Chapter 1.36
ADVANCE TRAVEL REVOLVING FUND
Sections:
1.36.040 Established.
1.36.080 Amount.
1.36.120 Deposits, disbursements.
1.36.160 Prior approval required for travel.
1.36.200 Reimbursement provisions.
1.36.240 City-owned vehicles – Use restrictions.
1.36.260 Program administration.
1.36.040 Established.
There is established in the city of Ellensburg a revolving fund to be known as the “advance travel revolving fund,” which fund is to be used solely for the purpose of making advance payments of out-of-town travel expenses for authorized city officers or employees traveling as agents of the city for city purposes, and specifically to defray necessary costs while performing such official duties. [Ord. 4461 § 1, 2006; Ord. 2786 § 1, 1969.]
1.36.080 Amount.
The fund established in ECC 1.36.040 shall be established in the city of Ellensburg by transfer of treasurer's funds, by check or checks in the sum of an amount to be established by a resolution or ordinance. The fund shall be maintained in a separate checking account with a local bank. [Ord. 4461 § 2, 2006; Ord. 4184, 1998; Ord. 3632 § 1, 1988; Ord. 3485 § 1, 1985; Ord. 3136 § 1, 1977; Ord. 2921 § 1, 1972; Ord. 2786 § 2, 1969.]
1.36.120 Deposits, disbursements.
The custodian of the fund shall be the finance director or his/her designee. Deposits to, disbursements from, and administration of this fund shall be subject to and in accordance with all of the restrictions, limitations, requirements, and other provisions of Chapter 42.24 RCW, which chapter, including any later amendments thereto, is hereby adopted by reference as a part of this chapter as though fully set forth herein. [Ord. 4461 § 3, 2006; Ord. 2786 § 4, 1969.]
1.36.160 Prior approval required for travel.
All travel on city business by the city mayor, city manager, council members, employees, volunteers, commission members, and officers shall be performed only with and after securing prior appropriate approval as follows:
A. Mayor and the council members: city council;
B. City manager: mayor;
C. Department directors: city manager;
D. All other employees: department director;
E. Volunteers/commission members: department director;
F. All out-of-state trips for all employees, volunteers, commission members, and all others except mayor and council members: city manager. [Ord. 4461 § 4, 2006; Ord. 2786 § 5, 1969.]
1.36.200 Reimbursement provisions.
Reimbursement shall be made only for substantiated actual expenses incurred for authorized travel. The actual expense shall be properly substantiated with a detailed itemized receipt. A per diem rate may be used for meals incurred during an overnight trip and actual receipts are required for nonovernight meals. [Ord. 4461 § 5, 2006; Ord. 3706 § 1, 1990; Ord. 3595 § 1, 1987; Ord. 2786 § 6, 1969.]
1.36.240 City-owned vehicles – Use restrictions.
City-owned vehicles shall be used for authorized business trips and may not be used to transport noncity personnel unless the purpose of such travel requires that such noncity personnel accompany the authorized city officer or employee. The city officer or employee may not use a city-owned vehicle to transport that employee's or officer's spouse or relative. Where the employee is authorized to use his/her own private vehicle due to lack of an available city-owned vehicle for city business, the employee shall be reimbursed at the current per diem rate as established by IRS Publication 1542. Where the employee elects to drive his/her own vehicle for the employee's convenience, the employee shall be reimbursed at the current per diem rate established for miles driven in service for charitable organizations as established by the Internal Revenue Service. [Ord. 4461 § 6, 2006; Ord. 2786 § 7, 1969.]
1.36.260 Program administration.
The finance director shall establish detailed policies, procedures, and forms to implement this policy in accordance with the guidelines established by the State Auditor's Office; Revised Code of Washington; Internal Revenue Service; Article 8, Section 7 of the Washington State Constitution; and State Budgeting Accounting and Reporting Systems (BARS). [Ord. 4461 § 7, 2006.]