HomeMy WebLinkAboutPO 6433: ADDING SECTIN 78-269 (B) (2) (C) CODE OF ORD., PERTAINS TO TRAVEL EXPENSES (REQUESTED BY CM MOSELY) P. O. NO. 6433
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ORDINANCE NO.
AN ORDINANCE ADDING SECTION 78-269 (b) (2) (c)
OF THE CODE OF ORDINANCES OF THE CITY OF PORT
ARTHUR AS IT PERTAINS TO TRAVEL EXPENSES
(REQUESTED BY COUNCILMEMBER MOSELY)
WHEREAS, the Code of Ordinances establishes limits and
regulations for the use of City funds for travel by officials elected
and appointed; and
WHEREAS, in order to effectively administer the policy the City
Council desires to update this policy adding Section 78-269 (b) (2) (c)
as follows :
" (c) At the time the expense packet is brought before the
City Council for consideration, the Council must vote
for approval of the expenditures as delineated in
Section 78 (b) (2) (b) . If a majority of the City Council
determines that there has been a failure to adhere to
the provisions of the Travel Policy by a Councilmember,
it shall require repayment to the City by the violator
or deny reimbursement for the particular expense that
has been deemed to be in violation of this subsection. "
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 Section 78-269 (b) (2) (c) of the Code of
Ordinances be amended as denoted below and as delineated in Exhibit
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" (c) At the time the expense packet is brought before the
City Council for consideration, the Council must vote
for approval of the expenditures as delineated in
Section 78 (b) (2) (b) . If a majority of the City Council
determines that there has been a failure to adhere to
the provisions of the Travel Policy by a
Councilmember, it shall require repayment to the City
by the violator or deny reimbursement for the
particular expense that has been deemed to be in
violation of this subsection. "
Section 3 . That this Ordinance shall be effective immediately.
Section 4 . That a copy of the caption of this Ordinance be
spread upon the minutes of the City Council .
READ, ADOPTED, AND APPROVED, this day of January, 2015,
A.D. , at a Regular Meeting of the City Council of the City of Port
Arthur, Texas by the following vote : AYES :
Mayor:
Councilmembers : ;
NOES :
Mayor
ATTEST:
CITY SECRETARY
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APPROVED AS TO FORM:
CITY ATTORNEY ,
APPROVED FOR ADMINISTRATION:
CITY MANAGER
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EXHIBIT "A"
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Sec. 78-269. - Travel expenses.
(a) With the exception of the mayor and council members, the city attorney, city secretary and
the municipal court judge, all persons will present expense accounts to the city manager for
approval.
(1) Overnight travel must be authorized in advance by the city manager or his designee.
Expense accounts for all travel, overnight or single day trips will be approved by the
city manager.
(1) All expense accounts shall be approved by the department head prior to submission
to the accounting division for audit within seven days after the trip is complete. After
audit, the expense account shall be submitted to the city manager or his designee for
approval.
(2) Should the expense account not be returned in a timely manner, the department
head will be notified, and travel advances to the employee suspended. If the expense
report remains outstanding, travel advances to the department will be suspended.
(3) A receipt for any charge incurred that may be paid in advance by the city, such as
airline tickets, registration, etc., is to accompany the expense account in order that
the entire cost of the trip may be reflected in the expense package.
(4) Travel advances for overnight travel must be approved by the department head and
the city manager and will not exceed $100.00 per day. Advances will not be issued
for same day trips.
(5) Allowable reimbursements.
a. Auto expense. Reimbursement for the use of a private automobile shall be at
the IRS standard mileage rate to the employee furnishing the automobile.
Employees receiving automobile allowances shall be reimbursed at a rate
equivalent to $0.10 per mile less than the IRS standard mileage rate for
authorized travel outside the city limits. When more than one employee travels
by car to the same conference/meeting, etc., pooling is to be utilized to the
fullest extent possible.
b. Per diem allowance. A per diem allowance will be determined as delineated in
the GSA Meals and Incidental Expenses (M&IE Rate Schedule for travel
outside the city. This allowance is intended to cover all meals and incidental
expenses. Employees are only eligible for 75 percent of the total M&IE rate for
the location to which they are traveling on the first and last day of travel. The
GSA provides a breakdown of the components of the maximum per diem rate.
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Should a meal be provided by the city or the conference attended, that
component amount should be deducted from the per diem. (The city manager
may authorize actual expenses with receipts for travel to Internal Revenue
Code designated "high cost" cities. This option must be requested by the
employee and department head on the request for authorization for overnight
travel.) The employee must document the days eligible for the allowance on the
expense report. When trips are less than 12 hours, meals and incidental
expenses will be reimbursed at actual cost for necessary and reasonable
expense. When trips are more than 12 hours and less than 24 hours, the
employee will receive a per diem of 75 percent of the GSA per diem rate (75
percent of M&IE).
c. Out-of-town transportation. When auto expenses are not claimed on the
expense account, the use of out-of-town transportation will be an eligible
expense. The business necessity for any charge for taxi, bus, car rental or
other transportation, while out-of-town, must be explained in writing and
attached to the expense account form, and a receipt for each charge must be
submitted with the expense report.
d. Air fare. Reimbursement for air fare shall be a coach class rate. Any expense
exceeding coach class shall not be eligible expense except in the case of
documented emergency travel where coach class is not available.
e. Spouse attendance. Spouses travel at their own expense. The difference
between the single and double rate is reimbursable to the city. No travel costs
for spouses, whether for transportation, lodging, meals or cost of attendance to
events are reimbursable by, or chargeable to, the city.
f. Entertainment. Entertainment expenses are not eligible expenses.
g. Miscellaneous. All other miscellaneous business expenses are reimbursable
when they are reasonable, ordinary and necessary for the completion of city
business and supported by receipt.
(b) Expenses of mayor and city council members. Prior travel expenses advance; expense
report.
(1) Travel advances must have a reasonable relation to estimated travel costs, and are
limited to a maximum of$150.00 per day. Travel advances will not be given if there
are any monies due and owing for previous travel.
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(2) 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 15 days after the return
from an out-of-town business trip. The mayor will submit his/her expense packet to
the mayor's secretary. A receipt (or copy thereof)for any charge incurred that may be
paid in advance by the city, such as registration, airline tickets, etc., is to accompany
the expense account in order that the entire charge for the trip may be reflected in
one expense package. The city secretary, or mayor's secretary as appropriate, shall
then check the packet for duplication and mathematical corrections.
a. If errors are found, the submitter is notified.
b. The city secretary or mayor's secretary shall then submit those completed
expense packets to the council for their consideration.
c. At the time the expense packet is brought before the City Council for
consideration, the Council must vote for approval of the expenditures as
delineated in Section 78(b)(2)(b). If a majority of the City Council
determines that there has been a failure to adhere to the provisions of the
Travel Policy by a Councilmember, it shall require repayment to the City
by the violator or deny reimbursement for the particular expense that has
been deemed to be in violation of this subsection.
(3) Exclusions and limitations on certain charges and requirements of receipts.
a. Air fares on all trips shall be by coach class.
b. Receipts are required on all charges for meals, when the total cost exceeds
$75.00 per day, for mayor and city council members.
c. When trips are less than 24 hours, meals and tips cannot exceed $35.00.
d. Entertainment expenses are not eligible expenses. Examples: golf, sporting
events, theatres or shows.
e. Business relations: Limited to $25.00 maximum per day. Receipts are
required.
(4) Automobile expenses.
a. 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
that exceed 30 miles round trip from the point of origin to a location outside of
the city.
b. 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 mileage.
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(5) 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.
(6) If there are any travel expenses that have not been reimbursed or reconciled within
30 days of the trip, the city secretary shall notify the city manager, mayor, the director
of finance and city council.
(7) If a councilmember desires to drive to a location wherein air travel was available, the
city councilmember will be limited in obtaining reimbursement to the cost of the
round-trip airfare ticket, as well as additional costs of renting a car at the actual
location and the per diem that would have been normally associated with air travel.
This subsection will not apply to cases wherein due to security concerns, vehicle
travel is more prudent.
(c) Allowable reimbursements for city manager, city attorney, city secretary and municipal court
judge.
(1) Before any overnight out-of-town business trip is made by city manager, city
attorney, city secretary, municipal court judge or any department head not under the
control of the city manager, three days' prior written notification should be given to
the council. However, for an emergency trip, prior notice shall be sufficient.
(2) The city manager, city attorney, city secretary, municipal court judge, and all
department heads not under the control of the city manager will submit completed
expense reports to the city council for consideration and approval.
(3) Said officers will be reimbursed in accordance with subsection (a) of this section with
the limitations of other city employees.
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