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Ordinance No. 0551
CITYOFMEDINAORDINANCENO551ANORDINANCEESTABLISHINGTRAVELANDEXPENSEREIMBURSEMENTPOLICIESANDREGULATIONSFORCITYEMPLOYEESANDOFFICIALSACTINGONOFFICIALBUSINESSWEREASRCW4224permitstheCityCounciltoprescriberegulationsgoverningandamountstobepaidofficersandemployeesasreimbursementforexpensesinconnectionwithofficialassigneddutiesandtravelforapprovedpublicpurposesandWHEREAStheCityCouncildesirestoadoptbyordinanceacomprehensivepolicyandsetofregulationsfortravelandexpensereimbursementsTHECITYCOUNCILOFTHECITYOFMEDINAORDAINSASFOLLOWSSECTION1ReimbursementofEXpensesAuthorizedAOfficialsandemployeesoftheCityareentitledtoreimbursementofcertaineXpendituresincurredwhileonofficialCitybusinessReimbursableexpensesshallincludeeXpensesfortransportationlodgingmealstipsandotheractualandnecessaryexpensesrelatedtoofficialbusinessBOfficialbusinessmeansperformanceofofficiallyassigneddutiestravelforapprovedpublicpurposesattendanceatapprovedmeetingsortrainingandeducationseminarsattendanceatapprovedconferencesandotherapprovedsessionsinvolvingmunicipalaffairsApprovalshallbeobtainedfromtheCityManagerorCityCouncilasappropriateSECTION2ReimbursementPolicyToqualifyforreimbursementexpensesmustbedirectlyrelatedtotheconductofCitybusinessandbeactualreasonableandnecessaryunderthecircumstancesUnnecessaryorexcessivelycostlyeXpenditureswillnotbereimbursableExceptionstothepoliciesandregulationssetforthhereinmaybemadeonlyforunusualorextenuatingcircumstancesupon thewrittendirectiveoftheCityManagerorinthecaseoftheCityManagerandCityCouncilmembersbytheCouncilFinanceCommitteebutonlywhentheclaimedexpensesreasonablyrelatetoabenefitorservicereceivedbytheCityandcompliancewiththeseregulationswasnotfeasibleSECTION3DocumentationofExpensesReceiptsRequiredNoclaimforreimbursementshallbepaidunlessitisaccompaniedbyabonafidereceiptReceiptsshouldshowthedateadescriptionofthepurchasevendoridentificationandamountpaidCreditcardreceiptsarerequiredwhereavailableMealticketstubsorinvoiceswillbeacceptedaslongasthenameoftherestaurantanddateofissueareincludedOtherrulesfordocumentingspecifictypesofexpensesareidentifiedbelowSECTION4ReimbursementforMealsAActualmealcostsmustbedocumentedbyareceiptMealcostsshallnotexceedtheamountslistedbelowtipincludedBreakfast6ooLunch800Dinner1600DailyMaximum3000AdditionalamountsmaybeapprovedbytheCityManageronanindividualcasebasiswhereandasrequiredforhighcostareasPaymentfortableserviceatarestaurantcommonlyreferredtoasatipisreimbursablebutmaynotexceed15oftherestaurantpriceofthemealBIfmealcostsforpersonsotherthantheclaimantareincludedthosepersonsmustbeentitledtoreimbursementintheirownrightandtheyshallbelistedbynameandtitleintheclaimdocumentationIfsuchpersonsarenotCityemployeesorofficialsthecreditcardreceiptorexpensevouchermustdetailthenatureofthetopicortopicsdiscussedCUnauthorizedandunpermittedmealcostsincludebutarenotlimitedtoliquorandexpensesofaspouseorotherpersonnotauthorizedtoreceivereimbursementunderthisordinanceSECTION5ReimbursementforTravel ATheactualandnecessarycostsoftravelforofficialbusinessarereimbursablepursuanttothefollowingguidelines1CityVehiclesNecessaryoutoftheareacostsforoperationofCityvehiclessuchasgastiresandrepairs2PersonalVehiclesAuthorizeduseofprivatevehiclesshallbereimbursedattheprevailingInternalRevenueServicereimbursementrateforactualmilestraveled3RentalVehiclesVehiclerentalsmustbeapprovedinwritinginadvancebytheCityManager4AirTravelAdvancearrangementsandauthorizationforairtravelshouldbemadeusingarequisitionandpurchaseorder5OtherTravelExpensesOthertravelexpensessuchasbusandtaxifarebridgeorothertollsparkingferryporterbellmanandthelikenotincludingmaidservicearereimbursableifitemizedonthereimbursementformReceiptsshallbesubmittedwherepossibleIfanyindividualitemexceeds500areceiptisrequiredSECTION6ReimbursementforAccommodationsandLodqingActualandnecessaryhotelmotelaccommodationswillbereimbursedorpaidinadvancelimitedtothemaximumsingleroomrateofthespecifichotelormotelAvendorsreceiptisrequiredforallaccommodationsIntheeventthereceiptincludesnonreimbursableexpensestheclaimantshallberesponsibleforsuchexpensesSECTION7ReimbursementClaimsandADDrOValProcedureAAllclaimsforreimbursementshallbesubmittedonapprovedformssuppliedbytheTreasurerIfatraveladvancehasbeenobtainedtheamountoftheadvanceandtheactualcostsincurredmustbereconciledAllclaimsforreimbursementmustbesubmittedwithinthirty30daysofincurringtheexpenseortheclaimwillbedeniedBClaimsrequiringspecialorwrittenapprovaloftheCityManagerorCityTreasurermustincludesuchapprovalCAllnonCouncilreimbursementclaimsmustbeauthorizedbytheclaimantsdepartmentheadandtheCityManagerDClaimsoftheCityManagerandCouncilmembersmustbe approvedbytheCouncilFinanceCommitteeEAllapprovedreimbursableexpenseclaimsshallbepaidandchargedtothefundanddepartmentresponsiblefortheexpensesoftheclaimantMinorexpenseitemsmaybepaidoutofthepettycashfundSECTION9TravelAdvancesWheneveritbecomesnecessaryforanemployeeorofficialtotravelandincurexpensesareasonableamountoffundsmaybedrawninadvanceofsaidexpendituresubjecttotheapprovaloftheCityTreasurerSaidadvanceshallbecalculatedtoincludereasonablyanticipatedexpensesforlodgingmileageandmealsOnorbeforethe5thworkingdayfollowingthecloseofthetravelperiodforwhichexpenseshavebeenadvancedtheofficialoremployeeshallsubmittotheTreasurerafullyitemizedtravelexpensevoucherforallreimbursableitemslegallyexpendedaccompaniedbyanyunexpendedportionofsuchadvanceAnytraveladvanceorportionthereofnotrepaidoraccountedforinthetimeandmannerspecifiedhereinshallbeimmediatelyreimbursedbycheckcashorsalarydeductionandshallbearinterestattherateoftenpercent10perannumfromthedateofdefaultuntilpaidAtraveladvancemaynotbeissuedforlessthanFiftyDollars50SECTION10SeverabilityIfanysectionsentenceclausephraseorapplicationofthisordinanceshallbeheldtobeinvalidorunconstitutionalbyacourtofcompetentjurisdictionsuchinvalidityorunconstitutionalityshallnotaffectthevalidityorconstitutionalityofanyothersectionsentenceclausephraseorapplicationofthisordinanceSECTION11EffectiveDateThisordinanceshalltakeeffectfive5daysafteritspublicationorthepublicationofasummaryofitsintentandcontentsBYTHECITYCOUNCILONTHISDAYOF199ANDSIGNEDINAUTHENTICATIONOFITSPASSAGETHECJDAYOFFj199CRC ApprovedastofromAttest