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MEMORANDUM
To:
From:
Subject:
Date:
Mayor, City Council, City Manager
Mark T. Sokolow, City Attorney ~ ~
P. O. No. 5320; Council Meeting May 13, 2003
May 5, 2003
Attached is P. O. No. 5320 amending Section 78-269 of the Code
of Ordinances for the City of Port Arthur pertaining to travel
expenses. Presently, receipts for the Mayor, City Councilmembers,
City Manager, Municipal Judge, and Department Heads not under the
control of the City Manager are required for meals in excess of
$5.00 and there is a maximum of $60 per day for meals. There is no
provision for paying excess amounss in "high cost" cities. The
Mayor has asked to (a) raise the threshold for receipts for the
Mayor and City Council, and (b) allow a provision for ~high cost"
cities. Per Section III of Article II of the City Charter, all
expense accounts shall consist of reasonably detailed statements of
expenditures together with supporting receipss. I left blanks for
the amounts to be filled in by the City Council.
MTS/ts
Attachment
Cc:
Director of Finance
P. O. No. 5320
05/05/03 ts
ORDINANCE NO.
AN ORDINANCE AMENDING SUBSECTIONS 78-269 (c),
(d), (e}, (f) and (g) OF THE CODE OF
ORDINANCES FOR THE CITY OF PORT ARTHUR
PERTAINING TO TRAVEL EXPENSES
WHEREAS, per Section 3 or Article II of the City Charter,
~all expense accounts shall consist of reasonably detailed
statements of expenditures together with supporting receipts";
and
WHEREAS, the City Council desires to require receipts for
all material expenditures; and
WHEREAS, the City Council desires that receipts for meals
should be required on any meal that exceeds $ , instead
of five (5) dollars; and
WHEREAS, the City Council desires a provision to make
additional reimbursements in excess of $60.00 for a "high cost"
city.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are
true and correct.
Section 2. That SubSections 781269 (c),.(d), (e), (f) and
{g) of the Code of Ordinances are herein amended as follows:
(c) Expenses of Mayor and City Councilmembers, City Manager,
City Attorney, City Secretary, Municipal Judge, and all
department heads not under the control of the City
Manager - Prior notice and travel expenses advance;
expense reports.
(1) Before any overnight out-of-town business trip is
made by the Mayor, Councilmember, City Manager,
City Attorney, City Secretary, Municipal Judge or
(2)
any department head not under the control of the
City Manager, three (3) days prior written
notification should be given to the Council.
However, for an emergency trip, prior notice shall
be sufficient.
Travel advances must have a reasonable relation to
estimated travel costs. Travel advances will not
be given and travel will be denied if there are any
monies due and owing for previous travel.
Expense packets, consisting of detailed expense
statements, receipts, airline bills, hotel bills,
registration receipts of attended meetings and the
City receipts for refund of advances, shall be
submitted to the City Secretary within fifteen (15)
days after the return from an out-of-town business
trip. A receipt (or copy thereof) for any charge
incurred that may be direct-billed to the City,
such as hotel bill, airline tickets, etc., is to
accompany the expense account in order that the
entire charge for the trip may be reflected in one
(1) expense package. The City Secretary shall then
check the packet for duplication and mathematical
(3)
corrections.
(a) If errors are found, the submitter is
notified.
(b) The City Secretary shall then submit those
completed expense packets to the Council for
their consideration.
(4) Exclusions and limitations on certain charges and
requirements of receipts.
(a) Air fares on all trips shall be by coach class.
(b) Tips given shall have a reasonable
relationship to the charges involved and the
services provided.
(c) Receipts are required on all charges for a
meal or meals that exceed fivc dollars ($ )
per day for Mayor and City Councilmembers. Receipts
are required on all charges for a meal or meals
that exceed $5.00 per day for the Council
appointees and all Department Heads not under the
control of the City Manager. The maximum allowed
for meals shall not exceed sixty dollars ($60.00)
per day.
(d) When trips are less than twenty-four (24)
hours, meals and tips cannot exceed $ 35.
(e) Entertainment expenses are not
expenses. Examples: golf, sporting
theatres or shows.
eligible
events,
(f) Business relations: limited to twenty-five
(d)
(e)
(f)
(g)
dollars ($25.00)
required.
Automobile expenses:
(1) Said officers will
maximum per day. Receipts are
be paid at the rate authorized
by the Internal Revenue Service per mile for the
use of their personal automobile for business trips
outside the City.
(2) Said officers will be paid at the rate authorized
by the Internal Revenue Service per mile for the
use of their personal automobile for business trips
within the City, except for those officers who
receive a monthly automobile allowance. The
mileage used will be based on estimated miles.
Exclusion of expenses for spouses. Expenses for or on
behalf of spouses are not eligible expenses and shall not
be paid or reimbursed by the City.
If there are any travel expenses that have not been
reimbursed or reconciled within sixty (60) days of the
trip, the City Secretary shall notify the City Manager,
Mayor and the Director of Finance.
The City Council may authorize actual expenses with
receipts for travel to Internal Revenue Code designated
~high cost# cities. This option must be requested by the
person on the request for authorization for overnight
travel. The person traveling must document the days
eligible for the allowance on the expense report.
That this being an Ordinance not requiring
Section 3.
publication, that it shall take effect and be in force from and
after its passage.
Section 4. That a copy of the caption of this Resolution
be spread upon the Minutes of the City Council.
READ, ADOPTED AND APPROVED on this __ day of ,
A.D., 2003, at a Regular Meeting of the City Council of the City
of Port Arthur, Texas, by the following vote: AYES:
Mayor , City Council ,
NOES:
ATTEST:
EVANGELINE GREEN, CITY
APPROVED AS TO FORM:
OSCAR ORTIZ, MAYOR
SECRETARY
MARK T. SOKOLOW, CITY ATTORNEY
APPROVED FOR ADMINISTRATION:
STEVE FITZGIBBONS, CITY MANAGER