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HomeMy WebLinkAbout1979-089 CCR Member Bill Fignar introduced the following resolution and moved its adoption: RESOLUTION NO.. 79 -89 RESOLUTION AMENDING EXPENSE REIMBURSEMENT POLICIES WHEREAS, the City Council adopted and amended travel and reimbursement policies on February 11, 1962, June 28, 1965, August 11, 1969, and October 20, 1975; and WHEREAS, it is necessary that there be a uniform policy of reimbursement for travel, meal, and mileage expenses incurred by City employees and officials while performing as representatives of the City of Brooklyn Center; and WHEREAS, it is deemed necessary that existing reimbursement policies be adjusted to reflect the current costs of purchasing meals and providing personal automobiles for business,use: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brooklyn Center to amend existing reimbursement policies as follows: 1. Reimbursements of travel expenses are intended to refund actual costs incurred by City employees and officials while traveling as authorized representatives of the City of Brooklyn Center. 2. In order to qualify for travel reimbursement, trips to a destination exceeding 100 miles from Brooklyn Center must have the prior approval of the City Manager. 3. Requests for travel advances intended to defray costs incurred while on a trip and prior to submission of an expense report shall be submitted to the City Manager for approval at least seven days in advance of the trip. 4. Travel advances shall be limited to 90% of the estimated expenses for lodging, meals, and other related travel expenses. Costs of transportation and registration shall be advanced in full. 5. A properly verified, itemized expense claim shall be submitted to the City Manager for approval within ten days following the date of return from an authorized trip. Expense claims shall be accompanied by receipts for: a. Transportation costs to and from the destination via coach, tourist, or economy class transportation. b. Lodging costs not to exceed a reasonable single occupancy rate as determined by the City Manager. C. Conference or meeting registration fees. d. Any unusual items for which advance approval has been obtained from the City Manager. RESOLUTION NO. 79 -89 6. The mode of transportation must be approved by the City Manager prior to any authorized trip. Personal automobile use for i authorized trips will be reimbursed at a rate of 18G per mile, or an amount equal to air travel tourist class, whichever is the lesser. 7. Reimbursement for meals while on authorized travel will be for actual expenditures with a maximum of $19 per day allowable, including tips. There shall be no per diem for meals or any other expenses. The maximum meal reimbursement for any fraction of a full day shall be as follows: a. Breakfast $4.00 b. Lunch $6.00 C. Dinner $9.00 The full cost shall be reimbursed for meals which are a scheduled activity of a conference or meeting and the cost of such meals is not included in the registration fee. 8. Employees and officials of the City shall be reimbursed for luncheon and dinner costs as authorized by the City Manager in accordance with the following provisions: a. The actual cost of the meal not to exceed $5.00 will be allowed for meals associated with attendance at training sessions when meals are an integral part of the program or when there are training sessions before and after the meal, or, for attendance at regular luncheon meetings of professional or related associations. b. The entire cost of related meals shall be reimbursed to those employees or officials designated to represent the City at meetings or other City business functions that the Council or City Manager deems necessary. 9. Effective April 16, 1979 employees or officials of the City who, in the conduct of official City business are authorized or required to use their personal automobiles for transportation shall be reimbursed at the rate of 18� per mile for mileage incurred in the conduct of such business. The reimbursement rate for personal use of auto for those employees specifically designated to use their personal auto for City business on a regular basis, namely the City inspectors and the City appraisers, will be 20t per mile. In all instances, an itemized mileage expense claim must be submitted to the City Manager for approval. April 9, 1979 Date Ma¢or, ATTEST: C .Clerk RESOLUTION NO. 79 -89 The motion for the adoption of the foregoing resolution was duly seconded by member Tony Kuefler and upon vote being taken thereon, the following voted in favor thereof: Dean Nyquist, Tony Kuefler, Bill Fignar, Gene Lhotka, and Celia Scott; and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted.