1 The Mayor will approve all travel and related expenses for department directors and will determine the appropriate delegation of authority for approving travel and related expenses for City employees. 5 1 2 Out of State Travel All out-of-state travel must be approved by the Mayor for all City employees prior to their initiating travel and related expenses 5.1.3 All employees shall submit the "Travel Authorization and Expense Claim" form. 6 0 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 King/Pierce County area, necessary expenses will be reimbursed only for an employee representing the City in his/ her official capacity and in the discharge of his/her duties. 61 Registration Registration is the actual cost of any employee at a meeting, conference, or convention for which he/she has received approval. Registration should be prepaid. The Finance Department is to be contacted in sufficient time to process a registration within regular accounts payable procedures. If it is not possible to prepay registration fees, official receipts must be submitted for reimbursement 6.2 Transportation The City shall assume the cost of business related transportation while an employee or official is traveling on its behalf Employees using a personally owned auto to travel out-of-town on City business will be reimbursed at the mileage rate established by the Internal Revenue Service. Wherever practical, employees should ride together to minimize costs. However such allowance for personal vehicles shall not exceed the cost to travel by airplane, coach class ADMINISTRATIVE TITLE INDEX NO PAGE NO OF POLICY AND PROCEDURE Travel Authorization 100-11 3 6 Rental vehicle - City employees requesting a rental vehicle must have prior approval from the Mayor Necessary parking will be reimbursed on an actual cost basis. Receipts are preferred, but are not required, as many lots do not provide receipts. 6.3 Accommodations Reasonable hotel/motel accommodations are acceptable and are reimbursable at a single room rate when employees travel more than 50 miles from their duty station. If a family member or guest accompanies the employee, the employee shall pay for the amount over that of a single accommodation Reimbursement for accommodations requires a receipt. When traveling on City business, employees are expected to use a mid- priced lodging appropriate for business travelers. When attending conferences or training seminars, the conference hotel is appropriate. 6 4 Meals Expenses for meals, where City business is conducted and that could reasonably occur during non-meal periods, are not eligible for reimbursement. 6 4 1 Per Diem Per Diem is a fixed daily allowance for meals. This includes tax and gratuity when employees are in an authorized travel state. The rate is as follows: Breakfast $8.00 Lunch $12.00 Dinner $18 00 If a meal is included as part of conference or seminar registration, the per diem amount for that meal is deducted from the daily rate. (For example, per diem less lunch $38.00 - $1200 = $2600) 6.4 2 Non-Travel Status Meals - I ocal Meals The City will pay the cost of meals when employees are attending training in local facilities and it is not practical to expect employees to furnish their own meals. The City may also provide meals to City employees or reimburse employees for the costs of meals when it is in the City's interest to do so. Examples include staff meetings held during a meal time at the City's convenience where time or remote location makes ADMINISTRATIVE TITLE INDEX NO PAGE NO OF POLICY AND PROCEDURE Travel Authorization 100-11 4 6 it Impractical for employees to provide their own meals Request for payment or reimbursement should include an explanation of the business purpose Local or non-travel status expenses need not be approved prior to being incurred unless the individual who would normally approve such expenditures after the fact has set a policy that requires pre-approval. 6.5 Dry Cleaning and Laundry Services Necessary dry cleaning and laundry cost will be reimbursed if the employee is required to be away from the Auburn Area on official City business for more than one week, excluding travel time 6 6 Ineligible Ex e Items not authorized for reimbursement include alcoholic drinks, expenses incurred by a spouse or other not authorized to receive reimbursement, and first-class travel Other non-allowable incidental expenses include theft, loss or damage to personal property Additionally travel paid for by other organizations, entertainment, hosting or other purposes are not eligible for reimbursement. 7 0 AUTHORIZATION FOR EXCEPTIONS No policy can anticipate all possible circumstances and provide for their needs. Consistent with the statement of policy the Mayor and Finance Director may authorize exceptions to any rates or restrictions imposed by these policies Such authorization shall be by memo summarizing the circumstances and specifically identifying the exception to be authorized Receipts are required for such authorized amounts. 8 0 ADVANCE TRAVEL Travel Advances are intended for out-of-pocket expenses to be paid by the employee/ official during authorized travel Travel advances are not intended for travel tickets, pre-registration fees, prepaid lodging and other such items which can normally be billed to the City or paid through the regular accounts payable system. Employees are expected to plan ahead for such items. The Advance Travel Fund will not be used to make reimbursements to employees Settlement for travel advances must be made on or before the tenth calendar day following the end of the authorized travel and will be accompanied by the unexpended portion of the advance including any nonreimbursable travel expenses. Travel advances are considered liens against any amount owed by the City to the employee. Any amount in default may be withheld by the City from funds owed to the employee. ADMINISTRATIVE TITLE. INDEX NO PAGE NO OF POLICY AND PROCEDURE Travel Authorization 100-11 5 6 9 0 PENALTIES FOR FRAUD OR ABUSE City employees who are found to have falsified claimed expenses under these policies are subject to disciplinary actions as provided for in the City's Personnel Policies, which may include termination from City employment. In addition to these penalties, state law provides that any person intentionally submitting a false claim commits the crime of perjury in the second degree State and City laws may also provide for additional criminal penalties including, but not limited to, theft. RECORDS MANAGEMENT ORDINANCE/RESOLUTION DISTRIBUTION ORDINANCE NO. 5 DATE ADOPTED. . 7-9/ 95-2-1 RESOLUTION NO. e2 EFFECTIVE DATE: RECORDING FILE. CODE BOOK. DEPARTMENT DISTRIBUTION ` ..._._ - PT .:E)szN« ''. '°AHY-°,CONTACT:'_ . .,. DATE lea -Qee CITIZEN REQUESTS r]'?": ADDRESS`A�'... :" , -.DATE, F CLERK\REC ORDS\RECFO RM OtY of CHARLES a BOOTH,MAYOR L1"'fir` AUBURN CITY CLERK Danielle Daskam,City Clerk ( 25 West Main, Auburn,WA 98001 Cathy Richardson, Deputy City Clerk ` City Clerk:(253)931-3039 Tame Bothell,Records/License Clerk \ Business Registration:(253)931-3007 Fax (253)288-3132 if .mg STATE OF WASHINGTON) ) ss. COUNTY OF KING I, Danielle Daskam, the duly appointed, qualified City Clerk of the City of Auburn, a Municipal Corporation and Code City, situate in the County of King, State of Washington, do hereby certify that the foregoing is a full, true and correct copy of Resolution No. 2952 of the resolutions of the City of Auburn, entitled "RESOLUTION NO 2952." I certify that said Resolution No 2952 was duly passed by the Council and approved by the Mayor of the said City of Auburn on the 4th day of May, 1998 Witness my hand and the seal of the City of Auburn this 29th day of May, 1998 £1 Danielle Daskam, City Clerk City of Auburn