HomeMy WebLinkAbout2952 1 RESOLUTION NO. 2 9 5 2
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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
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Section 1. That the City Council hereby approves the
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recommended new Travel Authorization and Reimbursement for
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Business-Related Travel Expenses policy so that the rates of
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reimbursement for employee expenses are consistent with the
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current allowed rates as established by the Internal Revenue
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Service and to simplify the procedures for employee expense
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reimbursement
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Resolution No 2952
April 29, 1998
Page 1
1 Section 2 . That the provisions of the new Policy shall
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prevail over any inconsistent provisions of previously
3
approved expense reimbursement policies
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Section 3 . The Mayor is hereby authorized to implement
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such administrative procedures as may be necessary to carry
6
out the directives of this legislation
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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
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24
25
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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
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CITIZEN REQUESTS
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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
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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