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HomeMy WebLinkAbout1980-45 Setting Forth Employee Travel Regulations & Repealing Resolution No. 3-78RESOLUTION NO. 45-80 A RESOLUTION OF THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA, SETTING FORTH TRAVEL REGULATIONS FOR OFFICIALS AND EMPLOYEES OF THE VILLAGE OF NORTH PALM BEACH; AND REPEALING RESOLUTION NO. 3-78. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA: Section 1. The "Travel Regulations" attached hereto as Exhibit A :and by reference made a part hereof, are hereby adopted as the Travel Regulations for the Village of North Palm Beach. Section 2. Resolution No. 3-78 is hereby repealed. Section 3. This Resolution shall take effect immediately upon passage. 1 PASSED AND ADOPTED THIS 257H DAY OF SEPTE BERR , 1980. MAYOR i es— etsear VIIIAGE CLERK VILLAGE OF NORTH PALM BEACH, FLORIDA TRAVEL REGULATIONS ADOPTED BY RESOLUTION NO, 45-80 SEPTEMBER 25, 1980 TABLE OF CONTENTS PARAGRAPH SECTION NUMBER TITLE PAGE 1. INTRODUCTION 1.01 Purpose of Manual 1 1.02 Objective 1 1.03 Authority to Incur Travel Expense 1 1.04 Authority to Incur Supplementary Expenses 1 2. MODE OF TRAVEL 2 2.01 Travel by Common Carrier 2 2.02 Travel by Private Vehicle 3 2.03 Advance Travel Allowance 3 3. TRAVEL EXPENSE PROCEDURE 4 3.01 Travel Expense Reimbursement 4 3.02 Payment for Travel DEFINITIONS 5 APPENDIX: TRAVEL EXPENSE FORMS A. Report of Travel Expenses 6 B. Check Issue Authorization 7 -i- 1. INTRODUCTION 1.01 Purpose of Manual The purpose of these Travel Regulations is to provide a policy for guidance of employees and officials who are required to travel on official business of the Village, to attend schools, conferences, seminars, conventions, or other designated purposes. 1.02 Objective The primary objective is to provide a procedure to be used When making claims for reimbursement of travel and supplementary expenses by travelers and payment of these allowances by the Finance Department. This procedure is applicable to all Village officials, employees, and authorized persons when making claims for travel expense allowances; all department/division supervisors, administrators, the Village Manager when authorizing and approving travel, and the Finance Department when paying travel allowances. 1.03 Authority to Incur Travel Expense All travel must be sanctioned by budgetary appropriation. Additional authorization for department head travel must be obtained from the Village Manager. The Village Manager may promulgate such rules and regulations, and prescribe such forms as shall be necessary to effectuate the purposes of this manual. A. All regular travel by employees rust be approved in advance by the respective departi«ent heads. B. The mode of travel will also be approved in the sane manner as the travel. C. Local mileage will be authorized by budgetary action and, in addition, approved in advance by the department head/division supervisor. Approval will be by memorandum to the Finance Director. 1.04 Authority to Incur Supplementary Expenses Authorization to incur supplementary expenses must be by budgetary action or special authority granted by the Village Manager. The following are the only expenses authorized to be claimed as travel expenses: A. Transportation Allowance: 1) Fare - Commercial fare, utilizing the most direct route available to the carrier used. -1- 2) Mileage - The mileage allowance shall not exceed twenty cents (20p) per mile for mileage traveled either during regular travel or local trips in the immediate vicinity of the Village. B. Lodging - Reimbursement for lodging shall be at the single occupancy rate or at the rate of $30.00 per day, whichever is more. Cost of lodging to be supported by paid bills. C. Meal Allowance - Generally, allowance for meals shall be: Breakfast, $3.50; Lunch, $5.00; Dinner, $10.00. Actual costs for meals may be allowed when travel is in high cost areas and reimbursement is approved by the Village Manager. Reimbursement for reasonable and necessary expenses in excess of the rate above will be permitted if substantiated by receipts and so authorized by the Village Manager. D. All allowance rates for succeeding years shall be established concurrently with passage of the annual budget appropriation ordinance. E. Other expenses - The following incidental travel expenses will be reimbursed. Receipts should accompany requests for payment, when available. 1) Taxi or limousine fares; 2) Ferry fares, and bridge, road, and tunnel tolls; 3) Storage or parking fees; 4) Communication expenses; 5) Conference or convention registration fees if attendance at such conference or convention serves a direct public purpose with relation to the person attending such meetings. 2. MODE OF TRAVEL 2.01 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 route for his/her convenience, costs in excess of the rate for a direct route passage shall be borne by said traveler and he/she 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 con- ditions: 1) The nature of the business. 2) The most efficient and economical means of travel (considering time, cost of transportation). 3) The number of persons making the trip and the amount of equipment or material to be transported. -2- 2.02 Travel by Private Vehicle A. 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 reimbursement of a mileage allowance not exceeding twenty cents (200) per mile or the common carrier fare for such travel as determined by the Village Manager. B. All mileage shall be computed from point of origin to point of destination and, when possible, 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. C. No traveler shall be allowed mileage or transportation expense if he/she is gratuitously transported by another person, or when transported by another traveler who is entitled to mileage or transportation expense from the Village. 2.03 Advance Travel Allowance Advance payment of travel allowance is permitted provided that an advance is requested and approved by the Village Manager prior to disbursement. Advance travel payments are subject to the following rules: A. Advance travel will not exceed the tuition or registration fees, which have not been prepaid by the Village. B. Separate requests must be submitted for each person making the trip and payment will be made with separate checks issued to each person. C. Requests will be supported by a copy of the applicable meting brochure and will be submitted soon enough to allow sufficient time for processing and preparing checks. D. Check Issue Authorization form (#13-VM) must be requested by the departuectt head and approved by the Village Manager. This form is then submitted to the Finance Department for check issuance. E. Upon return from a trip, all receipts and supporting documentation must be submitted with a completed Report of Travel Expense form 012 `M). If additional monies are owed, a check request torm (#13-VM) should be attached. Monies not spent should be returned to the Finance Department with the Report of Travel Exaenses. -3- 3. TRAVEL EXPENSE PROCEDURE 3.01 Travel Expense Reimbursement Travel expense will be reimbursed at the rates prescribed in Section 1.04 (A), (B) and (C) . A Report of Travel Expenses form (#12-VM) , receipts and a Check_ Issue Authorization must be submitted to the Village Manager for approval-- 3.02 Payment for Travel Upon approval by the Village Manager, checks will be issued by the Finance De- parLutnt to the individual requesting payment. -4- DEFINITIONS 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. Class A. Travel Continuous travel of twenty-four hours or more away from the Village which involves overnight absence, Class B Travel - Travel for a short or day trip not involving overnight absence. Common Carrier Other Expenses Supplementary - Train, bus, commercial airline operating scheduled flights, or rental cars of an established rental firm. - Other incidental expenses authorized, including: a) Taxi fare, ferry fares and tolls b) Auto storage and parking fees c) Communication expenses d) Miscellaneous expenses for which reimbursement has been Expenses - Other expenses authorized by Council or budgetary action which are not considered part of travel; e.g., spouse accompanying traveler with special permission, entertaining during and as a course of travel, etc. Traveler - Any person authorized by law to travel at Village expense while traveling on.official business. Travel Day - A period of twenty-four hours consisting of four quarters of six hours each. Travel Expense - The usual ordinary and incidental expenditure necessarily incurred by a traveler. Travel Period - A period of time between the time of departure and time of return. Village - The Village of North Palm Beach, Florida Village Official - An individual who in the performance 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. -5- REPORT OF TRAVEL EXPENSES LEFT N.P.B.: ARRIVED • date • time City • date time LEFT •ARRIVED N.P.B.: City ▪ date time date time THE FOLLOWING EXPENSES WERE INCURRED BY ME IN BEHALF OF VILLAGE: $ $ $ $ $ $ TOTAL $ TRAVEL BY PRIVATE AUTO: MILES @ $ PER MILE.$ RR, AIR, BUS PAID BY VILLAGE $ TOTAL EXPENSE.$ EXPENSE ADVANCE - CHECK NO. $ ACCOUNT CHARGED BALANCE DUE (ME) (VILLAGE)$ I CERTIFY THAT THE ABOVE EXPENSES WERE INCURRED IN BEHALF OF THE VILLAGE OF NORTH PALM BEACH ON OFFICIAL BUSINESS AND NONE WERE FOR MY PERSONAL BENEFIT. (RETURN THIS COPY TO FINANCE DEPT.) 12 VM Signature Departrient Head Approval • -6- CHECK ISSUE AUTHORIZATION THE VILLAGE OF North Palm Beach VILLAGE HALL 501 U S HIGHWAY 1 NOR1H PALM BEACH, ELOR1DA3340R Date: The Director of Finance is directed to issue the following check(s): Name: Address: AMOUNT: Purpose: Special Instructions: ACCOUNT #: 10/79 1.3 VM Zip Code: Requested by: Approved by: -7-