Loading...
HomeMy WebLinkAbout1965-114 CCR Member John Leary introduced the following resolution and moved its adoption: RESOLUTION N0.65 -..114 i RESOLUTION TO ESTABLISH VILLAGE POLICY FOR REIMBURSEMENT OF TRAVEL EXPENSES RESOLVED: WHEREAS, a need for a uniform policy of reimbursement for travel expenses, incurred by Village Employees while traveling as representatives of the Village of Brooklyn Center has been established; and WHEREAS, the Village Council feels that an explicit statement of policy is desirable NOW, THEREFORE, BE IT RESOLVED by the Village Council of the Village of Brooklyn Center that this policy be as follows- 1. Reimbursements of travel expenses are intended to refund actual costs incurred by Village employees while traveling as representatives of the Village of Brooklyn Center. 2. Travel advances are intended to assist the employee to defray costs incurred while on the trip and before an expense report can be submitted to verify actual costs. 3. A request for a travel advance must be submitted to the Village Administrator at least five days prior to the second or fourth Monday of the month in which the advance is required. 4. Advances shall be limited to 75% of the estimated expenses for lodging, meals, and other expenses not hereby stated. Cost of transportation and registration shall be advanced in full 5. Requests for advances shall be submitted on accounts payable vouchers available in the Department of Finance. 6. An itemized expense report must be completed upon a standard form available in the Department of Finance and submitted to the Village Administrator within ten days following the date of return from a trip. No further advances will be made until an expense report has been filed for all prior advances. 7. Receipts shall accompany the expense report for the following expenses: a. Transportation costs except taxi fare, which must be itemized as "From" and "To" RESOLUTION NO. 65 -114 i b. Lodging c. Registration fees d. Any unusual items for which advance approval has been obtained. 8. Reimbursement for lodging will be for actual expenditure with the maximum per night allowable to be determined by the Village Administrator at the time the request for a travel II advance is submitted. 9. Reimbursement for meals will be for actual expenditures with a maximum of $7.00 per day allowable, including tips. There is no per diem for meals or any other expenses. For a reimbursement of any fraction of a full day's meals, the following schedule shall be the maximum allowable per meal: a Breakfast $1.50 b. Lunch 2.00 c. Dinner 3.50 The maximum meal allowance shall not apply to meals which are a scheduled activity of a conference and the cost of which is not included in the registration fee. 10. Mode of transportation must be approved by the Village Administrator prior to the trip. 11. If personal automobiles are used for trips within a radius of 500 miles, expenditures will be reimbursed at 7 1/2 cents per mile. On trips outside a radius of 500 miles in which personal autos are used expenditures will be reimbursed at 7 1/2 cents per mile or an amount equal to air travel "tourist" whichever is the lesser. 12. Air travel shall be restricted to "coach" "tourist" and other "economy" plan when available. 13. Advance approval of the Village Administrator must be obtained if an employee wishes his family to accompany him while traveling as a representative of the Village of Brooklyn Center. If advance approval is given, the employee must accurately distinguish that part of expense incurred which is attributable to himself and he will be reimbursed only for that part. Reimbursement for lodging under these circumstances will be limited to the single room rate. RESOLUTION NO. 65 -114 June 28, 1965 Date M ATTEST: &Ja. Clerk The motion for the adoption of the foregoing resolution was duly seconded by member Phil Cohen and upon vote being taken thereon the following voted in favor thereof: Gordon Erickson, Phil Cohen, John Leary, Earl Simons and Howard Heck, and the following voted against the same: none; whereupon said resolution was declared duly passed and adopted.