The URL can be used to link to this page

Home My WebLink AboutR-19-04 Council & Charter Officer Travel PolicyRESOLUTION NO. R-19-04 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, UPDATING THE TRAVEL POLICY FOR CITY COUNCIL AND CHARTER OFFICERS; PROVIDING FOR CONFLICT; PROVIDING FOR SCRIVENER'S ERRORS; PROVIDING FOR EFFECTIVE DATE. WHEREAS, City of Sebastian Code Sec. 2.76 provides that the City will pay the reasonable travel expenses of the City Council Members and Charter Officers in connection with authorized travel; WHEREAS, these travel reimbursements have not been increased since 2004 and should reflect the cost of the current economy. NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SEBASTIAN, the City of Sebastian as follows: Section 1. TRAVEL EXPENSES. F.S. 112.061 shall govern travel for City Council and Charter Officers except for subsection (7)(d)l.a The use of privately owned vehicles for official travel shall be reimbursed for mileage at the existing Internal Revenue Service maximum allowance. Section 2. CONFLICTS. All resolutions or parts of resolutions in conflict herewith, specifically Resolution No. R-04-39, are hereby repealed. Section 3. SCRIVENER'S ERRORS. Sections of this resolution may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of further action of City Council by filing a corrected copy of same with City Clerk. Section 3. EFFECTIVE DATE. This resolution shall lake effect immediately upon adoption. The foregoing Resolution was moved for adoption by Council Member Dodd . The motion was seconded by Council Member Iovino and, upon being put into a vote, the vote was as follows: Mayor Jim Hill aye Council Member Ed Dodd aye Vice Mayor Linda Kinchen aye Council Member Albert lovino aye Council Member Ed Dodd aye The Mayor thereupon declared this Resolution duly passed and adopted this 13thday of March 2019. CITY OF SE TIAN, FLORIDA By: Pill, Mayor ATTEST: Approve as to form and legality for reliance by the City of Sebastian only: ane4Te Wil{ierris,.MMC ty Clerk Ja s A. Stokes, City Attorney ma SEBAST�N HOME OF PELICAN ISLAND CITY OF SEBASTIAN, FLORIDA CITY COUNCIL TRAVEL POLICYANDPROCEDURES I. PURPOSE The purpose of this Travel Policy is to establish the policy and procedures for authorizing and obtaining reimbursement for official travel by City Council. It is the responsibility of each traveler to perform travel in the most economical manner and in the best interest of the City of Sebastian and not for the convenience of the traveler. It is the traveler's responsibility to provide all necessary information. IL DEFINITIONS A. Class A travel -Continuous travel ofmorethan24 hours awayfrom the City. B. Class B travel - Continuous travel of less than 24 hours that involves overnight absences from the city. Travel of exactly 24 hours will be considered Class B travel and will be reimbursed for four quarters(one(I)day)only,regardlessoftimeofdepartureandremm. C. Class Ctravel -Travel within 75 miles of theCity. D. Officer -A member ofCity Council. E. Traveler -A member of the City Council, when performing authorized travel. F. Vicinitv travel - For the purpose of computing allowable mileage, vicinity travel includes official travel in the area of the destination points, which exceeds point-to-point calculations. III. TRAVEL AUTHORIZATION AND PROCEDURES, Reimbursement for travel expenses shall only be made when the travel hasbeen authorized by City Council. All travelers should ensure that all travel is undertaken by the most economical method and in the City's best interest. IV. TRAVEL ADVANCE. Eligible travelers may request travel advances of 80% of travel expenses by City Check through the Administrative Services Department. A. Within thirty (30) days after thetravel period has ended, the traveler shall submit an accounting of travel expenses forprocessing as follows: 1. Funds Due Traveler: If a traveler is entitled to additional funds for a travel period, the traveler shall be required to deduct any travel advance made for the travel period. 2. Funds Due Citv: If a traveler was advanced funds in excess of the travel expenses allowed for a particular travel period, the traveler shall submit a refund to the Administrative Services Department which will then provide a cash receipt. 3. Exoenses Finial Advance: If the travel expenses equal the amount of the advance, there shall still be an accounting form filed to reflect this fact fortherecord. B. If no accounting is filed for travel advances within the 30 daytime limit, the City shall have the right to deduct the amount of said undocumented advances from future salary payments. V. PER DIEM RATE Travel expenses shall be reimbursed on the basis of meal allowance plus actual expenses for lodging incurred at a duly established commercial lodging facility to be substantiated by itemized paid bills. There shall be an option for an $80 per diem allowance paid to Council members only for Class A and Class B travel. VII. SUBSISTENCE ALLOWANCE Travelers shall be allowed subsistence in the following amounts. Breakfast $6.00 Lunch $11.00 Dinner $19.00 VI. ALLOWABLE INCIDENTAL EXPENSES Incidental expenses as set forth below incurred while traveling shall be reimbursed. Travelers shall strive to provide receipts for all incidental expenses claimed. A. Common Carriers such as taxis, subways and buses. B. Ferry Fares and Bridee. Road and Tunnel Tolls C. StoraeemParkine Fees D. Communication Exnensm O cleohone/releeraoh/Intemetl E. Reeistration Fees Registration fees for a convention or conference to which the traveler is authorized to attend are allowed. If meals are included in the registration fee, a separate subsistence allowance is not allowed. Payment of any expenses for a guest, or for any extracurricular activities not included in the registration fee but included in the registration form, shall be paid in advance to the City. F. Other incidental travel expenses may be reimbursed upon presentation of receipts or justification for lack of receipts if the amount is less than $3.00, provided they were incurred in the performance of City business. VIII. EXCEPTIONS TO REIMBURSEMENT RATES A. When lodging or meals are provided as part of the conference or convention, the traveler shall be reimbursed only for the actual expenses of lodging or meals but not to exceed the maximum provided for in this policy. B. When a traveler is working at a location away from the City at the close of business on one day and is required to be at or near the same location on the following day, the decision whether to return to the City for the night would be based on the reasonableness and relative expenses involving round trip mileage or common carrier expense. C. By ordinance, City Council member mileage expenses for travel within 75 miles of the City are reimbursed through an expense allowance and shall not be separately provided. VIII. TRANSPORTATION A. Route of Travel All travel must be by a usually traveled route. If a person travels by an indirect route for personal convenience, any extra costs will be at the traveler's expense. B. Private Vehicle Mileage Reimbursement 1. All mileage should be shown from point of origin (City Hall or point of departure). Mileage may be computed on the basis of an official state road map published by the Department of Transportation, or may be generated through website map services. Mileage estimates shall be used for advance requests and actual point-to-point mileage shall be used for additional reimbursements or amounts due to City, when travel is completed. 2. When an individual is in travel status, vicinity mileage is allowable. Mileage is allowed from office or home to the airport when performing authorized travel. 3. If a private vehicle is used, the reimbursement rate is the existing Internal Revenue Service maximum allowance. C. Rental Can 1. Rental cars charged to the City are to be used only for official City business. 2. Rental cars should only be used when it is more economical than to have a City car available or when being picked up at a destination. 3. Traveler insurance liability related to the use of rental cars is covered through the City's Insurance Policies. When signing the rental agreement, the traveler will refuse Collision Damage Waiver and Personal Accident Insurance. If the traveler does not refuse this option, the cost\win be deducted from the reimbursement amount. ADOPTED pursuant to Resolution R-19-04. EFFECTIVE DATE: March 13, 2019