HomeMy WebLinkAboutCity Council Resolution 1995-223n
CITY OF PLYMOUTH
RESOLUTION N0.95-223
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WIMtEAS, the travel policy adopted by the City Council in 1994 requires two points
of clarification;
NOW, TEaMWORE, BE TT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PLYMOUTH, MUMMOTA, that the travel policy be amended as shown in the
attached policy.
Adopted by the City Council on April 4, 1995
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Resolution No. 95-223
April 4, 1995
(Supersedes Res. 94-399, July 18, 1994)
This policy establishes guidelines and procedures for the payment of travel costs for City
employees and City officials who travel on official City business.
1. Applicabiltty. This policy applies to all City employees including temporary and part-time
employees, the Mayor, members of the City Council, and members of any Commission or
Committee of the City.
2. Travel Covered. This policy applies to all travel for official City business outside the
seven -county metro Lea and which requires overnight lodging. Other local travel
expenses shall be paid according to the City Mileage Reimbursement Policy or the Expense
Reimbursement Policy.
3. Eligible Expenses. The following expenses may be paid or reimbursed:
Lodging -single rate plus gratuities
Registration Fees
Meals, including gratuities
Transportation
Business related telephone calls
4. Authorization for Travel Expenses. Department Heads must give written pre -approval
for travel by employees. The City Manager must give written pre -approval for travel by
Department Heads or members of any Commission or Committee. The City Manager
must inform the City Council by memo of all travel in advance or as soon as possible if an
emergency exists. The Mayor or any member of the Council must inform the City Council
and the City Manager by memo of any travel in advance.
5. Specifle Policies for Payment of Travel Expenses.
A. Transportation. Payment or reimbursement for transportation costs shall generally be
based on a comparison between the cost and convenience of the lowest available air
fare and travel by personal or City vehicle with attendant meal, lodging, parking, and
loss of work time costs. The City Manager must approve any exception to this general
rule. If a frequent flyer program is in effect, a separate program shall be established
by the employee or official so that credits are recorded to the City. Ground
transportation, including buses, taxis, rental cars, and attendant parking shall be
reimbursed if receipts are provided. The most cost-effective and efficient mode of
ground transportation must be used.
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B. Lodging. Accommodations shall be appropriate to the purpose of the trip. Rates for
accommodations shall be comparable to those of other facilities in the arra. The hotel
hosting a convention shall be deemed to be an appropriate accommodation. The City
will pay for the single rate only if the City employee or official is accompanied by a
guest or family member.
C. Meal Allowance. Expenses for meals, including gratuity, will be reimbursed according
to the following limits and procedures. No reimbursement will be made for alcoholic
beverages. Per diem meal expenses of $25 per day will be allowed without receipts
being required. Meal allowances up to a maximum of $40 per any 24 hour period shall
be reimbursed if receipts accompany the request for meal reimbursement.
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D. Telephone Allowance. Telephone calls shall be reimbursed only if they are for City
business.
B. Registration. Registration fees for seminars, conferences or workshops authorized
under Section 4 may be paid or reimbursed.
6. Procedure.
A. Direct payment. Whenever possible, the City will make direct payments for travel and
registration costs.
B. Reimbursement. An itemized expense report must be completed and submitted to
authorizing individual or the Finance D .rtment within 15 days following the date of
return. Expense forms are available n the Finance Department. Receipts shall
accompany all expenses, including exper ses for which advances were issued.
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