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020-06 - Resolution - Repealing Resolution 2019 and Regulating Reimbursement/Advance of Business ExpenseRESOLUTION NO. 020-06 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, REPEALING RESOLUTION NO. 2019 AND AMENDING CITY OF PORT ORCHARD ADMINISTRATIVE POLICY 100-014 REGULATING REIMBURSEMENT/ADVANCE OF BUSINESS EXPENSE. THE COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON HEREBY RESOLVES AS FOLLOWS: THAT: Resolution 2019 is hereby repealed; and FURTHER THAT: The City of Port Orchard Reimbursement /Advance of Business Expense Policy Number 100-014 is attached hereto as Exhibit "A" and is hereby adopted. PASSED by the City Council of the City of Port Orchard, APPROVED by the Mayor and attested by the Clerk in authentication of such passage this 1th day of June, 2006. KIM E. ABEL, MAYOR ATTEST: CITY OF PORT ORCHARD REIMBURSEMENT/ ADVANCE OF POLICY BUSINESS EXPENSE INDEX EFFECTIVE DATE APPROVED Administrative 100-014 June 13, 2006 Resolution No. 020-06 REFERENCE City of Port Orchard PURPOSE The purpose of this policy is to identify and provide guidelines regarding the City's travel policies and to further delineate those valid business expenses for which an employee may qualify for payment or reimbursement. The objectives of this policy are to provide employees, public officials and others who incur authorized business expenses for travel, subsistence, registration, and related expenses while on City business, reasonable and timely mechanisms for the reimbursement and/or the advancement of such necessary expenditures. POLICY This policy serves to provide guidelines to determine whether or not expenditures by City employees may be reimbursable to the employee, and to determine whether or not refreshments and related costs, served or made available at meetings involving volunteers and other quasi-employees are legitimate City expenditures. Claimants have the responsibility for becoming knowledgeable about authorized expenditures and the documentation requirements. Care must be taken to avoid unnecessary or excessive expenditures, and those not directly and reasonably related to the conduct of City business. It shall be the responsibility of the City Treasurer to adopt, publish, and enforce rules and procedures consistent with this policy for the purpose of carrying out the provisions thereof; and to provide forms accompanied by instructions for their implementation. Exceptions to the rules set forth herein may, by directive of the Mayor or his or her designee, be effected if compliance with these rules is or was not feasible. To effectively carry out this policy, the Mayor or his or her designee may, from time to time, issue guidelines for the administration thereof. 1. CITY EMPLOYEES & CITY OFFICIALS 1.1. Employees may seek reimbursement of expenses for City related business or purchases, but must first seek a Department Head's approval before the expense is incurred. Approval, whenever possible, shall be in writing and forwarded to the City Treasurer. No claim for reimbursement will be paid unless it is accompanied by a bona fide receipt from the vender or service provider, unless the expense has been pre-approved as a per diem expense. CITY OF PORT ORCHARD-REIMBURSEMENT/ADVANCE OF BUSINESS TRAVEL ADMINISTRATIVE 100-014 PAGE 1 OF 4 If a receipt is lost, the date and specific nature and description of the expense and proof of payment (if available through a credit card statement or check) shall be provided to the Department Head for written approval, which will be forwarded to the City Treasurer. 1.2. The City has implemented Advance Travel procedures to assist employees who are traveling out of the area on City approved business. This program is set forth in the Port Orchard Municipal Code (POMC) 3.08. State of Washington RCW 42.24.120-160 also provides authority to establish this fund and requires compliance with the State Budgeting, Accounting and Reporting System (BARS). The following guidelines in the remainder of this Policy summarize these provisions and have been adopted and incorporated into the City's policies: 1.3. Expenses can only be reimbursed for authorized City travel while an employee is on City business. The use of a City vehicles rather than a personal vehicle is encouraged and may limit the expense of employee travel to the City. In addition, many forms of public transportation may provide employees with a cost effective alternative to using a personal vehicle. Car pooling to allow employees to travel together is also a priority and should be arranged by supervisors and Department Heads whenever possible. When use of a personal vehicle is necessary, mileage will be reimbursed at the rate established by the United States Internal Revenue Service for deductions. This rate shall cover all incidental expenses associated with use of the employee's private vehicle, such as gas, gasoline taxes, insurance, wear and tear or maintenance costs for the vehicle. The City will not provide for the costs associated with an employee's receipt of a citation of any kind while on City business. 1.4. Parking or ferry transportation while traveling on City business will be reimbursed in addition to a mileage allowance, if actual receipts are provided to support these expenses. 1.5. Mileage for elected officials will not be reimbursed for expenses incurred within City limits. 1.6. The cost of a rental vehicle while on out of town business will only be considered for reimbursement when other surface transportation in the area of travel is not feasible. All vehicle rental costs must be pre-approved by a Department Head or the Mayor. 1.7. Air travel must be made at least five weeks in advance of the departure date to assure the most cost effective prices are obtained. The traveling employee or authorized personnel shall make every effort to locate the best price possible for airfare. Only flights originating from or returning to Seattle/Tacoma Airport are permitted. The employee is directly responsible for all personal travel that occurs in connection with a trip for City business, and such arrangements identifying personal vs. business related travel must be pre-approved by the respective Department Head, or if the traveling CITY OF PORT ORCHARD-REIMBURSEMENT/ADVANCE OF BUSINESS TRAVEL ADMINISTRATIVE 100-014 PAGE 2 OF 4 employee is a Department Head, the Mayor. Any changes in travel costs due to personal preferences of the employee will be paid for by the employee. 1.8. Overnight travel will only be authorized if the employee is traveling a distance of over 50 miles from the City or from their home, whichever is closer to the employee's destination. Overnight stays must be approved by using an Advance Travel request form, approved by the employee's Department Head, or where appropriate, the Mayor. Accommodations must be at the most economical rate available to the employee. 1.9. Funds provided to the employee through reimbursement, per diem expenses or travel advances cannot be used for any personal expenses incurred while traveling. 1.10. An employee requesting Advance Travel authorization or per diem reimbursement cannot submit expense reimbursement for expenses covered by an Advance Travel request or a per diem reimbursement. 1.11. All Advance Travel or per diem reimbursement requests must be submitted for approval at least one week in advance of the employee's expected date of travel. All requests must be signed by the employee, provide the specific business purpose for the trip, length of trip, anticipated expenses if Advance Travel is requested, and a signed approval by the employee's Department Head. 1.12. Advance Travel requests will be approved on a "first come -first served" basis. 1.13. A special bank account will be established by the City for authorized Advance Travel for employees or City officials traveling on City Business. The Council shall approve Advance Travel expenses as they would other City vouchers. 1.14. A check register will be maintained in the manner established by the State Auditor in BARS and this account will be reconciled monthly by someone other than the account custodian. 1.15. Forms necessary to request approval for reimbursement, Advance Travel or per diem reimbursement will be kept at the City Clerk's Office. 1.16. Food and meal reimbursement will only be available when an employee is scheduled to be away on City business overnight or for business meetings where City business occurs while the meal expense is incurred. If a meal expense is incurred, no alcohol will be reimbursed as part of the meal expense. All tips for service must not exceed 15%. 1.17. Per diem expenses for meals shall be paid at a rate established by Council through a memorandum from the Mayor. These amounts may be periodically updated and employees will be notified of any changes. The Department Head must approve payment of any food or meal expense, including payment of per diem meal expenses. CITY OF PORT ORCHARD-REIMBURSEMENT/ADVANCE OF BUSINESS TRAVEL ADMINISTRATIVE 100-014 PAGE 3 OF 4 1.18. Each City employee is responsible for submitting his/her own request for reimbursement, even if other employees attended the same meeting or training program. Each request must be approved by the Department Head or his or her designee or the Mayor as appropriate. No overnight travel or expenses shall be incurred without prior approval and authorization from a Department Head or the Mayor as appropriate. 1.19. Personal entertainment, loss or theft of personal property, personal cell phone or phone expenses for non-City purposes, airline or trip insurance, or other personal items will not be approved as a travel expense. 1.20. Light refreshments for City meetings or meetings with City volunteers or advisory committees may be permitted if pre-approved by the responsible Department Head, and such an expense furthers the City's interests. 1.21. Meal reimbursement for elected officials must include a specific description of the meeting or business purpose of the expense, and be authorized by a majority of the Council or the Mayor as appropriate. 1.22. Any requests for reimbursement rejected by the City Clerk for non-compliance with these rules shall be provided to the requesting employee and Department Head, with an explanation for the decision. Any dispute that arises shall be reviewed by the Mayor for final disposition. CITY OF PORT ORCHARD REIMBURSEMENT/ADVANCE OF BUSINESS TRAVEL ADMINISTRATIVE 100-014 PAGE 4 OF4