Ordinance No. 5-83-11 v ORDINANCE NO. 5-83-11
AN ORDINANCE TO PRESCRIBE AND AUTHORIZE
A UNIFORM TRAVEL POLICY AND PROCEDURE
FOR THE CITY OF ATLANTIC BEACH OFFICERS,
EMPLOYEES AND AUTHORIZED INDIVIDUALS
WHEREAS, public officers, public employees and authorized
individuals are required to travel while on City business, and
WHEREAS, it is necessary to reimburse or make payment for travel,
travel related expenses, and other business expenses incurred while on
City business, and
WHEREAS, it is in the best interest of the citizens to prescribe
and authorize a uniform travel policy and procedure for the City of
Atlantic Beach,
NOW, THEREFORE, BE IT ENACTED BY THE PEOPLE OF THE CITY OF ATLANTIC
BEACH, FLORIDA, AS FOLLOWS:
Section 1. Definitions
For the purpose of this article, the following words shall have the
meanings indicated in the section.
Authorized Individual. A person, other than a public officer or
employee, as defined hereinbelow, whether elected or not, who
is authorized by an agency head to incur travel expenses in the
performance of his duties; including but not limited to, consul-
tants or advisors performing services on behalf of the city and
persons who are candidates for executive or professional
positions.
Public Officer. An individual, either elected or appointed,
who in the performance of his official duties, is vested by
law with powers of government.
City Manager. That person appointed by the City Commission of
the City of Atlantic Beach pursuant to Article III of the
City Code.
Public Employee. An individual other than an officer who is
working in a regular or full-time position for the City and
is responsible to the City Manager.
Common Carrier. A train, bus, commercial airline operating
scheduled flights, or rental cars of an established rental
car firm.
Section 2. Authority to incur travel and business expenses. In
the event a member of the City Commission or the City Manager find it
necessary to incur travel and business expenses, and when such expenses
are within the intent of the adopted budget, such expenditures are
authorized. All travel and business expenses by public employees must
be authorized by the City Manager.
(a) Traveling expenses shall be limited to those expenses
necessarily incurred by the traveler in the performance
of duties related to the functions and responsibilities
of the City.
(b) Traveling expenses of prospective employees for the sole
purpose of taking merit system or other job placement
examinations, interviews, etc, may be authorized by the
City Commission or City Manager.
(c) Business expenses shall apply to those expenditures which
are incurred in the performance of the public purpose to
be performed, including meetings with governmental
officials, seminars and training programs, pickup
and delivery of parts and equipment, recruitment of
personnel or industry, community promotion, and any
other related activities essential to the performance
of the public purpose.
Section 3. Funding for travel.
(a) All travel must have prior authorization through the com-
pletion of a travel authorization form showing the
itinerary, the source of funding, and whether or not a
travel advance is needed.
(b) Travel advances may be issued to authorized persons or
individuals prior to departure on an authorized trip.
The cash amount will be based on a schedule commensurate
with the known expenses as stated in the travel
authorization. All travel reservations for a common
carrier must be made by the City Manager or his authorized
representative, except during emergencies during off-working-
hours situations or if the return flight has to be changed
or cannot be scheduled. In the event common carrier
tickets are necessary, issuance of such tickets will be
made only upon receipt of a travel authorization with
proper approval signatures. The authorized traveler
receiving a travel advance must keep a record of all
travel expenses and report the same. In the event an
authorized travel advance is less than the approved actual
expenses, the difference will be paid to the traveler.
If the travel advance is greater than the actual or
allowed travel expense, then the difference shall be reim-
bursed to the City within thirty days after return of
traveler.
Section 4. Travel expense forms and regulations. The City Manager
shall provide forms for travel requests, expenses, and reimbursements
and mileage allowances, where applicable, and prescribe such
regulations as are reasonably necessary to effectuate the purpose of
this article. The Finance Director shall cause requests for travel
expenses and reimbursements to be verified before payment is made.
Section 5. Schedule for meal allowance and accommodations. For
purposes of reimbursements, the allowance for meals will be based upon
the following schedule where each period covered must be of three hours
duration or longer to be valid:
Breakfast allowance will be made when travel begins before
6:00 A.M. and extends beyond 8:00 A.M.
Lunch allowance will be made when travel begins before 12:00
Noon and extends beyond 2:00 P.M.
Dinner allowance will be made when travel begins before 6:00
P.M. and extends beyond 8:00 P.M. , or when travel appears
during night-time hours due to special assignment.
Hotel or accommodation allowance will be made when travel
extends overnight and requires lodging not within Duval County.
No expenses in Duval County shall be reimbursed unless
approved by the City Manager.
Section 6. Subsistence. When the period of travel conforms to the
schedule of allowances in Section 5 above, all authorized travelers may
be allowed subsistence when traveling to a convention, conference,
seminar, activity, or on City-related business which serves a direct
public purpose.
Subsistence will consist of the basic travel allowance for meals as
listed below and actual hotel or accommodation charges when the period
of travel extends overnight:
Meal Allowance
Breakfast $3.00
Lunch $6.00
Dinner $12.00
Actual meal charges may be reimbursed if accompanied by a receipt
and justification for incurring the additional cost.
Hotel or accommodation charges must be single occupancy rate and
substantiated by receipt.
Tips and gratuities are included in the basic travel allowance for
meals. When actual meal charges are reimbursed, 15% may be added to the
meal charges provided the cost is stated on the receipt.
Section 7. Transportation.
(a) All travel must be in a convenient and mainly traveled
route. In event a person travels by an indirect route
for his convenience, any extra cost shall be borne by
the traveler. Reimbursement for expenses shall be
made accordingly.
(b) In the event a privately owned vehicle is used for
travel, the vehicle owner shall be entitled to a
mileage rate as established by the City Commission from
time to time.
(c) Transportation by a common carrier which has not been
prepaid and for which the authorized traveler seeks
reimbursement must be substantiated by an official receipt
from the common carrier.
(d) Transportation by charter vehicles may be authorized
when it is determined to be the most economical method
of travel, when considering the nature of the business,
the number of people making the trip, and the most
efficient and economical means of travel (considering the
time of the traveler, cost of transportation, and
subsistence required) .
Section 8. Authorized travel.
(a) Travelers shall not be allowed either mileage or transporta-
tion expenses when they are transported gratuitously by
another person or when they are transported by another
authorized traveler who is entitled to mileage or trans-
portation expense.
(b) Reimbursement for expenditures related to the operation,
maintenance, depreciation and ownership of a vehicle
shall not be allowed when a privately owned vehicle is used
on public business and mileage allowance is paid.
(c) The City Manager may permit an authorized traveler to
regularly, on a monthly basis, use a privately owned
vehicle on City Business. In such instances, the traveler
must submit a monthly log of the actual miles traveled
and a monthly request for reimbursement. Travel
occurring outside Duval County or travel in conjunction
with the authorized traveler receiving reimbursement for
meals and lodging expense or for travel to and from home
shall not be included in the log.
Section 9. Reimbursable incidental travel expenses. An authorized
traveler may be reimbursed for incidental travel expenses incurred
during the course of travel. These incidental travel expenses include
but are not limited to the following:
(1) Taxi, ferry and airport limousine fares;
(2) Bridge, road and tunnel tolls;
(3) Storage and parking fees;
(4) Telephone and telegraph charges relating to City business;
(5) Registration, convention or tuition fees not prepaid
by the City.
Section 10. Auditing. A travel expense report or voucher as
developed by the City Manager shall be submitted to the Finance Director
within thirty days after the travel expense. Each approved travel
expense report will be audited by the Finance Director when received.
Section 11. Fraudulent claims. Claims submitted pursuant to this
article shall be signed by the authorized traveler and shall be verified
by a written declaration that it is true and correct as to every
material matter. Any individual who makes or aides in the making of a
false or fraudulent claim shall be guilty of a violation against the
City and upon conviction thereof shall be punished as provided by
Ordinance No. 47-70-1 or in the City's Personnel Rules and Regulations.
In addition, any person who received a travel allowance, advance or
reimbursement by means of a false claim shall be civilly liable for the
repayment of such amount into the public fund from which the claim was
paid.
Section 12. This ordinance shall become effective immediately upon
final passage.
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Passed by the City Commission on First Reading December 12, 1983
Passed by the City Commission on Second & Final Reading January 9, 1984
ATTEST:
Adelaide R. Tucker
(SEAL) City Clerk