Chapter 2.55
TRAVEL REIMBURSEMENT AND EXPENSES
Sections:
2.55.010 Establishment of a travel account.
2.55.020 Requiring a separate checking account for the city of Forks travel account.
2.55.070 Registration and conference fees.
2.55.080 Miscellaneous expenses.
2.55.010 Establishment of a travel account.
The city clerk/treasurer is hereby directed and ordered to establish, within a reasonable period of time, a revolving fund to be used solely for the purpose of making advance payments of travel, pursuant to RCW 42.24.130. Monies utilized to establish this fund shall be $1,000 each from current expense, street, water and sewer funds. (Ord. 392 § 2, 1995)
2.55.020 Requiring a separate checking account for the city of Forks travel account.
Pursuant to RCW 42.24.130, the city clerk/treasurer is hereby directed and ordered to open a checking account, within a reasonable period of time, on behalf of the city of Forks for the purpose of paying travel advancements. Authorized signatures shall be the mayor, clerk/treasurer, deputy clerk/treasurer and bookkeeper. (Ord. 392 § 3, 1995)
2.55.030 Policies – General.
(1) Needs of the City or Department. The need for travel is based on the requirements of a specific job or department, and while the convenience of the employee shall be considered, city or department requirements shall be the more important factor.
(2) Cost Reimbursement Basis. Travel expenses to out-of-area locations shall be provided on a per diem basis.
(3) Sharing of Costs. Employees attending the same function should share transportation whenever possible. If not feasible due to different departure times, dates, or other approved reason, the most cost effective method is to be used. Shared lodging is encouraged but not required. If employees incur extra expenses for their own convenience, they will be required to pay for the additional costs.
(4) Travel To and From Home. Travel to and from one’s home to the assigned work site is not a reimbursable travel expense.
(5) Travel Funded by Another Agency. When an organization other than the city of Forks agrees to pay out-of-area travel expenses for city employees, reimbursement will be credited to the travel fund.
(6) Travel Advancements.
(a) All advancements shall be paid out of the city of Forks revolving fund.
(b) The city of Forks shall have a prior lien against and a right to withhold any and all funds payable or to become payable to an employee provided with an advance, and said advance not utilized for the purpose so provided.
(i) The city of Forks shall also have the right to recoup interest on the sum owed at the rate of 10 percent per annum, until such time as repayment or justification (by either the mayor or the city clerk/treasurer) has been made.
(ii) No advance of any kind shall be made to an employee who is delinquent in accounting for or repaying a prior advance.
(iii) Advancements shall be estimated as closely as possible to the actual travel per diem anticipated for the trip. (Ord. 392 § 1(2A), 1995)
2.55.040 Travel expenses.
(1) Reimbursement Rate. The state of Washington rate for mileage is used when city of Forks representatives or employees use their personal vehicle for authorized city business. The purpose of such reimbursement is to cover costs of gas, oil, maintenance and insurance.
(2) Insurance Requirement. State law requires that owners of motorized vehicles carry an established amount of liability insurance. Employees who fail to do so while using their personal vehicle for city business may have travel expenses related to the use of their personal vehicle denied.
(3) Receipts for Public Transportation. When using public transportation, receipts are required for airline, railroad, and bus tickets, as well as for airport limousine, ferry, and taxi service. Taxicabs should be used only when other less costly forms of transportation are unavailable.
(4) Airline Travel. When airline travel is required the most economical ticket is to be purchased. It is acknowledged that air fares are frequently lower if a schedule is established to the convenience of the airline. Such schedules may result in an employee staying longer at the destination than the business trip requires. If savings can be substantiated as a result, meal and lodging expenses may be approved.
(5) Parking. Receipts for parking should be included with requests for reimbursement whenever possible. (Ord. 392 § 1(2B), 1995)
2.55.050 Meal expenses.
(1) Out-of-Area Expenses. Meal expenses on "out-of-area" travel will be reimbursed on a per diem basis using state of Washington rates.
(2) Meal Rates. Meal rates as established by the state are to be used. Individual meal rates are to serve as the maximum where only one or two meals are required in a given day.
(3) Allowable Meals for Traveling Less than a 24-Hour Period. Breakfast is allowed if an employee starts their trip before 7:00 a.m., or returns after 6:00 a.m. Lunch is allowed if the employee leaves before 11:00 a.m. or returns after 1:00 p.m. Dinner is allowed if the employee leaves before 5:00 p.m., or returns after 6:00 p.m. (Ord. 392 § 1(2C), 1995)
2.55.060 Lodging.
(1) As a general rule, the most modest lodging should be sought. In a case where the city has a contract with a vendor in the area, then the employee must use that vendor. Lodging should be obtained at commercial or government rates whenever possible. Receipts for lodging must be turned in at the time of the request for reimbursement or prearranged for direct billing to the city of Forks.
(2) When a workshop, seminar or training function is to take place at a specific lodging complex or facility, the employee will be allowed to stay at that facility or another function sponsored facility at the best rate offered for such lodging. (Ord. 392 § 1(2D), 1995)
2.55.070 Registration and conference fees.
Required registration and conference fees may be handled in one of three ways: (1) the employee personally pays for the fee and is reimbursed as part of the reimbursement request; (2) the employee draws a travel advance sufficient to cover the cost of the registration; or (3) where time allows, the city pays for the fee directly to the conference sponsor prior to the event. Receipts are required in the first two instances. (Ord. 392 § 1(2E), 1995)
2.55.080 Miscellaneous expenses.
(1) Allowable Miscellaneous Expenses. Other allowable expenses may include, but are not limited to, car rentals, rental of rooms to conduct official business, charges for photocopying or other clerical requirements, and telephone calls. Receipts should be submitted whenever possible. When questions arise about appropriate expenditure or procedure, the state travel regulations should serve as a guide. If the state travel regulations do not cover the question, the city council has the authority to accept or reject claims for reimbursement.
(2) Unallowable Expenses. Certain travel expenses are considered as personal and are not essential to the transaction of official agency business and are not reimbursable. These types of expenses include, but are not limited to, the following: valet service, entertainment expenses including the cost of alcoholic beverages, radio, television, or VCR rentals, cost of transportation to and from a place of entertainment, cost of personal trip insurance, personal telephone calls unless it is a brief call to the employee’s residence to advise the family of a change in travel plans. (Ord. 392 § 1(2F), 1995)
2.55.090 Further regulation.
Department heads and the mayor of the city of Forks are authorized to issue further travel policies and procedures, including forms for their department and/or subordinates, so long as such policies and procedures are consistent with this resolution and in no way derogate from the requirements herein. (Ord. 392 § 1(2G), 1995)