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HomeMy WebLinkAboutRes 1978-03 Authorizing Travel & Establising Reimbursement Rates for Employees Travel Expenses1 1 RESOLUTION NO. 3-78 A RESOLUTION OF THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA, AUTHORIZING TRAVEL BY VILLAGE OFFICIALS AND EMPLOYEES AND ESTABLISHING RATES FOR REIMBURSEMENT OF EXPENSES INCIDENTAL FOR SUCH TRAVEL. BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA: Section 1. Pursuant to Chapter 112.061 Florida Statutes, the Village of North Palm Beach hereby adopts a policy to authorize travel by Village Officials and Employees and to establish rates for reimbursement of expenses incidental for such travels, copy of which is attached hereto, marked exhibit I, and by reference made a part hereof. Section 2. All Resolutions or parts of Resolutions in conflict with this Resolution are hereby repealed. Section 3. This Resolution shall take effect immediately upon passage. PASSED AND ADOPTED THIS 23RD DAY OF FEBRUARY, 1978. ATTEST: /s/ Dolores R. Walker Village Clerk /s/ M. C. Love, Jr. MAYOR EXHIBIIT I THE TRAVEL POLICY OF NORTH PALM REACH, FLORIDA A. DEFINITIONS (a) Village Official - An individual who in the perform- ance of his official duties is vested by law with powers of government and who is elected by the people, or appointed by the Village Council and has jurisdiction extending throughout the municipality, or any person lawfully serving as either of the foregoing classes of individuals as designee or successor. (b) Employee or Public Employee - An individual, other than a Village official as defined herein, who is occupying a regular or full-time authorized posi- tion and is responsible to the Village Manager. Traveler - A Village Official or employee who is performing authorized travel. Travel Expense - The usual ordinary and incidental expenditure necessarily incurred by a traveler. Common Carrier - Train, bus, commercial airline operating scheduled flights, or rental cars of an established rental firm. Travel Day - A period of twenty-four hours con- sisting of four quarters of six hours each. Travel Period - A period of time between the time of departure and time of return. Authorized Travel - That travel approved by Village Council through an appropriation ordinance and approved in advance by the Village Manager; or travel approved by Village Council extemporaneously. (i) Class A Travel - Continuous travel of twenty-four hours or more away from the Village which involves overnight absence. (j) Class IS Travel - Travel for a short or clay trip not involving overnight absence. (k) Village - The Village of North Palm Reach, Florida. -1- B. AUTHORITY TO INCUR TRAVEL EXPENSE (a) All travel must be sanctioned by budgetary appro- priation. Additional authorization must be obtained from the Village Manager for all employee travel. (b) Expenses of travelers shall be limited to those in- curred in the performance of a public purpose and shall include, but not be limited to, Village business, conventions, conferences and training or education by which attendance would serve a direct benefit for the Village of North Palm Beach. C. RATES Or SUBSISTENCE ALLOWANCE For the purpose of reimbursement and to establish method of calculation, subsistence allowances to be paid are as follows: (a) Meals only - Authorized travelers may be allowed for subsistence while on official business for the Village at a maximum amount of: $15.00 per day. (b) Reimbursement for reasonable and necessary ex- penses in excess of the rate above will be per- mitted if substantiated by receipts and so authorized by the Village Manager. D. TRANSPORTATION (a) Travel by common carrier. All travel shall be upon established direct routes, and shall be at coach or tourist fare rates. If a traveler elects to take an indirect air route for his convenience, costs in excess of the rate for a direct route passage shall be borne by him and he shall be reimbursed only for such direct route rate. The Village Manager shall determine the most cost effective method of travel for each trip, and in making his determinations, shall consider the following conditions: (1) The nature of the business -2- (2) The most efficient and economical means of travel (considering time, cost of trans- portation and per diem or subsistence re- quired) (3) The number of persons making the trip and the amount of equipment or material to be transported. (b) Travel by private vehicle. (1) The use of a privately owned vehicle for official travel in lieu of public vehicle or common carrier may be authorized by the Village Manager, if a publicly owned vehicle is not available. If traveling by privately owned vehicle, the traveler shall receive re- imbursement of a mileage allowance not ex- ceeding 17 cents per mile or the common carrier fare for such travel as determined by the Village Manager. (2) All mileage shall be computed from point of origin to point of destination, and when pos- sible shall be computed on the basis of the current map of the State Road Department. Vicinity mileage necessary for conduct of office business is allowable but must be shown as a separate item on expense vouchers. (3) No traveler shall be allowed mileage or trans- portation expense if he is gratuitously trans- ported by another person, or when transported by another traveler who is entitled to mileage or transportation expense from the city. E. OTHER EXPENSES The following incidental travel expenses may be reimbursed: -3- (a) (a) Taxi or Limousine fares. (b) Ferry fares, and bridge, road and tunnel tolls. (c) Storage or parking fees. (d) Communication expenses. (e) Conference or Convention registration fees if at- tendance at such conference or convention serves a direct public purpose with relation to the per- son attending such meetings. F. RULES AND REGULATIONS. The Village Manager may promulgate such rules and regulations, and prescribe such forms as shall be necessary to effectuate the purposes of this Resolution. G. REVIEW OF RATES. (a) All allowance rates for succeeding years shall be established concurrently with passage of the annual budget appropriation ordinance. -4-