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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. * * * * * * * * * * * * * * .. * * * * * * * * :: * * * .. 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