HomeMy WebLinkAbout1975-209 CCR Member Robert Jensen introduced the following resolution and moved
its adoption:
RESOLUTION NO. 75 -209
RESOLUTION AMENDING EXPENSE REIMBURSEMENT POLICIES
WHEREAS, the City Council adopted and amended travel and reimbursement
policies on February 11, 1962, June 28, 1965, and August 11, 1969; 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 sub-
mitted 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.
Resolution No. 75 -209
c. Conference or meeting registration fees.
d. Any unusual items for which advance approval has been obtained
from the City Manager.
6. The mode of transportation must be approved by the City Manager prior
to any authorized trip. Personal automobile use for authorized trips
will be reimbursed at a rate of 15� 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 $15 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 $3.00
b. Lunch- $5.00
c. Dinner $7.00
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. $3.50 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.
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Resolution No. 75 -209
9. Effective November 1, 1975 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 15� per mile for mileage incurred in the conduct of such
business. An itemized mileage expense claim must be submitted to the
City Manager for approval.
October 20, 1975
Date Mayor
ATTEST:''
elerk
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: Philip Cohen, Maurice Britts, Tony Kuefler, Bill Fignar
and Robert Jensen;
and the following voted against the same: none,
whereupon said resolution was declared duly passed and adopted.
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